Cumberland LTRG Assistance Protocols

 

 

 

 

Cumberland County

Long Term Recovery Group

 

 

ASSISTANCE PROTOCOLS
 Cumberland County Long Term Recovery Group

STRUCTURE

 

 

The Cumberland County Long Term Recovery Group is a voluntary organization of entities involved in relief, recovery, rebuilding and community development associated with disasters affecting Cumberland County, New Jersey, hosted through a memorandum of understanding with its host agency, Bayshore Center at Bivalve.  The CCLTRG elects a Chair, Vice-Chair, Treasurer and Secretary from its membership to facilitate the work of the group.  Participants in the CCLTRG include:

 

¨      Disaster relief organizations

¨      Faith-based organizations

¨      Fund raising organizations

¨      Governmental entities

¨      Service agencies

 

The current participants in the CCLTRG are in the Appendix:

 

 

Additional participants may join and some of the listed participants may not continue to participate. 

 

The CCLTRG is not an incorporated non-profit organization itself and does not accept funding or disburse financial assistance itself.  Rather, the CCLTRG is a mechanism through which individual entities involved in disaster recovery present requests for assistance.   The CCLTRG is authorized to operate under the auspices of the Bayshore Center at Bivalve.

 

It is anticipated that appropriate entities participating in the CCLTRG will file grant applications, submit funding requests and conduct fund raising to obtain funding necessary for the work of the CCLTRG. The governing bodies of the participants in CCLTRG have agreed to disburse all funds and grants obtained for the purpose of providing financial assistance to individuals and families for disaster recovery through the CCLTRG process.

 

 

 

 

 

 

 

 

 

 

ASSISTANCE DEFINITIONS

 

Damage:  Loss to essentialpersonal or real property that results in need for repair, rebuilding or replacement. 

 

Essential:   Deemed necessary by the CCLTRG for the individual’s or family’s recovery from a disaster affecting Cumberland County.

 

Disaster affecting Cumberland County:  A disaster that the Executive Committee (Chair, Vice-Chair and Secretary) of the CCLTRG has determined to be one for which the CCLTRG will provide assistance.

 

Loss:  Result of a disaster affecting Cumberland County that leaves an individual, family or owner in a less favorable position than before the disaster affecting Cumberland County.

 

“As a result of a disaster affecting Cumberland County”:  Includes:

 

¨      damage or loss that was directly caused by a disaster affecting Cumberland County

¨      damage or loss that was aggravated by a disaster affecting Cumberland County

¨      debts incurred as a result of the applicant using his or her resources for recovery from a disaster affecting Cumberland County.

 

CCLTRG DECLARATION OF DISASTER

 

At the request of any member of the CCLTRG, the Executive Committee will make a determination of whether a disaster is one for which the CCLTRG will provide assistance.  The decision of the CCLTRG Executive Committee whether to declare an CCLTRG disaster is final.

 

 

WHO IS ELIGIBLE

 

1.    Owners of residential property in Cumberland County used as their primary residence who suffered damage or loss to that residential property as a result of a disaster affecting Cumberland County.

2.    Individuals who reside in Cumberland County who suffered loss or damage to the personal contents of their primary residence as a result of a disaster affecting Cumberland County.

3.    Individuals who reside in Cumberland County who suffered other loss or damage as a result of a disaster affecting Cumberland County when such loss or damage is not covered by other existing aid programs.

4.    Owners of residential real estate that is owner-occupied with four units of less, or non-owner occupied with no more than three rental units located in Cumberland County who suffered damage or loss as a result of a disaster affecting Cumberland County.

 

PRIORITIES

 

 

The CCLTRG may provide assistance only for damage or loss that is a result a disaster affecting Cumberland County. The CCLTRG may provide assistance that is less than the total loss or damage.

