steering committee meeting -
06/03/2015

Tri-County LTR Steering Committee Meeting Minutes

June 3, 2015

The Steering Committee meeting of Tri-County Long Term Recovery was called to order at 7 a.m. by Chairman Jim Fassino. In attendance were Terry Bibo, Ben Davidson, Fassino, Kevin Gramm, Sondra Hayes, Jennifer M. Orban, Lu Ori, Alyssa Pollock, Mark Roberts, Vivin Qiang, Amber Wells.

May minutes: Approved.

Chairman's report: Fassino thanked Wells for her work during transition, noting this would be her last meeting. She is leaving for a new position in Asheville, N.C.

Roberts concurred. He said his community foundation counterpart, Dan Templin, told him Wells had been extremely helpful with organizations near DeKalb after their April 9 tornado. Those available were encouraged to attend a brunch for Wells after the meeting. (œDutch, in the spirit of this organization, Fassino said.) Darius Alemzadeh already had been reassigned by the Red Cross, and the group acknowledged appreciation of his work, as well.

Fassino said he had spoken to the Washington Illinois Area Foundation about the need to fund some additional caseworkers after June 30. WIAF pledged $10,000. Fassino asked if LTR could match that money. Roberts moved to approve $10,000; Gramm seconded; the motion carried. Procedurally, LTR may need to pay the actual employer, ADECO, and be reimbursed by WIAF.

Vice chairman: Orban thanked everyone for moving the meeting to accommodate her new schedule.

Donations: Roberts said he had not had time to prepare a one-page summary for this month but would do so in July.

Spirit/emotional: No report.

Communications: Bibo noted much of May's communication role was internal as cases are closing rapidly. However, television and radio responded handily to a story suggestion when Washington Estates got new signs just before the Memorial Day weekend. The Washington weekly paper may be interested in a feature story on a young child getting a specialized bike cart. Both were projects spearheaded by case manager Chuck Friend.

Bibo said she and Epstein have been evaluating œlessons learned for future stories, including the possibility of a call out to the public on Facebook. She also solicited Facebook ideas from the group; Davidson suggested posting the upcoming COAD meeting.

There was discussion of possible story ideas as LTR winds down, including the timing of a œlast call for people who'd like help. At present, just 16 active cases remain. Wells and Fassino argued strongly that a story should be done soon, in an effort to ensure 1) LTR reaches as many of those who need help as possible and 2) LTR is staffed as effectively as possible. (Hours have been reduced to 9 to 11:30 a.m. and 1 to 5 p.m. on Monday, Tuesday and Thursday; and 9 a.m. to 11:30 a.m. Wednesday. LTR is closed Friday through Sunday. Appointments can still be arranged at other times.)

Roberts said there should be a deadline to seek assistance, and suggested July 15. Davidson said reduced funds should be mentioned, so expectations are not raised too high. Fassino added that both LTR and WIAF have funds.

The consensus was that these changes need to be communicated as soon as possible.

Volunteer Management:. Davidson said the group has discontinued two cellphone lines and was disappointed to learn the numbers could not be reserved for future use. He offered a one-page wrap-up of the things the Volunteer Management committee has learned, and said he has forms and additional information which can be used in a packet for future LTRs.

Disaster Case Management: Hayes will return to LTR. She is working with Wells on the transition now.

Contractor fraud: Wells and Fassino discussed a particularly onerous case with Washington Illinois Area Foundation. The family had left town while reconstruction took place; the contractor spent the money; the repairs were shoddy. With some city officials present, and several different spots where it appeared the process had failed, WIAF indicated that some other avenues might need pursuit. Meanwhile, Ori prioritized a work list that could handle some of the most important items. Roberts moved for LTR to spend up to $30,000 to get those basic repairs done.

Pets: No report. Fassino said he assumes the group is still working on a disaster trailer, an effort which has stalled at the state level.

Funder's Forum: The group is dwindling, according to Fassino. Salvation Army and the Jewish Federation are done; Washington Rotary is almost out of funds. While it may be late to do much about it now, a problem which has surfaced in recent months is the amount of time it takes to get money from funders to clients. Wells is working on a commitment list which will let each funder know how much they have pledged and whether or not funds have been received. She said the problems is œhuge and requires multiple contacts; Hayes said clients are concerned and calling case managers. Roberts noted the process is unwieldy and said it is a lesson learned for the future. He said one problem is that some vendors/contractors don't understand they have to produce W-9 forms to get their check, which slows the process further.

Construction Management: Ori said the last case his services have been consulted would be presented to the Funder's Forum later in the morning.

Finance: Gramm said $350,124.33 has been granted; there is a fund balance of $241,896.32; and the checking account has $1,349.75. There are a few pending items, including the $10,000 for case managers and today's Funder's Forum. œWe've still got some money, but it's going fast, he said.

Soil remediation: Wells said clients are being charged $150 for estimates, so the office has become more flexible about requiring two of them. The weather has delayed work to the point some contractors are not taking on jobs for fear they will not be able to complete them. She said clients are getting inflated bids, but seem to be able to trim their requests when they find out funders will not pay the full amount.

Pollock asked if the group wanted to revisit some of the unfunded soil remediation cases when money is left over; Fassino said that could be applied to all case.

COAD/VOAD: Davidson has accepted leadership of the group. He recommends the COAD not have money of its own, but concentrates on forming relationships to prepare organizations for a long-term role in future disasters. œWe stand down until county EMA directors stand up, he said.

Asked if the Peoria Area Community Foundation could keep a pool of funds available for future needs, Roberts said he has been mulling that idea, perhaps for $20,000. Some of the funds accumulated are unrestricted and could be used for such a purpose. He will find out how much is available. There were several comments that it can be difficult to determine the needs because every disaster is different. But there are some predictable costs, such as phone lines.

Other business: With 10 minutes to spare, Fassino asked if the 7 a.m. meeting time was acceptable; the group agreed it was.

Davidson expanded on his one-page summary. He said it was difficult to condense on paper, so he concentrated on the roles that would probably be needed and the paperwork required. While Bethany Community Church had insurance, for example, there was also a waiver for volunteers to sign. Fassino suggested that electronic copies be provided to committee chairs.

COAD: 7:30 a.m. Wednesday, June 24, at the LTR Center.

Steering Committee Meeting: 7 a.m. Wednesday, July 1, at the LTR Center.

Funder's Forum meeting: 8 a.m. Wednesday, July 1, at the LTR Center.

Public meeting: 3 p.m. Wednesday, July 8, at the LTR Center.

The meeting adjourned at 8 a.m.