How to Process a Customer Drop Off

Complete the following steps when dropping off a demand response customer:

1. When you arrive at the customer's drop off stop, select it on the manifest.

11:15 D 568 LAKE MIRROR RD, ATLANTA Katie Bowman 555-138-4652

11:30 P Grady Hospital Rose Andrew Ambulato

11:30 P 2488 MEUNDA DR, ATLANTA Jesseka Brown Ambulato

11:30 D 2311 LOWNE ST, ATLANTA •-- n ....... . ........... ,_. ___

2. Tap the Arrive button. The next screen displays the name of the stop with Arrive selected.

11:32 AM

3. Tap the Execute button. On the manifest, the stop now appears written in red with a t ick mark next to the D (D').

111:15 D 568 LAKE MIRROR RD, ATLANTA Katie Bowman 555-138-4652

111:30 P Grady Hospital Rose Andrew Ambulato

11:30 P 2488 MEUNDA DR, ATLANTA Jesseka Brown Ambulato

11 :33 AM '11:30 D 2311 LORAINE ST, ATLANTA •--- n.-..... A .... 1.. •• 1...,.,....,..,

RMMobile User's Guide 29

Chapter 5: Trip Changes When a dispatcher adds, removes, or changes a stop in the Dispatching module in RouteMatch, the following alerts display to communicate thls information.

Toe screenshots found in this chapter were generated using the Samsung Galaxy tablet running the 3.2 version of the Android operating system. If you are using a different device and/or version of the Android operating system, you may notice slight differences between the

Note examples below and what displays your screen.

Pop-up and Color Alerts When any of the above manifest changes occur in the RouteMatch dispatching module, you receive a pop-up message in RMMobile detailing the change and the affected trips are highlighted in different colors depending on the change.

• Addition of Trip - Trips added to the manifest display on the screen with a green highlight. When you select this trip to acknowledge the change, the highlight disappears.

Manifest Update Addition of Trip 71 (12:30 to 13:00):

Roseanne Gross 12:30@ 29 ANDERSON DR

13:00 @4692JEFFERSON TOWNSHIP PL

RMMobile User's Guide 39

40

• Update of Trip - Edited trips display on the screen with a yellow highlight. When you select this trip to acknowledge the change, the highlight disappears.

Manifest Update Update of Trip 157 (11 :00 to 11 :30):

Joe Brown 11 :00 @ 2004 US HWY 23 11 :30@ 2311 LORAINE ST

, Dismiss j

11:00 P 2004 US HWY 23, DECATUR Joe Brown Ambulator'}

• Deletion of Trip - Trips removed from the manifest display on the screen with a red highlight and crossed-out text. You then need to select the red trip and tap the Remove button to take the trip off of the manifest.

Manifest Update Deletion of Trip 123 (11 :30 to 12:00):

Rose Andrew 11 :30@ Grady Hospital

12:00 @> 4281 HIGH PARK LN

01sm1u

© 2014 RouteMatch Software

Ending a Route Early If you prematurely end a route that still contains unprocessed stops, the remaining stops automatically back-clear in RouteMatch. This can cause bad data and is difficult to correct. RMMobile displays a warning message if you attempt to end a route early in order to prevent any errors.

Route End Warning There are stops which have not yet been

performed! are you sure you want to end the route?

.___ __ E_n_d_R_o_ut_e _ _ ~I 1...I ___ c_a_n_ce_l __ ____,J

How to Log Out of RMMobile When you have completed the route and the manifest is empty, be sure to log out of RMMobile by completing the following steps:

If you fail to log off of RMMobile and also fail to end the route, then the same manifest will appear in the application when it is opened by the next day's driver. Major reporting issues can occur if the new driver processes the route end because this essentially records the route

Note not ending until several hours after the vehicle was returned to the garage.

44

1. Click the menu button on your device.

2. Tap Exit on the menu that appears at the bottom of the screen.

3. This logs you out of RMMobile, closes the application, and returns you to the device's home screen.

© 2014 RouteMatch Software

Parts of the Detail Screen

When you tap the Detail button, the following trip information displays in order. If a piece of information is unavailable for the trip, it does not display on this screen. Tap the Back button to return to the History tab.

02:27 PM

Mala. History Pick up 07:32 (1045 -1100) Appointment time: 11:00 Kristin Alexander 1143 REGENCY CENTER DR ATLANTA 30331 Funding Source: ADA Payment Amount: $0.00 0 Moblllty: Ambulatory Comments: Drop off In back

1. The customer's trip type, time, and their requested time window.

2. The customer's name.

3. The customer's phone number.

4. The pickup/drop off address.

5. The county of the customer's pickup or drop off.

6. The zip code of the pickup/drop off.

7. The common name of the address.

8. The trip's funding source.

9. The amount of money paid by the customer for the trip.

10. The number of attendants/guests who accompanied the customer on the trip.

11. The customer's mobility type.

12. Any comments related to the trip.

48 © 2014 RouteMatch Software

Fleet Maintenance Pro provides everything at your fingertips directly from the main screen.

Automated and co o coded a ert wh asse s a e d e fo serv ce at a times

Fleet Inventory Tracking

Make Model

Ford Crown

Ford F-250 S

Chevy Silverac

Ford F-1 50 4

GMC 3500 1

OodQeRam 3500

Al ed t ons of F eet Ma e P ow track an unlimited number of fleet vehicles and equipment.

You can track a I of the des pt v

mode s rial numbe a,d a

h re a computer prog a

F eet Ma ntenance Pro ma

due for service Automate a

t eas to ee w e a a

each time yo start th p g am Eq

equ pme t soon d e fa se e be

stands at any given time.

F eet Ma ntena ce P p des P se

you can eas ly custo 12e t e I st o c e te o ow

p

d1 g me year make

bus e s You even have user-

ee our ed

o he pie e of equ pment 1s

a erts w I automat1ca ly d splay

e fa serv e w be haded red wh1 e

You'll know immediately where your fleet

s t t a a e d de ed for you However

ed e based on the tracking

requirements of your fl et You n ta k you PM by da l"1 ge ho s o k ometers

Repair Maintenance

Tracking repair maintenance Is Just as mportant as tracking preventive riamtenance Keeping track and

monitoring trends m reoa r maintemance can help you decide wtiether to k.eeo or retire a vehicle or piece

of equ1ome1 With Fleet Maintenance Pro, your maintenance and repair records are captured

automatically.

