Organization

Organization

2016-2 QCC ICS Structure-Updated 05.15.2017
f CERT-related county-level activity and report to Board
• Promote and support Quad City CERT within municipalities, county and state levels

Executive Board *
• All members of Executive Board must play an active role throughout the year by chairing a committee or taking on a non-board position. (i.e., Photographer, Website, Newsletter, Home Days Committee, etc.)

* Voting Positions
Chairman * / Planning (Chief Rega)
• Position held by a fire chief rotating annually
• Lead person of Advisory Board
• Handle role of Public Information Officer
• Liaison to Cuyahoga CERT Association. Attend Cuyahoga CERT Association meetings to represent Quad City CERT and apprise Executive Board of their activities, etc.
• Attend Quad City CERT Executive Board meetings
• Schedule and ensure annual financial audit is completed
• Keep Advisory Board aware of Quad City CERT activities, needs, goals, etc.

Vice Chairperson * / Operations (Mary Benedek)
• Assist the Chairperson with Quad City CERT activities as needed
• Chair the Training Committee. Schedule trainers and classes annually.
• Back up to Chairperson in their absence
• Schedule and coordinate at least one annual, major drill
• And other duties that may arise
• Work closely with Executive Director to lead Quad City CERT
• Report to Chairperson / Executive Board

Executive Director * / Operations (Steve Peine)
• Plan, generate, distribute agenda and attend all Executive Board meetings
• Plan, generate, distribute agenda, and attend all Leadership meetings
• Be a signer on checking account
• Coordinate and/or share information with other local CERT teams
• Create committees as needed and attend committee meetings as necessary
• List Quad City CERT events on Ohio Responds website
• Oversee website to ensure all necessary information is posted (back-up to designated person)
• Oversee quarterly newsletter to ensure pertinent information is communicated (back-up to designated person)
• Schedule meeting rooms for General Meetings, Executive Board meetings, Leadership meetings, etc.
• Oversee Community Coordinators, Community Representatives and all Committee Chairpersons
• Oversee fundraising committee and ensure fundraising efforts are made throughout year
• And other duties that may arise
• Report to Vice Chairperson / Executive Board

Treasurer * / Financial (Phyllis Glaeser) Civilian
• Attend monthly Executive Board meetings and submit monthly financial report
• Maintain Quad City CERT checking account
• Pay bills as presented and approved, make bank deposits promptly, keep checkbook balanced
• Provide annual spreadsheet report of all financial activity
• Maintain approved budget
• Prepare and file annual IRS tax paperwork including form for Executive Director stipend
• Maintain 501c3 status and all necessary IRS paperwork
• Be sure that the Board works within 501c3 framework
• Complete application process for all available grants and work with designated persons for purchasing
• And other duties that may arise
• Assist Executive Director to research any available funding opportunities (Wal-Mart, etc.)
• Report to Executive Board

Executive Board Secretary * / Planning (Mike Sklodowski)
• Attend monthly Executive Board meetings and take precise notes
• Type monthly minutes, mark all “to do” items in bold and distribute within seven days to all board members and leadership team
• Report Executive Board meeting attendance to Communication Chair within seven days
• Maintain book of Executive Board Meeting Minutes
• Assign Resolution numbers as necessary and maintain Book of Resolutions
• And other duties that may arise
• Report to Executive Board

Community Representatives (4) * / Operations (B. Johnson, P. Goldsworth, Ralph Gromelski, V.V. Pending) Civilian
• Attend monthly Executive Board meetings and represent your city
• Actively work with Community Coordinator of your city
• Be aware of your municipal events and advise where Quad City CERT can participate and/or support
• Work with city officials/employees to coordinate Quad City CERT events and to promote Quad City CERT
• Work with Community Coordinator on all aspects of Home Day events
• Can be person currently on Executive Board
• And other duties that may arise
• Must play an active role throughout the year by chairing a committee or taking on a non-board position, (i.e., Photographer, Website, Newsletter, Home Days Committee, etc.)
• Report to Executive Board

Community Coordinators (4) / Operations (BH-T. Pending, IN-D. Juliani, SH-Bob Francesangeli, Terry Kowalski, Phyllis Rajecki & Kathy Domachowski, VV-M. Foote) Civilians
• Actively work with Community Representative of your city
• Be aware of your municipal events and advise where Quad City CERT can participate and/or support
• Work with city officials and employees to coordinate Quad City CERT events and to promote Quad City CERT in city
• Publicize Quad City CERT events in your municipal publications in a timely manner
• Recruit volunteers for scheduled events
• Work with Community Representative on all aspects of Home Day events
• And other duties that may arise
• Report to Executive Board