 

1.    Individuals and families who are experiencing economic hardship in pursuing a plan for recovery.

2.    Individuals and families who are not served or who are underserved by other existing aid programs.

3.    Individuals and families who are isolated or have difficulty accessing services.

4.    Individuals and families who have begun the recovery process but have encountered a setback that interferes with or prevents continued recovery.

5.    Individuals and families who need assistance in order to prevent deterioration in continued recovery.

6.    Individuals and families who need assistance in order to stimulate or start a plan for recovery.

7.    Individuals and families who need assistance to maintain or obtain safe, sanitary and secure housing.

8.    Landlords of owner-occupied residential rental property of four units or less when such assistance will provide safe, sanitary and secure housing that will be affordable and permanent for the owner-occupant and his or her residential tenants.

9.    Landlords of non-owner occupied residential rental property of three units or less when such assistance will provide safe, sanitary and secure housing that will be affordable and permanent for residential tenants. 

 

 

FACTORS TO BE CONSIDERED

 

1.    Economic hardship to and financial need of the individual and family.

2.    Extent of the damage or loss.

3.    For individuals and families who have experienced flood damage in the past, preventative measures taken in the past to mitigate damages.

 

TYPES OF ASSISTANCE TO BE PROVIDED

 

The CCLTRG may provide assistance only for damage or loss that is a result of a disaster affecting Cumberland County.  The CCLTRG may provide assistance that is less than the total loss or damage.

 

1.      Case management services.

2.      Mental health services.

3.      Outreach services.

4.      Referral to other private and governmental resources.

5.      Temporary rental assistance.

6.      Temporary mortgage assistance.

7.      Temporary utility assistance.

8.      Purchase or provision of essentialappliances, including refrigerators, stoves, air conditioner units, washers, dryers, microwaves.

9.      Provision of essentialused furniture, televisions and other household goods.

10.   Purchase or provision of clothes and shoes.

11.   Purchase or provision of essentialitems for children, such as school supplies, bicycles and sports equipment.

12.   Purchase or provision of essentialequipment for home-basedincome-producing activity.

13.   Repair to household systems, such as electric, plumbing, heating and cooling.

14.   Structural repairs.

15.   Reconstruction.

16.   Cleaning.

17.   Moisture control services and removal of mold and mildew.

18.   Purchase or provision of goods and services necessary for mitigation and prevention of future loss.

19.   Payment of medical expenses not covered by insurance or other sources of reimbursement.

20.   Provision of other essential goods andservices necessary for an individual or family’s recovery.

 

REQUIREMENTS OF PERSONS REQUESTING ASSISTANCE

 

1.    Provide all information necessary for completion of the case presentation form.

2.    Provide available documentation of assistance received, assistance for which application was made, income and personal resources.

3.    Sign the CCLTRG authorization to release information and any other releases necessary in order for the CCLTRG to assist the recovery.

4.    Participate in own recovery, to the extent able, including:

a)    engaging in planning with the case manager;

b)    identifying resources of personal income;

c)    accepting appropriate public and private resources and insurance reimbursement;

d)    making decisions about recovery; and

e)    following through with referrals.

5.    If provided financial assistance, sign the CCLTRG Repayment Agreement.  (The Repayment Agreement provides for repayment of duplicate assistance, in appropriate circumstances.)

6.    For landlords receiving assistance for residential rental units, sign a written agreement to set the rent for the units at no more than pre-flood rent, plus an annual increase not more than the increase in the Consumer Price Index for the NJ-PA-NY MSA, and obtain a valid Certificate of Occupancy from the municipality. 

 

REQUIREMENTS OF CASE MANAGER

1.    Prepare completely the case presentation form.

2.    Obtain all necessary authorizations.

3.    Obtain verification of assistance received, assistance for which application was made, income and personal resources.

4.    Present the case to the CCLTRG.

5.    Record the results of the CCLTRG in the client’s case record.

6.    If service or assistance is approved, provide follow though to verify that approved service or assistance was provided.

