1 of 42

Beginning to End: �The Long Term Recovery Group & COAD Process

North Iowa Long Term Disaster Recovery Coalition

December 15, 2021

Lori Williams, Iowa Disaster Human Resource Council, COAD/LTR Support Committee Co-Chair

2 of 42

2

IOWA DISASTER HUMAN RESOURCE COUNCIL

LONG TERM RECOVERY GROUP

Cooperative body
Assist individuals and families as they recover from a disaster

COMMUNITY ORGANIZATIONS ACTIVE IN DISASTER

Cooperative body
Active in all phases of disaster
Strengthen area-wide disaster coordination and enhance the community’s ability to prepare, respond, recover and mitigate

3 of 42

3

IOWA DISASTER HUMAN RESOURCE COUNCIL

4 of 42

Principle of 10

Rescue= X days,

Relief = 10(X) days,

Recovery = 10[10(x)] days

4

IOWA DISASTER HUMAN RESOURCE COUNCIL

5 of 42

Long Term Recovery Group (LTRG) Goals

Identify families unmet needs
Locate resources to meet needs
Develop a plan to meet needs
Verify the needs and resources
Coordinate with partners to support clients until they achieve recovery

5

IOWA DISASTER HUMAN RESOURCE COUNCIL

HOW?

6 of 42

Local Government / Voluntary Organizations

Insurance

State IA (Iowa Individual Assistance Grant Program (IIAGP))

FEMA Individual Assistance – FEMA IHP

SBA Programs

FEMA ONA

NILTDRC/

Voluntary Organizations

Sequence of Disaster Assistance – Major Disaster

In any disaster—declared or undeclared, many survivors will not recover completely without additional help. Long-term recovery groups form in order to address those needs that continue after survivors have exhausted their personal and outside resources (including FEMA) and still are unable to complete their recovery.

National VOAD members understand FEMA’s process (one version seen in this slide), which applies to all FEMA registrants. LTRs…and especially disaster case managers...consider this sequence as they partner with survivors towards recovery. The FEMA SoD assures that survivors will maximize resources and minimize duplications so that donated dollars stretch as far as possible.

If survivors have moved through the sequence, addressing their own resources and other resources available to them, those recovery needs that remain are the focus of their recovery plans. Unmet needs do not have a dollar sign attached to them; one survivor may only need a refrigerator, another may need counseling for troubled children, a third may need advocacy with a lender, another may lack the means to replace a broken home. Long-term recovery groups, through the disaster case management system, help survivors determine where additional resources can be found, assure that resources are not being duplicated, and establish an unmet needs process, where funders can confidently bring donated resources, to complete recovery.

First, understanding where the LTRG fits into the sequence of delivery.

This term gets used a lot.

FEMA will highlight the sequence of delivery for federal programs.

But most disasters will not reach a federal level for Individual Assistance, and therefore most of those federal programs will not turn on.

Overall the Sequence of Delivery means that programs and services need to be accessed in a specific order.

7 of 42

8 of 42

Local Government / Voluntary Organizations

Insurance

State IA (Iowa Individual Assistance Grant Program (IIAGP))

NILTDRC/Voluntary Organizations

Sequence of Disaster Assistance - Local

9 of 42

Buchanan County Disaster Recovery Coalition

Assistance from local Voluntary Agencies for disaster-

related needs not covered by other programs. For additional

Information Call 319-334-7450

U.S. Small Business Administration (SBA)

This is your first step for long-term recovery. You must apply for SBA before you can move forward. (FEMA)

FEMA Disaster Housing Assistance

Call FEMA @ 1-800-621-3362;TTY 1-800-462-7585, or www.fema.gov to register for assistance.

Insurance

You must apply with your insurance company.

Voluntary Agencies (Red Cross/Salvation Army)

For immediate needs like food and shelter.

THE BUCHANAN COUNTY � LADDER OF ASSISTANCE

Other Needs Assistance

Financial assistance to Individuals & Households

who have disaster-related necessary expenses

and serious needs not covered by insurance or

addressed by SBA Loans.