In add1t;on to PM scheduling the software logs ana ca'1 schedule repairs for unexpected problems that

drivers encounter

History Recording

Tracking history Is one of the most vita tasks when mar.aging a fleet Good records can be used to

analyze costs and monitor trends m wea neg ect and abuse o( you eqi.l,prnent And h1stonca

information can be the determ nmg factor when you decide to keep O"" retire a veh1c,e or p.ece of

equipment.

When you perform maintenance act1v t es ori ~our fleet Fleet Maintenance Pro keeps track of all of the

important details The software gene'ates a prevent ve and repa·r maintenance h story that lists all of the

maintenance performed on your equipment This report includes the costs o! preventative ma ntenance

repairs, parts labor taxes and more

History (Detailed)

........__ ~,ea Agency on Aging of SEA \Pine Bluffl Transit

420 - 2011 Ford Conversion wllift Conver Unit#: 420 Serial #: 1FTDS3EL1BDA45427

Tag#: 368RAF 2011 Ford Conversion w/lift Conversion w/lift

Mileage 161 214

Date Mileage Notes Vendor Employee Total Cost

8/11/2011 2,760 Randy Emerson-Traini , $0.00

Maintenance Performed Cost vehicle inspection S0.00

Total: $0.00

Labor - Tech Description Hours Rate Cost Randy Emerson-Trainin£ 1 S0.00 S0.00

Total: $0.00

8/17/2011 3,309 Shop Maintenance $26.62

Maintenance Performed Cost Change Oil and Filter S0.00 Check PVC Valve SO.DO Check Transmission Fluid so 00 Check Antifreeze Level S0.00 Check Battery so 00 Check Brake Fluid S0.00 Check Cooling System S0.00 Check Engine Coolant so 00 Check Head/Brake/Running Lights so 00 Check Power Steering Fluid $0.00

~ Check Tire Pressure $0.00 Check Tire Tread S0.00 Check Transaxle $0.00 Check Windshield Washer Fluid S0.00 Check Windshield Wipers so 00 Inspect Suspension $0.00 Inspect Brakes S0.00 Inspect Engine Belts S0.00 Inspect Hoses S0.00 Lube Chanis S0.00 6 quarts oil S0.00

Total: $0.00

Part Name Used Unit Cost Cost

PENNZOIL BULK 10W30 PENNZOIL BULK 10W30 6 S3 40 S20.40 WIX 51372 51372 S6.22 S6.22

Total: S26.62

9/20/2011 6,353 Shop Maintenance $26.62

"'' 2014; I :!I IQ P\1

Maintenance Performed Lube Chassis Change Oil and Filter Check Transaxle Check Engine Coolant Inspect Suspension Inspect Hoses Inspect Engine Belts Inspect Brakes Check Windshield Wipers Check Transmission Fluid Check Tire Tread Check Tire Pressure Check Power Steering Fluid Check PVC Valve Check Head/Brake/Running Lights Check Cooling System Check Brake Fluid Check Battery Check Antifreeze Level Check Windshield Washer Fluid

Part

PENNZOIL BULK 10W30

FL-820-S

2/5/2015 161 ,214

Maintenance Performed

Check Windshield Washer Fluid Check Antifreeze Level

------,_ Check Battery Check Brake Fluid Check Cooling System

Name

0 11 0 11 Filter

Check Head/Brake/Running Lights Check PVC Valve Check Power Steering Fluid Check Tire Pressure Check Tire Tread Check Transmission Fluid Check Windshield W ipers Inspect Brakes Inspect Engine Belts Inspect Hoses Inspect Suspension Check Engine Coolant Check Transaxle Change Oil and Filter Lube Chassis

Part

PENNZOIL BULK 10W30

FL-820-S

Total:

-..... "irand Total:

Name

Oil

0 11 Filter

Used

6

Shop Maintenance

Used

6

Cost Per Mi/Km/Hr:

Cost so 00 SO.CO S0.00 SO.DO so 00 SO.OD S0.00 so 00 so 00 S0.00 so.co SO.OD SO.DO SO.OD S0.00 SO.DO S0.00 S0.00 S0.00 SO.DO

Total : $0.00

Unit Cost Cost

S3.52 S21 .12 S5.16 S5.16

Total: $26.28

$26.28

Cost S0.00 S0.00 SO.DO S0.00 S0.00 S0.00 S0.00 $0.00 S0.00 S0.00 S0.00 S0.00 S0.00 S0.00 S0.00 S0.00 so 00 S0.00 S0.00 S0.00

Total: so.oo

Unit Cost Cost

S3.52 S21.12 S5.16 S5.16

Total: $26.28

$0.03 $4,289.09

$4,289.09

Fleet Maintenance Pro provides everything at your fingertips directly from the main screen.

Automated and color coded alerts will instantly show you which assets are due for service at all times.

You will know which equipment are due for service and why, without navigating elsewhere

Fleet Inventory Tracking

IMake !Model

Ford Crown

Ford F·250 5

Chevy Silver ad

Ford F· 150 4

GMC 3500 1

Dodge Ram 3500

• All editions of Fleet Maintenance Pro will track an unlimited number of fleet vehicles and equipment.

You can track all of the descriptive details that you need to manage your fleet, including the year, make,

model, serial number, and all of the information that 1s critical to your business You even have user­

definable fields for tracking additional equipment facts that are important to you You don't have to be - or

hire - a computer programmer to tailor Fleet Maintenance Pro to meet your needs .

• Fleet Maintenance Pro makes it easy to see when an automobile, truck, or other piece of equipment is

due for service Automated and color-coded preventive maintenance (PM) alerts will automatically display

each time you start the program. Equipment due (or overdue) for service will be shaded "red," while

equipment soon due for service will be shaded "yellow" You'll know immediately where your fleet

stands at any given time.

Fleet Maintenance Pro provides a wide range of PM services that are already defined for you. However,

you can easily customize the list or create your own maintenance schedules based on the tracking

requirements of your fleet You can track your PM by date, mileage, hours, or kilometers.

Repair Maintenance

• Tracking repair maintenance is just as important as tracking preventive maintenance. Keeping track and

monitoring trends in repair maintenance can help you decide whether to keep or retire a vehicle or piece

of equipment. With Fleet Maintenance Pro, your maintenance and repair records are captured

automatically.

In addition to PM scheduling, the software logs and can schedule repairs for unexpected problems that

drivers encounter

History Recording

Tracking history 1s one of the most vital tasks when managing a fleet Good records can be used to

analyze costs, and monitor trends in wear, neglect and abuse of your equipment. And historical

information can be the determining factor when you decide to keep or retire a vehicle or piece of

equipment.

