Download the Florida VOAD Conference Call Protocol 

Download the Master Agenda 

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

• 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 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

• 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

• 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

• Current Operations
• Unmet Needs
• Future Operations
• Resources