Contact MNVOAD
P.O. Box 130261,
Roseville, MN
55113-0003
office@mnvoad.org
Seth Gardner
612-910-7152
sgardner@nechama.org
Executive Committee Minutes 2006
August 10th, 2006
Attendees: Audrey Zellman, Chrissie Morrison, Donna Bauer, Garrett Alessandroni Gene Borchoff, John Livingston and Marian Robinson
Meeting came to order at 6:45pm
Approval of Minutes from last Board Meeting:
Passed with one change: Camp Noah not Camp Jonah
Treasurer's Report: Garret reported at that we have $3,322.17. Several dues came in (1,955 in 2006) 9 outstanding agency dues. Donna had some invoices to turn in. Gene and Melanie were removed from the checking account and Garrett will stay on until as a back-up to our new treasurer.
Regional Emergency managers Meetings;Donna and Chrissy are to write an outline for
presentation. Donna will continue to work with David to get
all of the Regional Emergency Manager meeting dates.
Marketing Materials to promote MNVOAD:magnets with different designs are possible
see thru rulers with MNVOAD information on the back other suggestions were talked about
Donna said she would have some samples to show at the next meeting.
Mn. Walk: Gene, It would be nice to have contact numbers for the
agencies of VOAD....dispatchers should have our contact numbers.
Development of a local emergency
ops plan. Chrissie said that she has a services matrix for ND that
she will share with us that we can use. Donna will write a cover letter
and e-mail out our contact list and service matrix to AMEM.
August 5th....Saturday night Tornadoes hit Warroad, Mn. One hit right inside the
town and several hit the outskirts of town. Initially the S.A
was told that 2,000 people were sheltered in the ice arena but
it turned out to be false information. The S.A. set up
the canteens---6 homes were destroyed. The S.A had some difficulty with the local EM. There was a
misunderstanding on the part of the emergency manager that voluntary agencies should provide support
to cleanup efforts of public property. The S.A. only takes
care of victims but will feed anyone who comes to their canteens, but there is certainly no
obligation to provide that support to public infrastructure clean-up or other recovery efforts.
A Working Draft copy of how to plan an Annual VOAD Conference was handed out and briefly reviewed.
Individuals had several questions that they want posed to prior state hosts and Donna agreed to
follow-up and bring the information back to the committee.
Submitted by, Marian L. Robinson, secretary 10/10/06
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Minutes from MNVOAD Executive Committee
June 8th, 2006 meeting
Attendees: Audrey Zellman, Chrissie Morrison, Donna Bauer, Garrett Alessandroni and Marian Robinson
Meeting came to order at 6:40 PM
Election for MNVOAD Treasurer: John Moore (Salvation Army) was nominated and the motion was seconded. John Moore was unanimously elected. Congratulations John!
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Treasurer's Report (given by Garrett):
3,347.91 balance, 1,350.00 received, 20 outstanding checks,
Some dues remain unpaid.
May minutes to be approved: Marian made the motion
to approve of May's minutes and Garrett seconded the
motion, unanimously approved.
UPDATES:
The Salvation Army did very well with their exercise in Maplewood on June 3rd.
Donna informed the group that Susan Jenson, (FEMA Region 5 Representative) will be coming to Minnesota to meet with several groups about the ongoing Katrina response. Susan will work with case managers to help improve the understanding of case management procedures and the sequence of delivery.
Susan will also participate in a meting with HSEM and local organizations that have played a role in MN’s Katrina response. During that meeting the development of a Twin Cities COAD will be discussed.
Audrey Zellman gave an update on LSS’s Camp Noah.
Donna talked about the NVOAD Conference in North Carolina. Most of the classes she attended were about building more religious and racial competencies in service delivery. During Katrina there were many examples of organizations being unprepared to serve all affected. This problem led to gaps in service, tension in the community and public relations problems for voluntary agencies. Donna Brought materials back for the group to look at.
NEVOAD Meeting: Donna and Audrey attended the NEVOAD meeting and they thought it was very well organized. About 20 organizations attended. NEVOAD is in the process for formalizing their structure and operating procedures.
MN Horse Council: Marian reported that the August 9th exercise at the
Cambridge Fairgrounds WAS not an animal disaster drill as first thought. Email communications from the sender made her think otherwise. Instead of an animal disaster drill it will be a pandemic flu 'meds'event. She was asked to find some folks who could control traffic on horseback.
Garrett, Chrissy and Audrey talked about changes within their agencies. Especially Red Cross and Salvation Army.
Donna handed out copies of a letter from Kevin Leuer, Director of the Preparedness Branch in St. Paul. Kevin was glad that he was able to attend the General MnVOAD meeting back at the Mn. Governor's E.M.
Conference in March. He has passed on our request for a plenary session at the next year's Governor's E.M. Conference to the person in charge of classes. Kevin was also supportive of MNVOAD having representation at HSEM Regional meetings so that we can make presentations or attend.
Meeting was adjourned at 7:55pm. Treats provided by Marian.
