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F vU0Её╝ ╛ёz ,,┘Associacao Para Prepareadao Emergencia de MarthaТs Vineyard Minutes File 3 November 07 Developed Mission Statement Mission Statement а 1) Disaster preparation instruction for the Brazilian community 2) Communication Tools ааааааа a) Website ааааааааb) Pamphlets ааааааа c) Email through Brazilian stores 17 November 1) Developed Members Phone List 2) Checked Anti-freeze in vehicles 3) Emergency Management Equipment orientation 4) Developed Brazilian store name email form for possible Brazilian Emergency Information Centers 5) Set work for next meeting A) Group to think of a name for this group B) Chuck will check for emergency management pamphlets in Portuguese C) Gleyson C. will find owners names, phone numbers, and email addresses for local Brazilian stores which will be Emergency Information Centers 9 December 1) Attendees Present, Chuck C. Gleyson C., Pablo D, 2) Minutes of 17 November were reviewed 3) Gleyson C. reported on his progress to enlist the store owners into a communications net, which would act as Emergency Information Centers. He reported that he had some difficulty with contacting certain storeowners and/or enlisting their support. Pablo D. said that he would help with this issue. 4) A name for the group was decided upon. The name will be the Associacao Para Prepareadao Emergencia de MarthaТs Vineyard (APPE) 5) The email address for the association will be 6) A discussion was held in how to deliver emergency information to the Brazilian community during times of natural or manmade emergencies. The following methods were discussed: For Stores as Emergency Information Centers: 1) Batch email 2) Phone calls Using an Alert tree for Key Personnel 1) Batch email 2) Phone calls (Each caller to be assigned 4 persons to alert For General Population 1) Batch email Using a Website 1) the website has a public side for general population viewing and a private side for instructions and direction of APPE members. The private side will require a user name and password for access Radio and TV Ц The use of pre-planned emergency instructions and other messages in Portuguese for delivery to the radio and TV was discussed 7) Chuck C. briefly explained the Incident Command System which is used by all emergency response groups. It suggests a way to develop an organization, which could respond to an emergency with communication instructions and directions by the association. 8) The topic of growth for the association was discussed. The discussion developed the idea that the Key Personnel to lead the association should be drawn from persons of influence from the community. Several names were suggested and Pablo D. and Gleyson C. said that they would think about possible prospects. 9) A possible mission statement was discussed: MISSION STATEMENT Build an Association of MarthaТs Vineyard Brazilian and other non english speaking residents to develop, practice, maintain and implement emergency plans that reflect what must be done before, during, and after a disaster to protect their lives and property. Examples of the kinds of things that the Association could do are: 1) Build a communication network operated by Association members to distribute emergency information, instruction, and directions for the protection of life and property 2) Build a website which would serve the same purpose 3) Teach families how to build a family emergency kit 9) The following tasks were developed: Chuck C. 1) Set up email account 2) Set up contact List on Yahoo 3) Get the Medical Reserve Corps recruiting books for next meeting 4) Review the Mission Statement for next meeting Gleyson C. 1) Work with Pablo D. to contact storeowners to use their stores for Emergency Information Centers 2) Make a list of possible candidates for the Key Personnel list 3) Review the Mission Statement for next meeting Pablo D. 1) Work with Gleason C. to contact storeowners to use their stores for Emergency Information Centers 2) Make a list of possible candidates for the Key Personnel list 3) Review the Mission Statement for next meeting 10) Next meeting Ц Sunday - Jan 13 Ц 11am at the County Building 13 January 2008 1) Attendees Present, Gleyson C. (APPE), Pablo D. (APPE), Chuck C. , Emergency Management Guide-Dukes County Emergency Management 2) Minutes of 9 December were reviewed 3) Stores for Communication Centers were discussed. Some work still remains to be done to complete this project although good progress has been accomplished. Pablo D. will be working on this project and Gleyson C. will be getting the FAX numbers. 4) The groupТs website has not yet been started, primarily because this project should be initiated from the APPE and guided by the County, rather than having the County start this initiative. This issue will be rectified over the coming month. Pablo and Chuck will get together and begin the domain registration process and set up the APPEТs email account. 5) The Mission Statement was reviewed by the members. Although the Mission Statement was deemed to be too long, Chuck C. stated that mission statements were usually long with a lot of detail and that this statement could be addressed as objectives to shorten it up to be more understandable. 6) An Emergency Management pamphlet was presented to the members for their consideration by Chuck C.. This pamphlet is a 3 fold, 6 inch by 8 1/2 inch foldout that contains a checklist of УRecommended Items to Include in a Basic Emergency Supply KitФ. The pamphlet contains information for the individual and family members to help them know what items to acquire to help them withstand the aftereffects of natural disasters, such as winter power outages, hurricanes, blizzards, floods, etc. After discussion, it was decided that the name of this pamphlet will be УPRONTOФ. Chuck C. explained that the pamphlet, after being translated into Portuguese could be distributed by the APPE to the members of the Brazilian community to help them be more prepared for hurricanes, blizzards, and other natural disasters. After discussion on how to modify this pamphlet, Pablo D. volunteered to translate this pamphlet for next meeting. Chuck C. volunteered to print some of these pamphlets for the group. It was suggested that the distribution route to get this pamphlet into the hands of the community could be presented to the Brazilian stores for permission and approval. The target date for distribution is March 2008. 7) The project of increasing the leadership of the organization was discussed with emphasis on inviting influential members of the Brazilian community to a meeting. The discussion of the qualifications of possible leadership candidates was lead by Chuck C., who suggested that in addition to the candidates being influential members of the community, that the list of candidates also be selected by job description. This was because, in emergency situations, certain qualities are required of the key personnel in leadership positions, (Health Care, Tax and Legal, Banking, Police and Fire, Teachers, Construction, etc.) Six names were put forward and discussed. 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