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Relationships among NVOAD, State VOADs, and Local VOADs
Relationships to Governmental Organizations
In addition to coordinating their efforts on the national level, NVOAD member organizations encourage their state and local counterparts to join with other interested voluntary organizations to ensure an effective response to disasters at the state and local levels. As of this writing (summer 1997), there are state VOAD organizations in almost all the U.S. states and territories, and there are a growing number of local VOADs.
The state and local VOADs have accomplished various tasks, depending on their precise structure and mission. Where the VOAD is a loose affiliation of organizations, it has helped build understanding and respect among members. Where the VOAD has elected leaders, met regularly, written and approved a constitution, and developed procedures for readiness in time of disaster, it has brought about the cooperation, collaboration, communication, and coordination NVOAD promotes. In these cases confusion, suspicion, and waste of resources are being eliminated.
Relationships among NVOAD, State VOADs, and Local VOADs
Membership by state VOADs in NVOAD fosters good will and cooperation among as many disaster response organizations as possible. When state VOADs become part of the national effort, they benefit in several ways:
They coordinate their work with that of NVOAD by participating in the Annual VOAD Leadership Conference and by becoming part of an information-sharing network of disaster response professionals and volunteers. For example, state VOAD presidents receive the leadership newsletter, InTouch.
They gain clarity regarding disaster-related issues and government programs, with NVOAD accepting leadership for liaison with the federal government and each state VOAD accepting leadership for liaison with its state government.
They share with NVOAD the development and sponsorship of training programs.
They become legal subsidiaries of the NVOAD corporation, which is a 501 (c) (3) organization.<<this is under discussion by the board>>
When a state VOAD seeks membership in NVOAD, it agrees to work cooperatively with NVOAD by signing the following statement.
A Cooperative Agreement between __________ VOAD and NVOAD
The Voluntary Organizations Active in Disaster (VOAD) for the state of __________ would like to work cooperatively with the National Organizations Active in Disaster (NVOAD).
1. We accept the purpose and program of NVOAD and subscribe to the same principles of membership for our state organizations.
2. We accept the NVOAD structure as a model for our organization and wish to use the NVOAD logo for identification purposes.
3. We have adopted a corresponding set of principles and plan of organization and submit a copy to NVOAD with this agreement.
4. We seek recognition as a state VOAD and an opportunity to share in the purposes and programs of NVOAD. We will participate in annual leadership conferences and other meetings and share with NVOAD the responsibilities and obligations for such programs.
5. We accept our responsibility to maintain and provide NVOAD with a copy of our state VOAD membership roster. That roster will include participating organizations and designated representative(s) including address, phone and fax numbers, and e-mail addresses. We agree to keep NVOAD advised of changes.
6. As a state VOAD, we will prepare and provide NVOAD with a copy of our State VOAD Disaster Response Plan.
7. We as a state VOAD understand that this is a three-year agreement effective _________ and scheduled to be renewed ____________.
Just as state VOADs are NVOAD members, NVOAD encourages local VOADs to join their state VOADs. By this, they have access to the NVOAD information flow and are participants in the organization.
The relationship between state and local VOADs is similar to that of NVOAD and state VOADs. Because the goal of all VOADs is to maximize cooperation among agencies so that people hurt by disasters may receive help as effectively and efficiently as possible, state and local VOADs will function best when they have close working relationships.
Here are several examples of how the organizations can help each other:
State VOADs can help disaster response providers in a particular area decide if they should form a local VOAD. Some locales within a state (communities along the Gulf of Mexico coast that are prone to hurricanes, for example) may need or want one, but others may not. A state VOAD representative can present the goals of the VOAD movement and be a liaison between the two groups.
The state VOAD should notify all its member organizations of the formation of the local VOAD, encouraging them to assign representatives to its meetings, if possible.
State and local VOAD members can sponsor training for their members that is specific to the disasters most likely to occur in their area. They can draw on the resources of their members for such training.
When local VOADs join the state VOAD, they are tied to a communication network and have more opportunities for collaboration. In the same way that NVOAD and state VOADs enter official agreements that facilitate communication and spell out the principles of the groups' work in disaster response, state and local VOADs should formalize their relationships in writing.
Relationships to Governmental Organizations
State and local VOADs work best when they have good relationships with government disaster response organizations. A VOAD could seek the expertise of its state emergency management agency for understanding how disaster response works and for training. Also, a VOAD should invite representatives of such agencies to be liaisons between the VOAD and the agencies. If good relationships are in place, chances are that when a disaster happens, government and volunteer groups will be able to work together more efficiently.
The American Red Cross has representatives in each of the ten FEMA regions, two subregions, and at the Emergency Management Institute in Emmitsburg, Maryland. These individuals primarily serve as liaisons to FEMA and as FEMA's liaison to voluntary organizations. Part of their role is to be available as training resources to VOADs. Because of their role, knowledge, and experience, VOADs will find them a valuable place to go with questions about the entire disaster response system.
State VOADs should establish close working relationships with their state emergency management agency, yet ensure that they do not come under the agency's direction. Each state VOAD should also identify itself as such to its regional FEMA office. (See Appendix 2 for a list of the FEMA regional offices.)
Because VOADs are voluntary organizations, those who provide leadership and are responsible for making, implementing, and evaluating the decisions made by the organization must be members of organizations that are nonprofit, voluntary, and that meet the other guidelines of membership. A local or state government group should not supervise, prepare agenda for, chair, or direct the activity of a state or local VOAD.