When you perform maintenance activities on your fleet, Fleet Maintenance Pro keeps track of all of the

important details. The software generates a preventive and repair maintenance history that lists all of the

maintenance performed on your equipment. This report includes the costs of preventative maintenance,

repairs, parts, labor, taxes, and more.

History (Detailed)

....---._ ~rea Agency on Aging of SEA \Pine Bluff\ Transit

420 - 2011 Ford Conversion wllill Conver 2011 Ford Conversion w/li ft Conversion w/lift

Unit#: 420 368RAF 161 ,214

Serial#: 1 FTDS3EL 1 BDA45427

Date

8/11 /2011

Mileage

2,760

Notes

Tag#: Mileage

Vendor Employee

Randy Emerson-Traini ,

Maintenance Performed Cost vehicle inspection $0.00

Labor - Tech Description

Randy Emerson-Trainin1;

8/17/2011 3,309

Maintenance Performed Change Oil and Filter Check PVC Valve Check Transmission Fluid Check Antifreeze Level Check Battery Check Brake Fluid Check Cooling System Check Engine Coolant Check Head/Brake/Running Lights Check Power Steering Fluid Check T ire Pressure Check Tire Tread Check Transaxle Check Windshield Washer Fluid Check W indshield Wipers Inspect Suspension Inspect Brakes Inspect Engine Belts Inspect Hoses Lube Chassis 6 quarts oil

Part

PENNZOIL BULK 1 0W30

W IX 51372

9/20/2011 6,353

2/20'2015 l:21:19PM

Name

PENNZOIL BULK 10W30

51372

Hours

1

Shop Maintenance

Used

6

Shop Maintenance

Total : $0.00

Rate

S0.00

Cost

$0.00

Total : $0.00

Total :

Unit Cost

$3.40

$6.22

Cost S0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 S0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

$0.00

Cost

$20.40

$6.22

Total : $26.62

Total Cost

$0.00

$26.62

$26.62

Page l

,.--...

-

Maintenance Performed Lube Chassis Change Oil and Filter Check Transaxle Check Engine Coolant Inspect Suspension Inspect Hoses Inspect Engine Belts Inspect Brakes Check Windshield Wipers Check Transmission Fluid Check Tire Tread Check T ire Pressure Check Power Steering Fluid Check PVC Valve Check Head/Brake/Running Lights Check Cooling System Check Brake Fluid Check Battery Check Antifreeze Level Check Windshield Washer Fluid

Part

PENNZOIL BULK 1 0W30

FL-820-S

2/5/2015 161 ,214

Maintenance Performed Check Windshield Washer Fluid Check Antifreeze Level Check Battery Check Brake Fluid Check Cooling System

Name

Oil

Oil Filter

Check Head/Brake/Running Lights Check PVC Valve Check Power Steering Fluid Check Tire Pressure Check Tire Tread Check Transmission Fluid Check Windshield Wipers Inspect Brakes Inspect Engine Belts Inspect Hoses Inspect Suspension Check Engine Coolant Check Transaxle Change Oil and Filter Lube Chassis

Part

PENNZOIL BULK 1 0W30

FL-820-S

Total :

,rand Total:

2 20 20 15 I 2 I· 19 P\ 1

Name

Oil

Oil Filter

Cost $0.00 $0.00 $0.00 $0.00 $0.00 S0.00 $0.00 $0.00 $0.00 S0.00 $0.00 S0.00 $0.00 $0.00 S0.00 S0.00 $0.00 S0.00 $0.00 $0.00

Total : $0.00

Used Unit Cost Cost

6 $3.52 $21 .12

$5.16 $5.16

Total : $26.28

Shop Maintenance $26.28

Cost $0.00 $0.00 $0.00 S0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total : $0.00

Used Unit Cost Cost

6 $3.52 $21 .12

$5.16 $5.16

Total: $26.28

Cost Per Mi/Km/Hr: $0.03 $4,289.09

$4,289.09

l'ag.c ~ I

61

Appendix D Occurrence Report

Area Agency of Southeast Arkansas

Occurrence Report

Client/Caregiver/Employee Name ____________________________

County/Date/Time/Place of Occurrence ____________________________

Type of Occurrence:

__Missed Visit __Late/Incomplete Paperwork

__Client/Employee Complaint __ Motor Vehicle Accident

__Client Injury __ Non-Compliance to P/P

__Employee Injury __ Medication Error

__Computer Problems __ Other (specify)

Explain the occurrence:

_____________________________________________________________________________________

_____________________________________________________________________________________

________________________________________

Corrective Action Taken:

Action to prevent re-occurrence:

Client/Employee Status:___________________________________________________________

If Injury, Action taken:____________________________________________________

Signature of person completing report: _________________ Date: ___________

Employee Comments/Signature (if applicable): ______________________________

Supervisor’s Acknowledgment: (I have received this occurrence and):

__ Recommend further action ___________________________________

__ Recommend no further action at this time.

Supervisor’s Signature/Date: _____________________________________

Area Agency on Aging of Southeast Arkansas, Inc.

Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org

709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611 CAREGNERS

Arefl Age11<y on Aging ofSou/heflSI Arka,wts

62

Appendix E On Street Supervision Form / Tips on Basic Training for Rural Transit Drivers

SOUTHEAST ARKANSAS TRANSPORTATION (SEAT)

ON STREET SUPERVISION

DOES DRIVER Yes No 1. Perform a Pre-Trip Inspection ____ ____ 2. Use seat belts ____ ____ 3. Make smooth starts and stops ____ ____ 4. Observe posted speed limits ____ ____ 5. Check mirrors frequently ____ ____ 6. Make smooth lane changes ____ ____ 7. Use turning signals properly ____ ____ 8. Stop at yellow signal ____ ____ 9. Maintain a safe following distance ____ ____ 10. Merge safely into traffic ____ ____ 11. Brake smoothly and safely ____ ____ 12. Operate wheelchair lift properly ____ ____ 13. Tie wheelchair down properly ____ ____ 14. Use headlamps properly ____ ____ 15. Make smooth turns ____ ____ 16. Have a current driver’s license ____ ____ 17. Practice defensive driving ____ ____ 18. Wear an employee photo ID ____ ____ 19. Keep vehicle smoke and tobacco free ____ ____

Area Agency on Aging of Southeast Arkansas, Inc.

Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org

709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611 CAREGIVERS

Area Age11<y 011Agi11g o/So11t/Jeast Arka,is,,s

20. Assist passengers as needed ____ ____ 21. Treat passengers and associates respectfully ____ ____ 22. Store items as needed ____ ____ 23. Have interior clean ____ ____ 24. Vehicle service up to date ____ ____ 25. Follow schedule ____ ____ Suggestions and comments________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ________________________________________ __________________ SUPERVISOR’S NAME DATE

Area Agency on Aging of Southeast Arkansas, Inc.

709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org

TIPS ON BASIC TRAINING FOR RURAL TRANSIT DRIVERS

Presented by Training & Safety Personnel

VEHICLE SAFETY DRIVER SAFETY

PASSENGER SAFETY SAFETY

Commercial Motor Carrier regulations require drivers to conduct a pre-trip inspection ensuring that safety equipment-the horn, windshield wipers, mirrors, lights, and brakes-are in working order. In other words, don’t even think of boarding passengers or leaving the parking until the vehicle and the accessibility equipment have passed their daily safety inspection.

THE PRE-TRIP INSPECTION

There are four components to the pre-trip inspection: the approach, under the hood, the walk around and on-board.

1. THE APPROACH : Assess as you approach the vehicle 2. UNDER THE HOOD : Check engine fluids and components 3. THE WALK-AROUND : Circle the outside of the vehicle 4. ON-BOARD : Inspect on-board areas, equipment and supplies

If you need to exit the vehicle during your pre-trip inspection, set the parking/emergency brake, turn off the engine, and take the key with you.

EN ROUTE INSPECTION

While you are driving – Watch gauges and use your senses (Look, Listen, Smell, Feel) to check for signs of trouble. If you see, hear, smell or feel anything unusual, check it out.

WHEN YOU STOP DURING YOUR SHIFT: Look at gauges, lights, tires and rims

DURING EACH STOP: Listen, Smell or Feel for any signs of brake trouble

WHEN USING THE LIFT: Look and Listen to assure proper lift and securement function or detect fluid leaks coming from the lift mechanism.

POST – TRIP INSPECTION

When you leave your vehicle you should check to see: Parking brake is set and secure / all passengers have exited vehicle / No passenger’s personal property was left on board / all windows and hatches are closed / No signs of damage or vandalism are apparent inside or outside the vehicle

CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·

Area Agency on Aging of Southeast Arkansas, Inc.

709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org PART 2: DRIVER SAFETY

Defensive driving may appear, at first glance, to be those things that keep you out of harm’s way as you drive your vehicle. For the transit driver, however, it is much more. Defensive driving encompasses all aspects of your day, from the pre-trip inspection until your defect report is complete. It is a total process that helps ensure the safety of you, your passengers and others on the roadway.

Both you and the vehicle are equipped with defensive driving tools and equipment. On the vehicle this includes seat belts, brakes, mirrors, lights and turn signals. Your tools include your eyes, ears, nose, hands, feet, and –most importantly-your brain. With these tools, you acquire defensive driving skills including:

The knowledge of you and your vehicle’s capabilities and limitations (Do your homework) / The ability to survey what is on and near the road (Be alert) / The capacity to assess potential hazards and their potential impact (Use foresight) / The ability to identify alternatives and make the best choice quickly (Use judgment) / The expertise to safely maneuver the vehicle (practice)

One way to remember the important defensive driving procedures that should guide you while you are driving is the I.P.D.E Driving Method. This four-step process is designed to help you see, think, and act in all situations.

1. I = Identify: As you drive, look for and identify potential hazards such as other vehicles, wildlife in the roadway, signs and signals, etc.

2. P = Predict: Use your experience, knowledge and judgment to Predict what will happen next. Judge where and when possible accidents may occur.

3. D = Decide: When hazards appear in your path, you must Decide quickly how to react in order to avoid the obstacle or minimize its impact.

4. E = Execute: Once you have decided upon a course of action, you must Execute quickly and decisively to keep you and others safe.

“Paying attention makes it possible for you to see, recognize and avoid the hazards lurking on the road. Paying attention is the most important driving task because it helps create the time you need to recognize hazards and avoid a collision.”

“Defensive driving means that you not only pay attention to your driver, but to the other person on the road too. A defensive driver is prepared for the unexpected during bad weather, night hours , and heavy traffic, as well as in light traffic.”

ADVERSE CONDITIONS:

BAD WEATHER, WINTER DRIVING

Reduced Visibility

When driving in reduced visibility situations (DUST, SMOKE, FOG, RAIN OR SNOW):

*Slow down *Turn on your lights * Use your low-beams; high-beams reflecting off snow, rain or dust tends to reduce visibility * Increase following distance to two or three times that of normal driving conditions * Remember that roads can be slickest when it starts to rain and the water mixes with tars and oils that have accumulated on the road surface * Watch

CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·

Area Agency on Aging of Southeast Arkansas, Inc.

709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org for overpasses, underpasses and shady areas where ice tends to form * Anticipate stops early and slow down gradually * Avoid stopping in or alongside the roadway in dense fog, smoke, or snow; this could result in a serious rear-end collision from traffic behind you.

PART 3 : PASSENGER SAFETY

It is you, the driver, who must ensure that passengers board and depart your vehicle safely. You must also be aware of special procedures for those passengers with special needs, including individuals who use mobility devices (wheelchairs, scooters, walkers, etc.), the frail elderly and children.

SAFE BOARDING OF AMBULATORY PASSENGERS

Stop Locations

Placement of transit stops – for fixed-route service, demand-response service, or any other configuration-should consider safety for boarding and disembarking. While every transit stop may not be ideal, you should alert management to safety hazards caused by the location of bus stops.

BOARDING PASSENGERS

Boarding passengers should be politely asked to wait until on-board passengers disembark.

DISEMBARKING PASSENGERS

Passengers should be encouraged to exit the vehicle at rear door if one exists. You should assist anyone who needs aid getting off the vehicle.

STOPPING IN THE STREET

If the regular boarding/discharge area is blocked by water, slush, snow, stalled vehicles and such, you may have to stop in the street. This is dangerous, so try to identify a safe alternative. If you must discharge passengers into the street, enable the four-way flashers prior to stopping, discharge passengers as close to the sidewalk as possible, warn them to watch their step and inform them that they will be in the street upon leaving the vehicle.

SAFE BOARDING OF NON-AMBULATORY PASSENGERS

The goal of any transportation system is to provide the mobility options that meet the travel needs of the community. To a person who uses a wheelchair or other mobility device, a trained and empathetic driver makes a particularly large difference in their quality of life.