7.    If CCLTRG decision is deferred, provide necessary follow-up so that the case will be presented again.

8.    Assist the person requesting assistance in developing a plan for mitigation and prevention of future loss, if appropriate.

 

REQUIREMENTS OF THE CCLTRG

 

1.    Review each case that is presented by a case manager or other in a thorough and timely manner.

2.    Provide a fair decision making process for each person requesting assistance.

3.    Use the most cost effective means of providing service or assistance:

a)    Using all available in-kind and volunteer resources.

b)    Assisting the person requesting assistance in obtaining all available and appropriate governmental and private assistance and insurance reimbursement.

c)    Confirming that all privately provided services are within fair market price for the service, and, if not, assist the person requesting assistance in negotiating a fair market price or obtaining a vendor who will provide the service at a fair market price.

d)    Protecting against any duplication of service or assistance.

4.    Provide clear reasons for decisions to provide or deny service or assistance.

5.    Provide the person requesting assistance with the means to request reconsideration of a denial of service or assistance.

 

REQUIREMENTS OF CCLTRG MEMBERS

 

1.    Agree that all funds and grants obtained on behalf of the CCLTRG for the purpose of providing financial assistance to individuals and families for disaster recovery will be disbursed through the CCLTRG process except:

a)    In emergency situations that must be resolved before the CCLTRG can act; and

b)    In situations requiring minor investment of funds (less than $1,000) in order to resolve the individual or family’s disaster recovery.  

2.    Agree to consider the CCLTRG criteria and the CCLTRG process in the distribution of other funds and grants obtained for the purpose of providing financial assistance to individuals and families for disaster recovery, provided, however that the CCLTRG participant may distribute other funds and grants according to the participant’s criteria if the CCLTRG and participant’s criteria differ.

3.    Sign the agreement regarding the authorization to release information and confidentiality.

4.    Abide by the requirements of the CCLTRG contained in this document.

5.    Protect the confidentiality of all applicants and recipients.

6.    Attend CCLTRG meetings regularly.

7.    Participate in case presentation sessions and work toward consensus.

 

RECONSIDERATION AND GRIEVANCE PROCEDURES

 

1.    Any person requesting assistance from the CCLTRG or recipient of services or assistance through the CCLTRG who is not satisfied with a decision of the CCLTRG may request reconsideration upon the following grounds:

a)    There were procedural deficiencies in the CCLTRG decision making process in his or her case;

b)    There has been a change of circumstances since the CCLTRG decision that could alter the decision of the CCLTRG; or

c)    The CCLTRG misunderstood the nature of the request, the nature or extent of the loss or damage or other pertinent information and consideration of the correct information could alter the decision of the CCLTRG.

2.    Any person requesting assistance from the CCLTRG or recipient of services or assistance through the CCLTRG who is not satisfied with a decision of the CCLTRG on one of more of the grounds set forth in Section 1 of the Reconsideration and Grievance Procedures, should follow the following steps:

a)    Request that the case presenter request reconsideration of the CCLTRG.

b)    If a person requesting assistance or a recipient is not satisfied with the decision of CCLTRG on reconsideration, the person requesting assistance or recipient may request a hearing before the CCLTRG Reconsideration and Appeals Committee by filing a written complaint with the Chair of the Appeals.  The current Appeals Committee chair is Pastor Gary Stiegler, CCLTRG, 2800 High Street, Port Norris, NJ 08349.

c)    The Appeals Committee will schedule a hearing within 30 (business) days of the request.  The person requesting assistance or recipient, the case presenter and the Chair or Vice-Chair should attend the hearing. The Appeals Committee may affirm the decision of the CCLTRG or may request that the CCLTRG reconsider the request.  If the Appeals Committee requests that the CCLTRG reconsider its decision, the Committee shall give guidance to the CCLTRG on the factors that it should consider on reconsideration and/or the process it should use on reconsideration.

In the event that funds have been made available through other entities, an applicant may have other appeal rights to that entity.

