steering committee meeting -
08/05/2015

Tri-County LTR Steering Committee Meeting Minutes

Aug. 5, 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, Shelley Epstein, Fassino, Kevin Gramm, Sondra Hayes, Jennifer M. Orban, Mark Roberts.

July minutes: Approved.

Chairman's report: At $10,000 per four-week period, administration costs mean resources dwindle quickly, even though Washington Illinois Area Foundation has provided funds. Fassino said LTR needs to change its philosophy, since œWe aren't sitting on $500,000 any more. It is difficult to say what LTR will be asked to do with Delavan, but keeping the office as is does not appear to be critical to that service.

Davidson said that having two or three case managers for those 50 cases is œquite a staffing. Hayes said there are 90 cases open, with 39 to be presented at the August Funder's Forum.

Fassino said every day that passes since Delavan's July 17 tornado makes it more challenging to gather funds. He is concerned LTR may not have enough to make it to the finish line. Delavan's situation gives dormancy a different flavor.

Epstein said resources have been handled appropriately so far. The question is: Shut down when?

Fassino responded that WIAF may change the decision. They have resources they need to use and have indicated they would help with case management. But if LTR plans to shut down in November, notice should be given to the shopping center management by Sept. 1. It's possible the office could be closed sooner, but that would mean vacating the premises entirely. Fassino also asked that any communication be done through Hayes, not with the staff.

Davidson said he could help from the inside. He posed the question as: build a new organization or use the existing structure? He said the answer is œa no-brainer.

Davidson's involvement makes sense, especially given the fledgling COAD, Fassino said. Roberts said it's not clear that WIAF could even do case management and agreed it would be more logical to find a way to finish with the existing set-up.

Davidson said Bethany Community Church could store LTR resources, œincluding case managers, if asked.

Orban inquired about funding. Fassino said the American Red Cross funded most of the case management until June 30, even when those funds were channeled through other organizations, such as The Salvation Army.

Vice chairman: Orban and Epstein met with the Delavan mayor, ARC's Debi Meeds and several local pastors on July 24. She said the group was trying to absorb information. There were about 50 homes damaged -- 15 of them destroyed -- yet most of the town was unaffected. The Delavan group decided to form its own Community Organizations Active in Disaster (COAD), although it also said it would like help from LTR. She said it is a very small community which is still in emergency response mode. She's not sure how much involvement they will want, but LTR has offered.

Davidson added discussions with Tazewell County Emergency Management Agency Director Dawn Cook indicated Delavan did not seem to want much outside assistance.

Roberts said he has not heard much about Delavan and its needs. Four contributions have come in to the Community Foundation of Central Illinois to help the community, but the $2,450 total was mostly from one donor.

Epstein said the Delavan group was told that there would have to be coin for the LTR concept to work. Orban said the mayor indicated the city would not be a part of the COAD or LTR because there are too many other things the city must do. Orban and Epstein agreed the affected area of Delavan seemed to be lower-income than most properties in Washington. Neither knew what percentage of the damaged homes were rental properties.

Hayes said LTR has gotten some calls from Delavan, but no cases. She is going to Delavan with case manager Kathy Casey tomorrow to do some training for two volunteer case managers. The LTR office will refer calls to those case managers when they are trained.

Fassino noted that at this point LTR is on the outside looking in. It's not certain what Delavan might want. Roberts observed that LTR didn't give out money until months after the 2013 tornadoes. Orban said, œWe're getting ahead of ourselves.

Spirit/emotional: No report.

Communications: Reaching out to Delavan has been part of Communications' role in July, according to Epstein. Information was sent to the relief leadership there; some may attend the Funder's Forum. In other regards, July was relatively quiet, post-callout for last-minute funding There was a bulletin notice prepared for pastors in an effort to reach a different demographic. And there was a larger-than-expected turnout from TV and print for the public meeting.

Upcoming are stories for HealthyCells and InterBusiness Issues, and preparing for dormancy.

Asking for feedback on calls after the shutdown notice, Fassino was told there were 12 new and eight re-opened cases. Epstein said LTR's work could go beyond November; Hayes said November is what case managers expect; Fassino said there is nothing magical about a November shutdown.

But if that is the case, Epstein said, the first Wednesday in November could be a time to mark the shutdown. He asked if the office could close in October; Hayes said that would be stretching it. Fassino said it is part of the hand-off to Tri-County COAD; Davidson said it's better to emphasize handing it off than shutting it down. Fassino said this could change if WIAF opts to fund extension. Epstein said it would be best to have this resolved by Sept. 1.

Fassino, Davidson and Epstein will try to meet with WIAF officials soon.

Donations: Roberts said the already-mentioned four donations was the main thing to report.

Volunteer Management:. Davidson said there was no report.

Funder's Forum: There are fewer funders and less money, Fassino said.

Disaster Case Management: ARC's Alyssa Pollock is being deployed to Saipan after a typhoon. She will probably be there three weeks, perhaps longer.

Hayes said some of the May pledges may be in limbo. She is not certain what has come out of Friendship House. Roberts said everything needs to come through Community Foundation; Hayes will check.

Pets: No official report. Yanko said via email the American Kennel Club pet disaster trailer effort is moving forward again. Lake Zurich Community Emergency Response Team (CERT) will be the recipient of the Illinois Pet Disaster Trailer. That group is more than halfway to the $12,000 needed for the trailer. Peoria Humane Society will make up the balance.

Construction Management: No report.

Finance: Gramm said there is a balance of $138,770.47 in LTR funds. Grants total $428,744.98, before the Aug. 5 Funder's Forum. But there is just $57.14 in the LTR checking account after current checks are subtracted. Roberts was authorized to distribute $20,000 to provide an adequate cushion.

Soil remediation: Fassino said soil remediation can be folded into other unmet needs.

COAD: Davidson said there were many representatives of The Salvation Army and the Lions Club at the first official COAD meeting on July 29. He's seeking volunteers for the various areas and predicts it will be œslow going, but it's getting traction. Orban was voted in as COAD vice chairman; Bibo was approved as scribe. He expects the quarterly meetings will evolve into a dual format, with subgroups convening after the COAD meets.

Steering Committee Meeting: 7 a.m. Wednesday, Sept. 2, at the LTR Center.

Funder's Forum meeting: 8 a.m. Wednesday, Sept. 2, at the LTR Center.

Public meeting: 3 p.m. Wednesday, Sept. 9, at the LTR Center.

COAD/VOAD:. 7:30 a.m. Tuesday, Oct. 27, at Bethany Community Church.

The meeting adjourned at 8 a.m.