UNDERSTANDING YOUR RESPONSIBILITY

As a driver, you are responsible for the safe boarding, securement , transport, and de-boarding of people who use wheelchairs and others mobility devices. Fixed-route transit systems may require persons with disabilities to maneuver their wheelchair on their own or with the aid of a personal attendant.

CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·

Area Agency on Aging of Southeast Arkansas, Inc.

709 East 8th Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org

WHEELCHAIR BASICS

Knowledge of wheelchair basics is essential. First and foremost, a wheelchair is considered an extension of a person’s body. Before you take charge, ask the passenger what assistance is needed. It isn’t polite to grab someone’s arm without asking; the same can be true with a person in a wheelchair. Talk with the person in a wheelchair as they perform any maneuvers.

LIFT OPERATIONS

When arriving to board a person with a mobility device (wheelchairs, scooters, etc.): attachment on back.

CELL PHONE USE:

While people regularly engage in multi-task activities while driving, cell phone use is one such activity that has been shown to slow recognition time and reaction time. Recent studies indicate that drivers using cell phones:

1. Are more likely to run stop signs at 4-way intersections 2. Are more likely to be involved in rear-end collisions 3. Are more likely to be involved in an accident then someone who is alcohol impaired at the .08% level (wt/vol).

If there is a need for extended communication with dispatch or other drivers, you should first find a safe place to pull off the road then continue your communication.

RADIO:

Radios are prohibited in Area Agency Vehicles because, it can be unsafe and impolite to others:

*It can cause an accident from not being focused

*Too loud to clients

* All radios, CD players and tape players need to be off while transporting clients

AWNINGS AND CLEARANCE SIGNS

Area Agency on Aging Prohibit drivers from driving under awnings because drivers seem to misjudge awnings and clearance signs in HYTOP Vehicles. If there is a need to go under an awning or clearance sign:

*Make sure that the clearance signs is higher than the van

*Make sure that the awning is higher than the van

*The safe and best way is Not to DRIVE UNDER ANY AWNINGS

CAREGIVERS Aret1 ,w,11cy 011 tlg/1111 ofSoullJeOSI Arka11sas·

63

Appendix F

IP Call Recording Software Solutions: Key Features

IP Call Recording Software Solutions: Key Features

Enghouse Interactive Call Recording software records and monitors telephone calls from anywhere on the network. Scaling to thousands of users across multiple locations.

Enghouse Interactive is all software and runs on Microsoft Windows servers. The Enghouse Interactive call center software solution will not interfere with the IP telephony system so you can be assured of high reliability and high availability for all of your business communications systems.

Enghouse Interactive Call Recording software features include:

Easy to configure, easy to use

Multi-site recording & monitoring

Multiple recording options: full-time recording, triggered recording, on-demand recording

Real-time silent monitoring

Fast search and playback

Supports all of the leading IP telephony and unified communications systems

Scales to thousands of users

Managed from any location

Proven and reliable call center software solution

Look-Back Call Recording enables users to begin recording at any time during the call, capturing the entire call.

Multi-Site Call Recording and Monitoring with Enghouse Interactive Call Recording Software

Enghouse Interactive Agent Evaluation

Creating Evaluations

In Enghouse Interactive Agent Evaluation, authorized managers and supervisors can evaluate recorded telephone interactions in a few simple steps. Recorded calls can be randomly selected by Enghouse Interactive Agent Evaluation, or authorized users can elect to manually select calls recorded in Enghouse Interactive Call Recording.

Area Agency on Aging of Southeast Arkansas, Inc.

Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org

709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611

~ CAREGNERS Are" Age11<y on Aging o/So11/heast Arka,wts

Enghouse Interactive Call Recording

Recording and Monitoring

From a single interface, supervisors can live monitor calls in real time, manually initiate recordings, or look-up and listen to recorded calls.

Triggered Recording

Enghouse Interactive Call Recording software can be configured for full-time, on demand, or triggered call recording. Inbound and outbound calls can be recorded based upon a percentage of calls, the telephone number dialed, or the number that the call is received from.

Search

Quickly search and retrieve call recordings through two different mechanisms in the software interface. Recordings can be retrieved through the Recorded Calls tab in the phone view through the "Usage Search" section within the client.

Enghouse Interactive Call Recording software allows managers and administrators to record and monitor calls in real-time, for both local calls and for calls originating at remote locations.

With a click of a button within the Enghouse Interactive Client, users can live monitor any call or instantly create an on-demand recording. From a single interface, managers and administrators can view all users' phone activity and flag calls for easy retrieval.

Enghouse Interactive Call Recording allows managers to:

Evaluate and improve the effectiveness of customer service policies

Ensure employees provide the promised level of customer service

Create the positive customer interactions that are at the heart of a successful business

Enghouse Interactive VoIP call monitoring and recording software solution has proven effective in evaluating and improving employee productivity. Reviewing recorded calls with employees provides managers with a powerful training tool and a concrete, objective measure of employee performance.

Enghouse Interactive allows managers to coach customer service agents with real-life examples of high quality customer interactions and ensure employees are operating at peak productivity.

I

-

64

Appendix G Cisco Unified Communications Manager Information

I I I I I I I I I

CISCO ~ Data Sheet

Cisco Unified Communications Manager 6.1

Product Overview

Cisco® Unified Communications Solutions unify voice, video, data, and mobile applications on

fixed and mobi le networks, delivering a media-rich collaboration experience across business,

government agency, and institutional workspaces. These applications use the network as the

platform to enhance comparative advantage by accelerating decision time and reducing

transaction time. The security, resilience, and scalability of the network enable users in any

workspace to easily connect anywhere, anytime, and anyplace, using any media , device, ·or

operating system. Cisco Unified Communications is part of a comprehensive solution that includes

network infrastructure, security, wireless, management applications, lifecycle services, flexible

deployment and outsourced management options, and third-party applications.

Cisco Unified Communications Manager (formerly known as Cisco Unified CallManager) is the

powerful call-processing component of the Cisco Unified Communications system. It is a scalable,

distributable, and highly available enterprise IP telephony call-processing solution . Customer

needs are continually evolving, and Cisco Unified Communications Manager evolves to meet

those needs. Version 6.1 of Cisco Unified Communications Manager includes features that will

benefit enterprise-sized business customers as well as smaller businesses by increasing

collaboration and access to resources.

What's New in Cisco Unified Communications Manager 6.1

Cisco Unified Communications Manager, Version 6.1 adds to the innovation brought forth in earlier

versions through a set of new features. The features deliver the high end call processing that

enables benefits such as cost savings, productivity, and process transformation that organizations

have come to expect of Cisco Unified Communications Manager.