Leadership Team / Planning (Community Coordinators, Reps, Committee Chairs) Civilians & FD
• Team is comprised of all Community Coordinators, Community Representatives, all Chairpersons
• Any Quad City CERT volunteer is welcome to attend and participate

Database Administrator/Logistics (Walt Ellert) Civilian
• Maintain Quad City CERT database in Microsoft Office Access program. This includes keeping track of contact information, training classes, volunteer hours, certifications, and other information.
• Maintain database in the strictest of confidence
• Prepare spreadsheets as requested
• Distribute email blasts, quarterly newsletter and other communication as requested
• And other duties that may arise
• Report to Executive Director

Home Day Committee / Logistics (Phyllis Glaeser & Terry Kowalski) Civilians
• Retrieve home day kits from Quad City CERT storage area and replenish as needed
• Coordinate to get kits to each Community Coordinator in ample time for their Home Days
• Inventory kits between each home day and replenish as necessary
• Coordinate with Treasurer to purchase necessary items (i.e., balloons, candy, etc.) and cash
• Inventory kits after all home days are complete, update inventory list and return to storage area
• And other duties that may arise
• Report to Executive Director

Newsletter Committee / Logistics (Elizabeth Sourek) Civilian
• Actively work with the Executive Director for information to be published
• Obtain information and print a quarterly newsletter per the template provided
• Must be computer literate
• And other duties that may arise
• Report to Executive Director

Training Coordinator / Operations (Mary Benedek) Civilian
• Direct all training activities per direction from the Executive Board
• Work closely with all trainers including holding at least one annual meeting
• Ensure that our trainers have up-to-date FEMA CERT materials
• Coordinate with Treasurer for necessary purchases as approved by the Executive Board
• Suggest to Vice Chairperson ideas for new and/or additional training both through FEMA and other sources (i.e., utilities, etc.)
• Schedule and complete any necessary paper work to ensure necessary training facilities as approved by the Vice Chairperson and/or the Executive Board
• And other duties that may arise
• Report to Vice Chairperson

Publicist / Logistics (Pending) Civilian
• Actively work closely with Community Coordinators and Representatives to ensure that all Quad City CERT activities are properly publicized in all municipal publications
• Post all Quad City CERT activities on local cable, newspaper and other media channels
• Must be computer literate
• Actively work with Executive Director to be aware of Quad City CERT activities and events
• And other duties that may arise
• Report to Executive Director

Hospitality / Logistics (Pending) Civilian
• Plan, prepare, purchase and lay out refreshments at Quarterly General Meetings
• Coordinate with Treasurer for reimbursement or cash for purchases as approved by Executive Board
• Possible other meetings and/or events may require refreshments/meals
• And other duties that may arise
• Report to Executive Director

Website Committee / Logistics (Jim Wheeler)
• Work with website administrator to keep website up to date
• Actively work with the Executive Director for information to be published
• Add all events on calendar
• Post files as necessary for training, fundraising, etc.
• Must be computer literate
• Training will be provided. It is not necessary to have any prior website experience
• And other duties that may arise
• Report to Executive Director

Facebook Committee / Logistics (Pending) Civilian
• Actively work with the Executive Director for information to be published
• Add “events” as necessary
• Post files as necessary for training, fundraising, etc.
• Must be computer literate
• Training will be provided. It is helpful to have prior Facebook experience
• Maintain Facebook page by adding pertinent and promotional information
• And other duties that may arise
• Report to Executive Director

Fundraising Committee / Logistics (Kathy Domachowski) Civilian
• Actively work with the Executive Director for to plan fundraising efforts
• Plan and execute fundraising throughout the year
• And other duties that may arise
• Report to Executive Director

MIC/POD Committee / Logistics (Pending) Civilian or FD
• Per Fire Department

Transportation Committee / Logistics (Ron Latare) Civilian
• Coordinate all aspects of transportation for purposes of drills, exercises and emergency events
• Obtain necessary MOU’s for use of parking areas, busses, etc.
• Secure necessary volunteers, drivers, etc.
• And other duties that may arise
• Report to Vice Chairperson

Citizen Corps Liaison / Planning (Bill Zarlenga) Civilian
• Attend Citizen Corps meetings to represent Quad City CERT
• Report Citizen Corps activities, requests, etc. to Executive Board
• And other duties that may arise
• Report to Executive Board

Police / Operations (Pending) PD
• Coordinate with Advisory Board, Chairperson, and/or Vice Chairperson
• Plan police department support for emergency and non-emergency events