10 of 42

11 of 42

Long Term Recovery Group (LTRG) Goals

Identify families unmet needs
Locate resources to meet needs
Develop a plan to meet needs
Verify the needs and resources
Coordinate with partners to support clients until they achieve recovery

11

IOWA DISASTER HUMAN RESOURCE COUNCIL

HOW?

12 of 42

12

IOWA DISASTER HUMAN RESOURCE COUNCIL

MONEY

2. PEOPLE POWER

3. MATERIALS

13 of 42

Bring to the table organizations providing resources in the recovery process

13

IOWA DISASTER HUMAN RESOURCE COUNCIL

Representatives from faith and other organizations
Local agencies where regular programs extend to disaster-related needs
Groups with funds collected for disaster recovery
Groups who provide volunteer labor
Groups and businesses who can donate materials.

MONEY

PEOPLE POWER

MATERIALS

14 of 42

Sample Focus Areas�

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

15 of 42

Volunteer Coordination� �Volunteers are a key component to disaster response and should be managed and treated as a valuable resource throughout all the phases of disaster.

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

16 of 42

Disaster Case Management� �Functions in support of empowering and of addressing the basic needs and recovery needs of individuals and families.

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

Every program of a long term recovery depends on the successful development of every other program. Though disaster case management is one of the pivotal components, long term recoveries too often believe it is the “solution” to every problem, rather than one of the spokes in a strong wheel…or slices of a delicious pie as this graphic suggests! Without careful thought to the development of the disaster case management process, frustration is a guarantee…and the critical help survivors need will be delayed.

As long-term recovery groups form...often while relief activities (such as stabilizing structures, making them secure and preventing further damage) are underway...many groups are already thinking about ways to support a hurting community with a quick and caring touch. The American Red Cross, the Salvation Army and other early participants are making surveys and screening for services. Others will be visiting door-to-door to provide information about resources and referrals to those who are feeding or distributing supplies. Volunteers may be conducting community needs assessments, which can help long-term recoveries focus energy around raising funding support and prioritizing the most vulnerable.

Those early visits may also include gathering basic information about what survivors might need immediately or ultimately in order to sustain the current situation and plan for a future one. Local communities, with the support of existing VOAD members, church groups, community service clubs or social service agencies, are perfect to make those visits in coordination with city, county, emergency management, national guard or other coordinating entities...once the area is safe and steps have been take to protect survivors from identity theft, cultural offense or inappropriate exposure.

These early efforts are what the National VOAD Disaster Case Management Committee defines as “disaster casework.” Disaster Casework is early intervention provided by skilled helpers who aid survivors in taking next steps in their recovery. Interventions include providing accurate and timely information and referral, identifying resources to meet urgent needs, and screening for disaster program eligibility, including long term disaster case management.

This early intervention:

▪ helps to minimize the risk of duplication of benefits which may pose barriers for recovery;

▪ assists in the restoration of pre-disaster social service benefits for qualified individuals; and ▪ provides clients with information on the importance of record keeping for future assistance.

Disaster Casework

▪ is often initiated in the relief phase of disaster response; and

▪ may complement disaster case management in the recovery phase.

Too often those many entities do not gather to share information and prevent redundancies, but long term recovery groups can and should have them all “at the table” as they are forming so all that gathered “disaster casework” can precipitate a seamless transition into disaster case management.

DISASTER CASE MANAGEMENT

Disaster Case Management is a time-limited process by which a skilled helper (Disaster Case Manager) partners with a disaster-affected individual or family (Client) in order to plan for and achieve realistic goals for recovery following a disaster.

17 of 42

Communication��Having a good communications strategy is essential for the �success of a long term �recovery group. �

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

As is true with any endeavor, messaging is everything. Experienced disaster responders know that the window of interest following any disaster is brief before readers and listeners are on to the next thing, so communicating the story of recovery starts early and lasts long. It is also important that the communications committee and its chair are familiar with every aspect of the long term recovery’s development, mission, program and protocols. That committee will help develop strategies to tell the story, and the chair will be the single point of contact for communications. Allow the communication chair to respond to questions and articulate the mission.