Faster Access, Improved Collaboration

Cisco Unified Communications Manager 6.1 introduces two new features that help increase

collaboration and improve access to coworkers. The first one is the Join Across Lines feature for

connecting multiple calls or conferences and the second is a Single Button Barge feature that

allows authorized users to enter a call as an additional party by pressing a single key.

Join Across Lines

When the Join Across Lines feature is enabled, users can join calls across different lines that

appear on their phone. The feature enables the executive staff and other users to swiftly connect

different parties into a conversation.

A further refinement of th is feature is a "join-pending" mode. This mode is invoked through a

softkey when there is only one joinable call in progress. In join-pending mode, the primary user is

prompted to join more calls and may complete the joining process as additional calls come in or

are dialed out.

All contents are Copyright © 1992- 2007 Cisco Systems. Inc. All rights reserved. This document is Cisco Public Information. Page 1 of4

Data Sheet

With the Join Across Lines feature, conference chaining is also possible. When two or more calls

are already in a conference, users can chain together conference calls that appear on their

phones.

Single Button Barge

When the Single Button Barge feature is enabled , end users can press a single line key to join a

call in progress. If the line has multiple calls connected , then the authorized users can view the

calls simultaneously on the phone screen and determine which one to enter.

Performance Improvements to Existing Features

The 6.1 release of Cisco Unified Communications Manager also offers the following performance

improvements on the infrastructure side, enabling a more a robust platform for delivering an

efficient and cost-effective communications infrastructure for organizations.

• Callback support for voice gateways: Cisco Unified Communications Manager has long

supported automated callbacks where, for example, Caller A calls Recipient B and , finding

B is busy on another cal l, activates a callback feature for automated connection to

whenever B is available. Such a callback feature is now also available for analog phones in

addition to Cisco IP phones. To avoid situations where , for instance, Caller A might be busy

on another line when the callback is activated, the callback feature now withholds the call

initiation until Caller A is able to receive the call back.

• Session Initiation Protocol (SIP) trunk device identification: Cisco Unified

Communications Manager 6.1 offers improved call admission control (CAC), media

resource selection, call routing, and codec selection through better identification of devices

on SIP trunks. Instead of relying on IP address and signaling port, Cisco Unified

Communications Manager is now able to better identify a device on a SIP trunk even when

a SIP proxy is inserted into the signaling path. The early detection allows for more optimal

use of the bandwidth and network resources.

Localization and Security Enhancements

Thai and Turkish localization is now supported on Cisco Unified Communications Manager 6.1 and

the Cisco Unified IP Phone 7911G, 7941G, 7961G, 7970G, and 7971G models.

A newer version of Cisco Security Agent 5.2 is available on Cisco Unified Communications

Manager 6.1 to monitor and manage security threats. Cisco Security Agent software provides

threat protection for server, desktop, and Point-of-Service (POS) computing systems. This security

software goes beyond conventional endpoint security solutions by providing an industry-leading

defense against targeted attacks, spyware, rootkits, and day-zero attacks.

Features and Benefits

Cisco Unified Communications Manager 6.1 builds on 6.0 by continuing to support the following

features.

All contents are Copyright © 1992- 2007 Cisco Systems. Inc. All rights reserved. This document is Cisco Public Information. Page 2 of 4

Simplified Access to Powerful Call Processing and Messaging for Medium-Sized

Businesses

Data Sheet

Medium-sized business customers will benefit from the ability to run Cisco Unified

Communications Manager and Cisco Unity® Connection on a single Cisco Media Convergence

Server. This compact solution offers reduced complexity and management by providing a single

server for powerful call control and voice messaging requirements. Targeted for customers

requiring support of 150 to 500 users, this solution is designed for simplicity and includes an easy­

to-use configuration tool. Cisco Unified Communications channel partners will particularly benefit

from the new import/export tool, which allows creation of formulaic configurations that can be

duplicated, reducing installation time.

Mobility Features

For businesses with mobile workers, Cisco Unified Communications Manager 6.1 supports Cisco

Unified Mobility. Two key features introduced earlier in Version 6 include the integration of the

Cisco Mobile Connect feature into Cisco Unified Communications Manager software, and the

support of dual-mode devices. Because the Cisco Mobile Connect function is now native to Cisco

Unified Communications Manager software , customers no longer need to purchase the Cisco

Mobile Connect application separately - eliminating the need for an additional server.

With the integrated Cisco Unified Mobility feature, organizations can take advantage of their

investment in call-processing technology to deliver a host of productivity benefits to both mobile

and non-mobile workers. Following are some of the Cisco Unified Mobility capabilities that enable

workers to use devices most convenient for the task, regardless of their location .

• Single Number Reach and a single business voice mailbox: Cisco Unified Mobility

allows workers to consolidate all their incoming business calls into a single business phone

number and receive them wherever they are working. If mobile workers are unable to

answer a call, Cisco Unified Mobility stores the unanswered calls in a single business voice

mailbox on the Cisco Unity® system or other business voicemail system. With Cisco Unified

Mobil ity, workers no longer have to share multiple phone numbers with business contacts

or check multiple voice mailboxes.

• Transparent movement during ongoing calls : Mobile workers in the office often prefer

using a speakerphone or other IP phone services on their Cisco Unified IP phone at their

desk. Cisco Unified Mobility provides transparent transition of ongoing calls from mobile

phones to desk phones, and conversely, so workers can continue a conversation without

needing to hang up even when they switch phones. This approach takes advantage of

least-cost routing of mobile calls across the company's IP communications infrastructure

while in the office.

Support for dual-mode devices will benefit mobile users who move between wireless campus

environments and external cellular network environments. These devices can manually transfer

calls from a cellular Global System for Mobile Communications (GSM) network to an 802.11-based

wireless LAN.

Easy Migration

Cisco offers two deployment models for Cisco Unified Communications Manager: Version 4.3 on

the Windows 2003 OS, and Versions 5.x and 6.x as a Linux-based appl iance model

implementation. Existing customers using earlier versions of Cisco CallManager 4.1 and 4.2 can

upgrade directly to Cisco Unified Communications Manager 6.1.

