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DEPARTMENT OF MONTANA. DAVVTNDAVVTN DID YOU KNOW??? Last year we logged over 784,000 miles statewide We have more than 10,000,000 (ten million) miles.

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Presentation on theme: "DEPARTMENT OF MONTANA. DAVVTNDAVVTN DID YOU KNOW??? Last year we logged over 784,000 miles statewide We have more than 10,000,000 (ten million) miles."— Presentation transcript:

1 DEPARTMENT OF MONTANA

2 DAVVTNDAVVTN

3 DID YOU KNOW??? Last year we logged over 784,000 miles statewide We have more than 10,000,000 (ten million) miles over our first twenty years of service

4 DID YOU KNOW??? Last year our volunteers worked 38,580 Hours at a savings to the VA of almost $700,000

5 We transported 17,660 veterans last year for an average of 44 miles per trip per veteran

6 5 vans bought in vans bought in vans bought in 2005 There are currently 41 vans in service 3 vans planned for 2008

7 DID YOU KNOW??? Last Year’s Estimated Program Cost $150,000 Department of Montana (includes area donations) $ 75,000 DAV National Grant $150,000 VA’s Fuel and Maintenance $700,000 Donated Labor (volunteer hours) OVER 1 MILLION ANNUALLY

8 DID YOU KNOW???? Costs not counted Meals Training/physicals for drivers Insurance Licensing Portions of salaries that support our program VOLUNTEERS OUT OF POCKET EXPENSES SUCH AS FUEL TO GET TO ASSSIGNMENT AND HOME AGAIN.

9 WHERE ARE THEY NOW?? Red star = van locations Blue star=proposed locations Powell, WY Williston, ND

10 HOW IT WORKS All vans are purchased through the DAV, Department of Montana National DAV has paid half of every van in service Rest comes from communities and other grants that the Department applies for Vans are then donated to the VA which pays for maintenance and fuel for the life of the van

11 HOW IT WORKS Vans belong to the VA once donated but fall under the supervision of the DAV through its two paid employees, the Hospital Service Coordinators. Vans stay in communities as long as mission is being met. The DAV, through a Transportation Committee do planning and placement of all vans.

12 What’s needed to get a van into a community? Enough veterans willing to use the service A local coordinator Minimum of 5 volunteer drivers Community willingness to operate within the scope of the Montana Volunteer Transportation Network Although money is not required up front, It is highly recommended that a community raise money for their own van, the van assigned to a community was purchased by another community. DAV helps with half the cost of a van.

13 Veteran usage Vans cannot be placed into communities that do not use the equipment often enough to justify its placement. All veterans with VA scheduled medical appointments qualify to use the service. Veterans must be able to get in and out of the van without assistance. Must be appropriately dressed and on time for pick-ups. No use of alcohol, tobacco or profanity allowed on van. No inappropriate behavior or interfering with the driver. Encourage local veterans to use the service to keep it there for the veterans that have to use it.

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15 Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Michael Clouse DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc… ORGANIZATIONAL CHART

16 Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Alvy Chapman DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc…

17 Drivers Complete volunteer application and sign the waiver of compensation on the Voluntary Service application. Inform the HSC of any changes in his or her driving record, insurance or any other pertinent changes in information throughout the volunteer’s term of service. If hospitalized, provide HSC a doctor’s release clearing him/her to drive. Complete required initial and annual volunteer orientation and training. Provide Voluntary Service a photocopy and proof of a valid drivers' license and current proof of motor vehicle bodily-injury liability and property damage, or personal insurance, initially and every year thereon and complete health screening initially and at least every four years thereafter.

18 Drivers Inform HSC of any changes related to current automobile or private insurance and safe driving record or any significant events or problems encountered while on duty. Abide by DAV VTN and VA policies regarding transportation. Transportation drivers are considered "without compensation employees" within the purview of the Federal Tort Claims Act (FTCA). Therefore, while they are acting in the scope of their employment, they are afforded the protection of FTCA. This coverage extends only to the period in which they are performing the assignment The driver is eligible to have a meal if he/she volunteers 4 or more hours, two meals if it is over 8 hours. The drivers are required to use the VA dining faculties when at Fort Harrison or Miles City.

19 ORGANIZATIONAL CHART Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Alvy Chapman DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc…

20 Coordinator Recruiting drivers who meet the criteria listed in policy directives. Publicizing the VTN and the need for more volunteers. Coordinating the volunteers assigned to the LAC. Reporting drivers’ hours, miles and veterans transported to the HSC by the 3rd working day of each month. Reporting to the HSC of major accidents and or incidents involving the DAV VTN. Orienting new volunteers to the VTN program and their potential routes, pickup and drop off sites.

21 Coordinator Supervisor for all VTN drivers assigned to your area. Responsible for the van keys. Instructs drivers to perform a vehicle inspection prior to usage and to complete necessary paperwork required. Inform HSC of any repairs needed by the van over and above routine maintenance. Turn in all receipts, and odometer readings to the HSC each month.

22 ORGANIZATIONAL CHART Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Alvy Chapman DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc…

23 HSC –Recruiting drivers who meet the criteria listed in policy directives. –Publicizing the VTN and the need for more volunteers. –Coordinating the volunteers assigned to the VTN. –Keeping adequate records of the VTN. –Reporting drivers’ hours to VPM or designee by the 5th working day of each month for the VPM to meet their deadline of the 6th workday to Central Office. –Assist VA employees to ensure patients receiving transportation through the DAV VTN will not receive beneficiary travel funds.