 

 

 

 

 

 

ANTI-DISCRIMINATION AND ANTI-HARASSMENT

 

The policies and practices of the CCLTRG is to accept requests, provide service and assistance and make decisions without discrimination because of gender, gender identity, transgender status, sexual orientation, perceived sexual orientation, race, ancestry, religion, national origin, age, medical condition, disability, marital or civil union status, veteran status, citizenship status, source of income, political affiliation or other protected group status and to treat all persons requesting assistance equally and fairly. CCLTRG is committed to maintaining an environment that is free of discrimination.  In keeping with this commitment, CCLTRG will not tolerate harassment of applicants by anyone, including any case manager, CCLTRG participant, consultant, applicants or recipient of the CCLTRG.

 

Harassment consists of unwelcome conduct, whether verbal, physical, or visual, that is based upon a person’s protected status, such as gender, gender identity, transgender status, sexual orientation, perceived sexual orientation, race, ancestry, religion, national origin, age, medical condition, disability, marital or civil union status, veteran status, citizenship status, source of income or other protected group status.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

APPENDIX

 


CCLTRG PARTICIPANTS

 

(Steering Committee Members are starred*)

 

 

American Red Cross*

Bayshore Center at Bivalve*

Bridgeton Rotary

Calvary Chapel Church

Catholic Charities – Camden Diocese

Cedarville Presbyterian Church*

Commercial Township

Cumberland County Health Department

Cumberland County Human Services

Cumberland County Emergency Management

Episcopal Diocese of New Jersey

Family Success Center of Commercial Township*

FEMA

Food Bank of New Jersey

Fortescue Chapel

Living Faith Alliance Church

Marine Trades

Maurice River Township

NJ Work Environment Council*

Occupy Sandy NJ

Presbyterian Disaster Relief

Redeemer Lutheran *

Rotary District 7640

Salvation Army

St Vincent de Paul

Township of Downe

Vineland Rotary

 

 

 

 

 


 

 Cumberland County

Long Term Disaster Recovery Committee

 

Agency Agreement to Participate

_____________________________________________

 

 

I agree to abide by the CCLTRG protocols.

I agree that I will keep all information exchanged at the CCLTRG UNMET NEEDS TABLE, including information about donor individuals, donor organizations and client cases, in confidence and will not disseminate this information except as authorized by the applicant and as is necessary to develop and implement a recovery plan for applicants. 

 

 

_________________________________________________________

Print Name

 

________________________________________________________

Print Name of Organization

 

 

______________________________________________________              

Signature

 

 _____________________________________________________

Date


 

 Cumberland County

Long Term Disaster Recovery Committee

 

WRITTEN CONSENT OF CLIENT

_____________________________________________

 

 

I, _____________________________ , hereby consent to disclosure of the information collected by FEMA under my FEMA application to the organizations and/or individuals listed below.

 

My FEMA Application Number is:  __________________________________________

My date of birth is:   ______________________________________________________

My pre-disaster address is:  _________________________________________________

My current address is:  _____________________________________________________

My current phone number is:  _______________________________________________

 

I specifically consent to have the following information disclosed to them:  My entire case file, including inspection report, amount of assistance, etc.

 

The above information may be disclosed to any other organization that is participating in the Cumberland County Long Term Disaster Recovery Committee for FEMA DR-4086-NJ. 

 

Additionally, I consent to disclosure of my information to the following individual(s) and organization(s):

 

 

 

This consent is made pursuant to and consistent with 28 U.S.C. §1746. I declare, under penalty of perjury, that the foregoing is true and correct.