All contents are Copyright © 1992- 2007 Cisco Systems, Inc. All rights reserved. This document is Cisco Public Information. Page 3 of 4

e1l1,d1, CISCO _

Data Sheet

Ordering Information

To place an order, visit the Cisco Ordering Home Page. To download software, visit the Cisco

Software Center. Cisco Unified Communications Manager can be ordered as an appliance or as

software only in conjunction with MCS and approved third-party platforms. For a listing of those

platforms, please visit

http://www.cisco.com/en/US/products/hw/voiceapp/ps378/prod brochure list.html

Table 1. Ordering Information

Product Name j Part Number

Cisco Unified Communications Manager 6.1 I UNIFIED-CM-6.1

Cisco Unified Communications Services

Cisco and its certified partners can help you deploy a secure, resilient Cisco Unified

Communications solution, meeting aggressive deployment schedules and accelerating business

advantage. Cisco's portfolio of services is based on proven methodologies for unifying voice ,

video, data, and mobile applications on fixed and mobile networks.

Cisco's unique lifecycle approach to services defines the requisite activities at each phase of the

solution lifecycle. Customized planning and design services focus on creating a solution that

meets your business needs. Award-winning technical support increases operational efficiency.

Remote management services simplify day-to-day operations, and optimization services enhance

solution performance as your business needs change.

For More Information

For more information, please contact your local account representative or visit:

http://www.cisco.com/en/US/products/sw/voicesw/ps556/index.html.

Amencas Headquaners C,sco Sys:ems I'><: 170 West Tas-na~ Onve Sa~ Jose. CA 95134-1 706 USA wwwc,sco.com Tel 406 526-4000 800553-NETS(6387) Fax ,os 527-0883

Asia Pac,hc Headquarters c,sco Syste'TIS Inc 168 Robinso~ Road ij28-01 Cop"al Tov.er S1'1gapore 068912 wwwc,scocom Tel --65 6317 7777 Fox • 6563177799

Europe Headquaners Cisco Systems lnrerl'\atlOnal BV Haarterbergpark Haarterborgweg 13-19 t 101 CHA'llsterdam The Netherlands www-europe c:sco com Tel .31 08000200791 Fax -+31O20357 1100

Cisco has more than 200 offices worldwide. Addresses. phone numbers. and fax numbers are listed on the Cisco Website at www.cisco.com/go/offices.

~2001 C,scoSystems 1,-.c All rights '"""'ved CCVP t11e C,sco logo and theC•scoSqoore811dge logoa,e uaoe,n.,r1;so1 Cisco sy,,,eons I<'<: Ct,ano,~ tne way We wa, Lwe Play and Leain IS a se<w:e ma,, ot C.sco Systems Inc a~ Access Reg,suar Aor"""1 SPX. Catalyst CCOA CCDP CC•E CCIP CCNA COP CCSP CISCO lhe CISCO Cer trl>ed tn·orno'.WO! • Excer t logo Cisco IOS Cisco Ploss C,sco Systems. CISCO Syswns capual tho O.sco Sy~eq-~ logo ClSCO u~nv El'\tl'fpft-Se1Solvf:>r E!herCt-a.,nct EU'l(>rfa!;I FrhefSwttcn Fagt Step FO!k>-N ~1 BrO'Nb•OQ For'T\.~O GioaOm,o hO'T'l('I(. nL lnl('f"IPI Ouot1or,f tOS 1Ph0n8 IP/TV 10 E~tl$0 the

~ ,Ologo .O NetRead,ness Sco<ee,ard .O..ickStuay L,qn•Smwn t ~kSVS Mf'e•,OQl'l8Ce MGX Na,won.,ngk&:lemy Ne1NOrl.Reg1s1J81 PIX Pfo(',on"le<Ot ScnptSha<e SMAAlne1 StadW,se l he FastestWavtot"<,reaseVou,

l•)lerrie1 Ouocient and l 1ansPa1h aie 1eg1stered uademarks ot Osco Syott=ims Inc a'ld/or 1t~a1t 1tct1es ,n the United SL:ittK d.,ci certa,o on~ caun·r~s

Ad other trade'TlarkS mcntK>noO 111 this docu-nont oc Website am tnc propenyo1 tt'lelf re!>QeCtlVO OW"'let'S Tne use o11he ......-oro pmtro- docs 'lOt 1mP'y a oar tnofsnip retaIIOl'lSl'\lp octwoc, Osco ana a,y otncr compa-,y (0708R)

Printed in USA C78-436987-01 03/08

All contents are Copyright © 1992- 2007 Cisco Systems, Inc. All rights reserved. This document is Cisco Public Information. Page 4 of 4

65

Appendix H Policy on Attendants

Policy on: Attendants Procedure on:

Date Initiated: 05/21/2014 Page 1 of 2

Purpose: To ensure the mental and physical well-being of a passenger while assuring the safety,

well-being, and comfort of other passengers.

Policy Statement: SEAT is committed to ensuring that all of our clients and passengers are able

to get where they need to go. We recognize that some clients and passengers may need

assistance in order to complete a trip.

Guidelines:

Definition: A “Personal Care Attendant” is defined as any person that is required to

travel with an individual to assure that the individual’s trip can be completed. The

personal care attendant must have the same origination and destination as the client.

Definition: A “Companion” is defined as any person that would like to travel with an

individual, but is not required to assure that the individual’s trip can be completed.

A personal care attendant must be identified when the trip is scheduled with the SEAT

office.

Reservations must be made in advance in accordance with SEAT policy for both the

client and the personal care attendant.

One personal care attendant (per client) may ride at no additional charge while escorting

the client.

A personal care attendant is responsible for loading, securing, or unloading the client.

The Driver must make sure the client and attendant are properly secured in their seats.

SEAT management, at their discretion, may mandate a personal care attendant if the

client’s behavior would normally preclude his/her transport.

Attendants and Companions need to follow the same rules and regulations.

As a general rule, children not accompanied by an adult are transported only on specific

vehicles. Vehicles transporting children have a SEAT Attendant in addition to the Driver.

The Driver is in charge of operating the vehicle and making sure that all safety rules are

followed.

The Driver will write down the head count for the morning drop off and the afternoon

pickup on their timesheet.

The Attendant rides in the rear of the vehicle enabling them to monitor the children’s

transportation.

The Attendant supervises the children by:

Assisting each child on and off the vehicle.

Going with the child to the door of the facility or the child’s home.

Checking to make sure each child is safe and secure frequently, especially when the

vehicle stops.

Watching and controlling behavior problems to protect each child from other children as

well as to control disruptive behavior that may distract the Driver.

Checking to make sure that no child is left on board the vehicle after the last stop in the

morning and afternoon.