24 HSC –Reporting to the VPM of major accidents and or incidents involving the DAV VTN. –Orienting new volunteers to the VTN program and their potential routes, pickup and drop off sites. –Overall supervisor for all VTN drivers –Responsible for the van keys. Provide appropriate van and POV parking directions to all drivers –Instructs drivers to perform a vehicle inspection prior to usage and to complete necessary paperwork required. Inform Facility Management of any repairs needed by the van over and above routine maintenance. Inform drivers that all maintenance requests by Facility Management must be approved before scheduling. Turn in all receipts, and odometer reading to appropriate departments each month.

25 ORGANIZATIONAL CHART Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Alvy Chapman DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc…

26 Transportation Committee Made up of 7 voting members of the DAV and Commander appoints as many advisors as he/she sees fit Acts as an advisor to the DAV Commander Assists in the long term planning of the program Brings continuity to the program as DAV Commanders change every one to two years May be used to go help set up new areas and assist areas experiencing problems

27 ORGANIZATIONAL CHART Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Alvy Chapman DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc…

28 Voluntary Program Manager Volunteers have proof of a safe driving record and a valid Montana’s driver’s license. Current automobile insurance or private liability insurance is required for all VTN drivers. Proof is to be verified by the VPM. This documentation is kept in the volunteer’s file in the Voluntary Service Office and updated annually. Volunteers complete and sign the waiver of compensation on VA Form , Application for Voluntary Service as well as an Optional Form 306 (Declaration for Federal Employment and the forms are placed into each driver’s record. Ensuring the criminal background check is completed and a copy of the adjudication from Human Resources is placed into each driver’s record.

29 Ensuring List of Excluded Individuals/Entities (LEIE) Health and Human Services database check is accomplished on all volunteer drivers. Ensuring that a Health Integrity and Protection Data Bank (HIPDB) database check is accomplished on all volunteer drivers. Ensuring that a NACI is accomplished if computer access is necessary. Working with Employee Health to provide physical examination and/or health screenings for volunteer drivers. Physical examinations will be accomplished initially for all volunteer drivers and re-evaluated every four years or sooner if indicated. Working with Human Resources to complete a Personal Identification Verification (PIV). Insuring volunteer completes VA Form 0711, and signing the form as the volunteer’s sponsor. Voluntary Program Manager

30 Working with Privacy Officer to ensure initial and annual privacy training is conducted. Working with Employee Health to make sure mandatory initial and annual PPD Inoculations are accomplished. Ensuring that a Volunteer Position Description is on file and has been communicated to the volunteer via the driver’s supervisor. Ensuring that annual safe driver training is provided to all volunteers. Ensuring an annual inspection of the volunteer’s driver’s documents to ensure they are current. Volunteers complete a volunteer orientation with the VPM or designee. Providing required annual training. Point of contact for issues that are unable to be resolved through the DAV VTN program. Voluntary Program Manager

31 ORGANIZATIONAL CHART Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Alvy Chapman DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc…

32 ORGANIZATIONAL CHART Joe Underkoffler Hospital Administrator Kathleen Henson Voluntary Services Chief New Volunteers Until Assigned to Network Alvy Chapman DAV Commander Doug Backeberg Western MT HSC Western MT Local Coordinators Western MT Drivers Dick McCracken Eastern MT HSC Eastern MT Local Coordinators Eastern MT Drivers DAV Transportation Committee Finance, Security, Scheduling, Human Resources, etc…

33 Organizational Chart The importance of each level is up side down. Veterans – Drivers – Coordinators – HSC – Department heads – VA Director Veterans Director Veteran

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35 DAV VTN GOALS Educate more veterans on how to use the program Getting areas to come to Fort Harrison on a more regular basis Get new areas on line so we can serve more of Montana’s veterans Continue to build continuity into the program

36 DAV VTN Challenges Travel pay was increased from 11 cents per mile to 28 cents per mile. We need to keep the program growing and usage increased to help justify serving new areas in the future Volunteer process and annual training and what the DAV is doing about it Future funding of the program

37 Security/Privacy WE WILL NO LONGER ASK FOR LAST FOUR OF SOCIAL SECURITY NUMBERS FULL NAME, ADDRESS AND PHONE IS SUFFICIENT IF YOU SUSPECT SOMETHINGS WRONG, GIVE INFORMATION TO HSC AND THEY WILL CALL AND WORK THINGS OUT.

38 MANIFESTS DATE:VAN #:LOCATION: DRIVER:PHONE:DESTINATION: LAST NAME FIRST, M.I. APPT TIME PICK-UPPHONE DoeJohn P.1300Butte safeways PublicJohn Q Main

39 FREIGHT If any van hauls freight it is to pick up freight at one location and drop off at one location. We don’t want drivers running around doing special deliveries Driver still has final say on whether or not to haul freight Ft. Harrison pick up and drop off will be at the loading docks.

40 VAN USAGE VANS ARE CLEARED FOR ONLY TWO REASONS: 1.Taking veterans to and from medical appointments 2.Taking vans to and from maintenance activities ALL OTHER USAGE MUST BE CLEARED THROUGH THE HSC’s

41 Problem Documentation Send a statement of any problems with passengers to the HSC as soon as possible Problems include no-shows, not following rules, etc. HSC’s will keep a track record in their office Often documentation is needed when a veteran contacts politicians to complain


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