Next Meeting

The next Florida VOAD meeting will be held on February 11, 2010, at the Disney Hilton. They will be meeting in conjunction with the Board of the National VOAD. More details to follow.

Next on the Agenda

Check the Calendar page for the latest information on meetings and other FLVOAD events.
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VOAD of the Month

This month:
The Salvation Army
Florida VOAD Conference Call Protocol
Download the Florida VOAD Conference Call Protocol 
Download the Master Agenda 

During a disaster, the Florida VOAD conducts daily conference calls.  The purpose of the FLVOAD conference call is to gain a better perspective on the disaster event so as to better coordinate agency disaster response among the VOAD community. 

To ensure timely, organized conference calls, the Florida VOAD developed and adopted a Conference Call protocol for conducting Florida VOAD Conference Call.  We will use this protocol, as amended, to conduct conference calls during 2008. 

Purpose of FLVOAD Operational Conference Call defined:

  • Gain Operational Overview
  • Learn Affected County(s) perspective
  • Maintain the “3 C’s” - Cooperation, Coordination, & Communication
  • Provide the mechanism for dynamic coordination

Basic Principles and Planning Assumptions Agreed Upon:

  • We want to continue building the momentum of communication, coordination and inclusively that has been built up over the years.
  • FLVOAD Conference Call shall be conducted at the “30,000 foot level.”
  • There may be subsequent calls with appropriate groups to discuss details of specific functions, activities, issues etc.
  • Topics and focus of conversation as well as participation will change as event progresses.
  • Call will be structured, with individual issues handled off-line.
  • Focus will be on member agencies, counties affected and ESF 15
  • The Call will be open to all in leadership/representative positions, monitored by non-members with questions raised off-line. Subject matter experts and others may be invited to join call for specific reasons
  • As much as possible match up needs and resources off-line
  • Member agencies need to share nature, size and scope of their activities (see Ground Rules) If possible, detailed reports may be shared on-line
  • The Conference Call will take place at 11:00 am daily, or as specified during the event.  Seek information on agency “un-met needs” (from agency perspective)
  • Conference calls will have a time limit; Suggested target limit is 45 minutes.

Ground Rules:

  • Call will last 45 minutes, maximum.
  • Call will be mission-driven, structured, well-coordinated and process-oriented so as to effectively strategize agency actions
  • Primary Objectives will be stated at the beginning of each call
  • Participants will have respect for timeframe, reporting structure, agency prerogatives and uniqueness
  • Complex issues worked off-line and reported on
  • There is a Standard Agency Reporting Structure (same as for State EOC – ESF Reporting).  For each topic, each participating agency will be asked to report on:
    • Current Operations
    • Unmet Needs
    • Future Operations

Relationship to/with other essential Partners and Representatives

ESF 15
  • Conference Call Host (working with FEMA)
  • State Emergency Operations Center Operational Overview (front end of call)
  • Comprehensive viewpoint of State Government Representatives
  • Role to plug groups/individuals into disaster operation to fill agency unmet needs
  • Submit local ESF 15 agenda items, issues and questions prior to call

NVOAD
  • NVOAD Operational Overview Report on Conference Call
  • DHS/FEMA Actions and Activities  pertinent to VOAD and Event
  • Address NVOAD agencies’ issues and questions prior to call, and report on as appropriate

FIND
  • Provide the “voice” of the FIND organization, representing faith-based organizations
  • Report on FIND Member (non-VOAD) agencies issues and general activities
  • Submit agenda items, issues and questions from constituents prior to call

FLVOAD Participating Members
  • Statewide members participate and local representatives.

Success Factors of Conference Calls

  • Agenda sent out prior to the call
  • Agenda items solicited from FLVOAD members prior to call
  • Questions raised off-line and ahead of time so as to be addressed (with possible answers) ahead of time
  • Roll called handled by Conference Call Leader
  • Scale of the event discussed and understood, and appropriate strategy applied
  • Broad-based Problem Solving
  • Flexible
  • Inclusive call that allows agencies to be and feel fully engaged
  • Summary of call posted to Google Group and circulated at the conclusion of each call (timely reporting is critical)



Florida VOAD Conference Call Agenda

I. Welcome / Roll Call: FLVOAD Chair, Vice Chair or Designee

II. Ground Rules: FLVOAD Chair, Vice Chair or Designee

III. Operational Overview: ESF 15

IV. NVOAD Report: FEMA VAL

V. FIND: FIND Director, or Designee

VI.  Agency Reports:  FLVOAD Members
  • Current Operations
  • Unmet Needs
  • Future Operations
  • Resources

VI. Issues and Actions:  All
(Topical discussions as appropriate – submitted prior to call if possible)

VII. Adjourn: FLVOAD Chair, Vice Chair or Designee



[Click to Download Master Agenda]