Submitted, Marian Robinson, MnVOAD Secretary, 6/8/06
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Date:4.13.06
Meeting came to order
at 6:30pm
Members and Partners Present:
John Moore, Donna Bauer, Audrey Zellman, Garrett Alessandroni, Chrissie
Morrison, Dennis Walter, Marian Robinson
Visitor: Leila Gilley of Duluth VOAD
MNVOAD bank balance is: $3,347.91
Reviewed the Board and Members’ action lists. There's too much work for the
Board members to complete, so we will need to recruit members or partners to
assist with these projects.
Update on the MN flood
in the North West section of the state: Chrissie and others reported the
following: The Salvation Army is still in Fargo. Most everyone else has gone
back to their home base. It looks like all of the mitigation procedures that
have been worked on to prevent and lessen the flood damage has come to fruition.
There was less concern about massive flooding (like in '97), despite the threat
of massive storms in the last couple of days that didn't produce much rain. All
the same this year's flooding was considered the 3rd worst flooding in history
BUT it could have been even worse than the '97 flood if it hadn't been for the
mitigation that has already taken place.
Hurricane Support Network (HSN): Donna and Chrissie reported that there have
been some complications but the work is moving forward. The long-term recovery
committee is meeting and is working with some new partners to ensure that an
Unmet Needs Committee is formed.
AMEM Fall Conference: Dennis discussed that there has talk about MNVOAD and
CERT potentially presenting at the plenary. Donna will talk to James Halstom
and the conference chair to get more information about the theme and prospects
for presenting at the AMEM conference.
Date to keep in mind: 2 locations need volunteers to pose as 'patients' at a
simulated response to a public health emergency.
When: June 16th
Time:
8am-12 noon,
Where: Grace Church in Eden Prairie---Henn. Co.
Why: Apple Valley High School----Dakota Co.
to improve your community's ability to respond to an
emergency
Contact: Josh at 612-673-2910
MNHSEM: Friday May 5th pandemic Influenza Partner Preview
Individuals can register to attend on the MNHSEM website.
Exercise Drills are coming up in May, June and July. The first one is May 9th at
the State EOC. Contact Donna Bauer for more information.
MNVOAD Annual Conference for 2007: We may have it at St. John the Baptist
Catholic Church in New Brighton. They have more room including parking , which
we need since our attendance is growing. John Moore has agreed to be the MNVOAD
Conference Chair for 2007.
Donna Bauer, President of MNVOAD, is going to have a BBQ at her house on June
10th at 1pm for VOAD members and partners. Invites will be sent soon.
Members Meeting: May 18th at 6:30pm at LSS
Adjourned at 8:30pm
Submitted by your new secretary, Marian Robinson
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DATE: 2.9.06
Agenda Item |
Discussion Summary |
Proposed Action |
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Minutes were approved |
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Discussed role VOAD leadership should play on the DCT. The general consensus is that this function impacts all service providers and must be coordinated at the highest level of VOAD. It is vital for the DCT to finish the State plan and for VOAD to be directly involved in the exercise portion of the plan. |
VOAD leadership will continue to participate on the DCT. It will be important for the Leadership to assist with ensuring the setup of offers of donations and the matching of those offers with needs in the community. Also, leadership should continue to network with neighboring states and NVOAD pertaining to lessons learned and SOPs for donations and volunteer management. |
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We continue to move forward with Strategic Planning discussions with Steve Hartman. His concern is that we have already defined what our goals are, therefore he is unsure what our objectives for this process would be. |
After discussing the issue it was decided that we want better timelines and action steps to meet those goals. In particular, we want to focus on mission review, gaps analysis, board development, developing broader participation and buy in, reviewing challenges and ensuring goals address identified issues. We will strive to engage a broader community in the strategic planning process, including non-member organizations and state, county and local planners and responders. |
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We discussed the AMEM Conference. Two ideas were circulated pertaining to our presentation: pandemic planning or presentation with Austin Police Chief Paul Philip. |
Develop presentation by end of February for submission. Continue to think about National Speakers for the AMEM conference - future ideas, ways to get Plenary time. |
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Work plan was distributed. Set-up will take place on Friday afternoon and doors open at 6:30 am. |
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Currently there are candidates for all Executive Committee Seats and 4 at-large candidates. Additional nominations can be made from the floor of the Members Meeting on March 7. |
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A notice was circulated with proposed bylaw changes that would be voted on at the Executive Meeting if a committee was not formed to further review the bylaws. A committee was not formed and so a vote was taken on the proposed bylaw changes in the form previously circulated. A motion was made by Paul Oby, and seconded by John Moore, to accept the proposed bylaw changes with one clarification, that members be referred to as member “organizations” throughout the bylaws so that it is clear that each member organization, rather than member representatives, is entitled to one vote. The proposed bylaw changes, as clarified, were unanimously approved. |
A notice will be sent to the membership that an up or down vote on the proposed changes to the bylaws will be taken at the March 7 Members Meeting. |
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Upon motion by John Moore, seconded by Paul Oby, the directors present unanimously voted to adjourn the meeting. The meeting was adjourned at 8:35pm. |
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Submitted By: Donna Bauer, President, MNVOAD