 

 

_______________________________                      __________________________

Signature of Applicant                                   Date


CUMBERLAND COUNTY LONG TERM DISASTER COMMITTEE

Case Presentation

Date:  ___________________       

Presenting Agency:  ______________________________ 

By:  ______________________________

Agency Phone:  __________________  Fax:  ______________ E-mail:  ________________

Case Name:  ________________________________ Date of Birth:  __________________

Other household members:

_____________________________________________________ DOB:  _________________________

_____________________________________________________ DOB:  _________________________

_____________________________________________________ DOB:  _________________________

_____________________________________________________ DOB:  _________________________

 

Pre-disaster address:_________________________________________________________________

 Home Owner                   Renter     Landlord                   Business Owner:

 

Current address:  ____________________________________________________________________

 

MONETARY ASSISTANCE PROVIDED:

$_____________ FEMA Minor Repairs  (Control #_________________, if applicable) $_____________ FEMA Rental Assistance  (Control #_________________, if applicable)     

$_____________ Small Business Administration Loan                                            

$_____________ Individual Family Grant Program                         

$_____________American Red Cross Assistance

$_____________ Other  By whom? ____________________________________________________

$_____________ Other  By whom? ____________________________________________________

$_____________ Other  By whom? ____________________________________________________

 

NON-MONETARY ASSISTANCE PROVIDED:

Type of Assistance                         By whom

_____________________                 _____________________________________________

_____________________                 _____________________________________________

_____________________                 _____________________________________________

_____________________                 _____________________________________________

 

FAMILY RESOURCES:

$_________per __________ Income  Source:  ________________________________ 

$__________________        Savings

$__________________        Long term savings (not currently accessible)

$_________________          Other financial resources  Type:  __________________________________

 ______________________  Type of transportation resource

 ______________________ Type of other resources

 ______________________  Type of other resources

 Special circumstances.  Describe:  _____________________________________________________________________________________

Case Name:___________________________________               Date:________________________

 

DESCRIBE UNMET NEEDS:

 

 

 

 

 

 

 

 

 

 

 

 

 

FAMILY RECOVERY PLAN:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PROPOSED ASSISTANCE:

 

 


 

 

            Cumberland County

Long Term Recovery Group

2800 High Street

Port Norris, NJ  08349

_________________________________________________

 

 

DATE

 

 

NAME

ADDRESS

CITY, NJ

 

 

 

 

Dear NAME:

 

 

            You have requested assistance from the Cumberland County Long Term Recovery Group in connection with your recovery from Hurricane Sandy.  The CCLTRG is a voluntary association of organizations involved in relief, recovery, rebuilding and community development associated with the disasters affecting Cumberland County.

 

The CCLTRG is not a disaster entitlement program.  The organizations that make up the CCLTRG have limited disaster recovery funds with which to work.  The CCLTRG must consider each case individually.  The mission of the CCLTRG and its members is to empower individuals and families in their own recovery and to provide assistance as a last resort when all other appropriate assistance has been exhausted.  The help is not limited to financial assistance and may include counseling, volunteer labor, donated goods, legal assistance and family advocacy work.  The CCLTRG may provide assistance only for essential damage or loss that is a result of disasters affecting the CumberlandCounty area. The CCLTRG may provide assistance that is less than the total loss or damage.

           

 

 

CASE PRESENTER of AGENCY presented a request for assistance on your behalf at our meeting on DATE.  The CCLTRG declined to provide further financial assistance at this time for the following reasons:

 

1.    REASON

2.    REASON

 

                                                                                                                                               

            The CCLTRG will reconsider its decision only upon the following grounds:

 

a)    There were procedural deficiencies in the CCLTRG decision making process in your case;

b)    There has been a change of circumstances since the CCLTRG decision that could alter the decision of the CCLTRG; or

c)    The CCLTRG misunderstood the nature of the request, the nature or extent of the loss or damage or other pertinent information and consideration of the correct information could alter the decision of the CCLTRG.

            If you believe that your case falls within grounds for reconsideration, please contact your case presenter within fourteen (14) days of the date of this letter to request reconsideration. 

 

            If you have new needs that develop in the future, please contact the CCLTRG through your case presenter and we will consider those requests for assistance at that time.