Media outlets can connect various cultures in the community to the LTRG, promote the ethical and compassionate work of the group and give funders confidence that donations will be used as intended. Develop a strong working relationship with the community’s trusted news sources.

Pick your communications team wisely! Experience and community respect will reassure the community that your response is transparent and ethical.

18 of 42

Finance and Resource Coordination��Responders who know how to effectively manage donated goods are more efficient at leading their community toward recovery. ��

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

19 of 42

Unmet Needs��

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

20 of 42

Information & Data Reporting��

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

21 of 42

Emotional and Spiritual Care� �Addressing the emotional and spiritual needs of individuals, families and communities can kindle important capacities �of hope and resilience.

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

22 of 42

Construction Coordination� �Consists of overseeing repairing or rebuilding homes to safe, sanitary, secure and functional condition. �

Long Term Recovery Board

Volunteer Coordination

Disaster Case Management

Communication

Finance and Resource Coordination (Donations $ and in-kind)

Unmet Needs

Information & Data Reporting

Emotional and Spiritual Care

Construction Coordination

Appropriate construction management, sometimes known as construction coordination in the LTRG, and construction oversight for survivors is extremely important. This may include repairing an existing home, rebuilding a destroyed home or relocating a home for clients that have been through the proper case management. Planning for construction management must begin as the LTRG is forming because early decisions will affect the success of the LTR construction efforts.

Disaster case managers work hand in …literally... (work) glove with construction managers. In fact, disaster case managers, whose clients will need repair or rebuild, must have both construction estimation and coordination in order to successfully develop a repair/rebuild recovery plan with clients.

Many National VOAD members have long experience and expertise in providing training and support for construction management.

23 of 42

23

IOWA DISASTER HUMAN RESOURCE COUNCIL

24 of 42

How Does the LTRG Operate?

Early meetings identify who should be a the table, who is presently assigning in the community, who is willing to share information, resources and tasks?
Jointly develop a plan to meet the needs of affected residents.
Focus on the goals:

Identify families unmet needs
Locate resources to meet needs
Develop a plan to meet needs
Verify the needs and resources
Coordinate with partners to support clients until they achieve recovery

IOWA DISASTER HUMAN RESOURCE COUNCIL

25 of 42

25

IOWA DISASTER HUMAN RESOURCE COUNCIL

26 of 42

Advantages of LTRG for those affected

Access to Agencies simultaneously
Benefit of collective problem solving skills of experienced case managers
Benefit of quick decision making and commitments from agencies providing services and resources

IOWA DISASTER HUMAN RESOURCE COUNCIL

27 of 42

Advantages for Agencies

27

IOWA DISASTER HUMAN RESOURCE COUNCIL

Reduce duplication of services and benefits
Best and most extensive use of resources
Expands opportunity of each agency to assist
Identify and fill gaps
Broad, unified communication
Situational awareness
Force multiplier

= Strong and efficient recovery

28 of 42

Project Example

UMCOR will provide volunteer labor for gutting out the home
TBA grant will provide funds to buy shingles for a roof

MDS volunteers will install the shingles

ABC Bank will provide donated dollars to pay for electrician
Foundation’s fund will pay for insulation and drywall

TEAMVOL will install the insulation and drywall

123 Fund will provide funds for carpeting and the interior paint

LMN will pay for a contractor to install the carpet
VOL-XYZ will use work teams to paint the walls

IOWA DISASTER HUMAN RESOURCE COUNCIL

29 of 42

IIAGP & IDCM

29

IOWA DISASTER HUMAN RESOURCE COUNCIL

30 of 42

Federal IA

Less likely to receive
Frequent updates/changes – Just In Time Training
Federal DCM integrates into Iowa DCM process
Learning process
LTRG involvement and communication is key

30

IOWA DISASTER HUMAN RESOURCE COUNCIL

31 of 42

32 of 42

33 of 42

--Continued--��The Long Term Recovery Group & COAD Process

33

IOWA DISASTER HUMAN RESOURCE COUNCIL

34 of 42

Tips for integrating LTRG planning into your COAD

34

IOWA DISASTER HUMAN RESOURCE COUNCIL

Identify who will take the initial call from EMA if a disaster were to happen tomorrow
Identify potential LTRG structure ahead of time (ie. COAD will function as LTRG, LTRG will be a separate committee)
Build your COAD structure to support your LTR

Membership representative of your community – vulnerable populations (ie older adults, youth and children, those with language barriers), full geographic area, decision makers and helpers
Identify areas EMA is looking at the COAD/LTRG to provide
Determine focus areas to maximize COAD’s capabilities

35 of 42

Resource:

Disasters Begin ….

and End Locally

35

IOWA DISASTER HUMAN RESOURCE COUNCIL

Insurance

State Assistance

Federal Assistance

Voluntary/

Faith Based/

Local Community Groups

Voluntary/

Faith Based/

Local Community Groups

36 of 42

Resource: Goals

COAD

Establish Communication, Cooperation, Coordination and Collaboration
Enhance the community’s ability to prepare, respond, recover and mitigate
Alleviate the suffering caused by disasters
Develop a coordinated approach to resources and human services
Develop plans, training, and exercises for disaster operations

LTRG

Identify families unmet needs
Locate resources to meet needs
Develop a plan to meet needs
Verify the needs and resources
Coordinate with partners to support clients until they achieve recovery

>>Disaster Specific <<

36

IOWA DISASTER HUMAN RESOURCE COUNCIL

37 of 42

Resource: Recommended COAD Focus Areas

Administration & Communication
Donations Management (Warehouse space, Coordination and Distribution)
Emergency Assistance (Debris Removal, Emergency Home Repair, Multi-Agency Resource Center)
Emotional, Mental and Spiritual Care
Financial/Resource Assistance
Long Term Recovery Assistance
Mass Care (Feeding, sheltering, and clothing of disaster victims)
Volunteer Coordination

37

IOWA DISASTER HUMAN RESOURCE COUNCIL

38 of 42

Resource: �Who Should be at the Table?

38

IOWA DISASTER HUMAN RESOURCE COUNCIL

Who is in your community?

Community, Social Service, &

Voluntary

Faith-based

Disaster & Emergency Management

Statewide Groups

Media Sources

Local Businesses

39 of 42

Resource: Sample of Member Organizations

Amateur Radio Club
American Red Cross
Animal Shelters
Area Agency on Aging & other older adult services
Youth & child care programs
Community Action Association
Civic Groups: Elks/Lions/Rotary
Disability resources
Ethnic Community Based Organizations
Food Banks and/or pantries
Habitat for Humanity
Hospitals/Clinics
Houses of Worship

Iowa Legal Aid
ISU Extension & Outreach
Local businesses
Local newspaper/radio/television
Mental Health
Public Health
School Districts
The Salvation Army
United Way and Community Foundations
Volunteer Center

39

IOWA DISASTER HUMAN RESOURCE COUNCIL

Local Emergency Management
Iowa Disaster Human Resource Council

40 of 42

Working Group Time!

40

IOWA DISASTER HUMAN RESOURCE COUNCIL

41 of 42

Working Group

41

IOWA DISASTER HUMAN RESOURCE COUNCIL

NILTDRC Focus & Structure
Activation & Finance Process
Communication
12 Month Timeline

42 of 42

Iowa Disaster Human Resource Council

A 501(c)3 nonprofit, charitable organization that brings together faith-based, voluntary and government organizations active in disaster services to foster a more effective response and recovery for the people of Iowa in times of disaster. It serves as a forum where organizations share knowledge and resources throughout the disaster cycle (preparation, response, recovery and mitigation) to help disaster survivors and their communities. The IDHRC is membership based and comprised of roughly 80 organizations.

www.iavoad.org contact@idhrc.org

IOWA DISASTER HUMAN RESOURCE COUNCIL