 

 

Very truly yours,

 

 

 

, Chair


 

 CUMBERLAND COUNTY LONG TERM RECOVERY COMMITTEE

_____________________________________________

 

 

AGREEMENT FOR INDIVIDUALS

 

 

 

WHEREAS ____________________________, hereinafter known as the Requestor has applied for disaster related funding from the Cumberland County Long Term  Recovery Group (CCLTRG); and

 

WHEREAS ________________________ hereinafter known as the Agency, acting in cooperation with the CCLTRG agrees to provide funds to assist the Requestor in its recovery efforts from the effects of disaster;

 

WHEREAS _________________________ neither the Cumberland County Long Term Recovery Group (CCLTRG)/CCLTRG Appeals Committee nor Bayshore Center at Bivalve (BCB) shall be liable in any way, and the Requestor agrees to indemnify and hold harmless the BCB, CCLTRG and/or the CCLTRG Appeals Committee for any and all loss, claims, expenses, and damages arising out of, resulting from, or in connection with any actions the CCLTRG/CCLTRG Appeals Committee or BCB may take or fail to take, or that may be taken or fail to be taken on the Requestor’s behalf, in connection with any Program Funds or Program Activities.

 

 

NOW THEREFORE, it is agreed as follows:

 

1)    The Agency acting in cooperation with the CCLTRG shall provide $_____________ shall provide the specific services at approximately specified cost:

Service needed                           Vendor                                   Cost ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________.

2)    The Requestor may ask in the future for more support and the CCLTRG shall make a separate decision on any subsequent request.

3)    The parties recognize that the Requestor may get disaster money from FEMA or other parts of the Federal government including the SBA, or from the State or Local governments or from other public or private sources.  If the Requestor gets any relief money from any source or sources other than the CCLTRG for the same purpose as that listed in this agreement, the Requestor will pay back the Agency the same amount as the Requestor receives from the other source or sources, up to the amount the Requestor has received from the Agency.

4)    If the Federal, State, County or Local government or any governmental body of the Federal, State, County or Local government offers to buy the real property of the Requestor as part of a plan of redevelopment from the disaster and the Requestor accepts the government offer, the Requestor agrees to repay the Agency for the full amount the Requestor has received from the Agency.

5)    If the real property of the Requestor is taken by the Federal, State, County or any Local government or any governmental body of the Federal, State, County or Local government or if the real property of the Requestor is sold or transferred other than as part of a redevelopment plan within five (5) years of today, then the Requestor will repay the Agency according to the following schedule:

a)  Within one year                                                        100% of the CCLTRG grant

b)  More than one year, less than two years               80% of the CCLTRG grant

c)  More than two years, less than three years          60% of the CCLTRG grant

d)  More than three years, less than four years         40% of the CCLTRG grant

e)  More than four years, less than five years                        20% of the CCLTRG grant

6)    If the Requestor owns real estate and the Agency asks for a Mortgage, the Requestor will grant the Agency a Mortgage on the real estate of the Requestor to secure the obligation to pay back the Agency.  That Mortgage will be in second place to the Mortgage of any governmental or institutional lender to the Requestor.

7)    The CCLTRG and its participants may discuss the Requestor, the request to the CCLTRG to provide money for the Requestor and the CCLTRG’s response to that request with FEMA, the American Red Cross or any Federal, State, County or Local government or governmental body.  In addition, FEMA, the American Red Cross and any Federal, State, County or Local government or governmental body have permission to share information about the Requestor with the CCLTRG and its participants.

         

          ********************************

          REQUESTOR

 

By:  _________________________________                                  Dated:  __________________

 

 

          ********************************

          CUMBERLAND COUNTY LONG TERM RECOVERY GROUP           

 

By:    _________________________________                                 Dated:  __________________

          CCLTRG

 

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Assisting the recovery efforts of Sandy survivors in Cumberland County, NJ