Policy on: Attendants Procedure on:

Date Initiated: 05/21/2014 Page 2 of 2

Drivers are to refuse rides to underage passengers who are not with an adult attendant or

are not being transported on a special route with a SEAT Attendant

When an adult passenger needs a personal attendant due to a handicap or disabling

condition, arrangements must be made in advance when scheduling the ride with

Customer Service. The fare is waived for the personal attendant in this case.

If someone is needed to ride with an adult because the passenger does not speak English,

arrangements must also be made with Customer Service. The interpreter riding with the

adult passenger will ride for free. This will be shown on your manifest.

Refer to: Policy on Companions, Policy on making reservations, and Policy on Dealing with

Disruptive Passengers.

66

Appendix I Emergency Preparedness Plan

1

TABLE OF CONTENTS

EMERGENCY PREPAREDNESS PLAN

May 15, 2018

Page

Introduction……………………………………………….. 4

I. Mission Statement…………………………………... 5

II Threats & Precautions………………………………. 5

Natural Disasters……………………………… 5-11

Man-Caused Disasters………………………… 11-13

III Organization………………………………………… 13-14

IV Responsibilities……………………………………… 14-15

V Resources…………………………………………… 16

VI Response Procedures……………………………….. 17-20

Patient-Based Emergencies…………………… 20-23

Agency-Based Emergencies………………….. 23-25

Bomb Threats………………………………… 25-26

Active Shooter……………………………….. 26-29

Pandemic……………………………………... 29-30

2

VII Stabilization & Recovery…………………………… 30-31

VIII Evaluation…………………………………………… 31

APPENDICIES

Appendix I

Earthquake Risk Map……………………………….. 32

Appendix II

Emergency Plan Organizational Chart……………… 33

ATTACHMENTS

Attachment A

Emergency Assistance Team

Attachment B

Agency Telephone Tree by County

Attachment C

Inventory of Facilities and Equipment by County

Attachment D

Agency IS Recovery Plan Contacts

3

Attachment E

Emergency Phone Numbers by City and County

Attachment F

Other Support Agencies

Attachment G

Disaster Forms

Intake

Clean-Up Request

Purchase Voucher

Attachment H

Bomb Threat Checklist

Attachment I

Home Health Flu Pandemic Planning

4

EMERGENCY PREPAREDNESS PLAN

INTRODUCTION

What is an emergency? An emergency is any unplanned event that can

cause death or significant injury to employees, patients or the public; or that

can shut down a business, disrupt operations, cause physical or

environmental damage, or threaten the agency’s financial standing or public

image. Emergencies of all types require prompt, thorough attention. For

Area Agency’s purpose “emergency” is defined as any condition, event or

circumstance that causes some or all Area Agency care/services to patients

to be in any way impeded, interrupted or discontinued for a period of greater

than 24 hours.

Emergencies may include but are not limited to man-caused and/or natural

disasters, industrial accidents, communication system failures, loss of

personnel and damage to the agency’s buildings.

This emergency preparedness plan is designed to better prepare the agency

and its employees to handle all types of emergencies. It is the intent of this

plan to outline basic procedures; however, each occurrence is unique and

will be evaluated and handled to the extent necessary. Developing the plan

is only one part of the overall process. Training, conducting drills, testing

equipment and coordinating activities within each community are other

important functions.

As with all emergencies, there are some basic requirements to ensure a safe

recovery.

Remain calm. In a time of emergency, taking proper action may save

your life. Take time to think, and then act as the situation calls for.

Advance planning is crucial. Don’t expect to pick up this plan after

an emergency occurs and be able to respond appropriately.

Everyone should know what warning signals are being used in each

community, what they sound like, what they mean and what actions to

5

take when they are sounded. This also includes warnings and alerts

from the National Weather Service.

The most important emergency supplies to keep on hand are bottled

water, canned or sealed package foods that do not require refrigeration

or cooking, manual can opener, medicines and a first aid kit, blankets

or sleeping bags, flashlights or lanterns, battery-powered radio and

plenty of fresh batteries.

This plan will be evaluated following each emergency, and evaluated

and updated at least annually.

MISSION STATEMENT

To maintain a constant quality level of service to clients during

emergency situations through advance planning, staff training and

coordination with other community agencies.

THREATS AND SAFETY PRECAUTIONS

Threats to the residents of Southeast Arkansas are divided into two

categories, Natural and Man-caused; however, the list is not all-

inclusive.

A. NATURAL DISASTERS

1. Tornadoes – These storms are normally associated with a

squall line or a fast moving cold front and are identified

by an intense circular flow of air with an area of

extremely low pressure at their centers. Tornadoes can

occur at any time, but in Arkansas, statistics show they

are most likely between 3 and 10 p.m. and during the

months of March, April, and May.

Tornadoes are extremely dangerous and can destroy or

make uninhabitable almost any structure in their paths.

6

Tornado watches indicate that conditions are favorable

for tornado development. You should begin thinking

about what you would do if threatened by a tornado.

Tornado warnings mean a tornado has been sighted in

your area. If you are in the path of the storm, you should

take action immediately. If you are in a permanent

home, go to the inner most room, hallway or closet.

Avoid windows and chimneys. Cover your head with a

blanket or get under a heavy piece of furniture. If you

are in a mobile home, evacuation is a must. Go

immediately to a permanent building. If there is not one

available, go to a ditch or ravine and cover your head.

Do not get in your car when a tornado is approaching.

Auditoriums, cafeterias and gymnasiums that are covered

with a flat, wide-span roof are not considered safe.

2. Thunderstorms – These storms can occur during every

month of the year and can be associated with frontal

systems or as air-mass thunderstorms caused by solar

heating. They are not as dangerous as tornadoes, but

their winds may topple trailers, rip off house roofs, block

roads and streets with fallen trees and may also cause

heavy hail and lightning damage.

Be alert to changing weather conditions and be prepared

in the event these storms develop into more serious

weather.

3. Floods – Two types of floods may threaten Southeast

Arkansas; flash floods and general floods. Every

community has areas prone to flooding.

Flash floods are characterized by a very rapid rise in water level

and are caused essentially by a heavy rain falling too fast to be

accommodated by creeks and streams.

Flash flooding potential may be forecast for a general area but

actual rainfall may fluctuate widely in a short distance. Flash

7

flooding may occur at any time, but is normally experienced in

spring or late fall months.

If you see any possibility of a flash flood occurring where you

are, move immediately to a safer location, and then notify your

local authorities of the danger.

General floods are normally confined to larger streams and

result from sustained moderate to heavy rain over a period of

several days. The Arkansas River, Bayou Bartholomew and

other rivers and low-lying areas near creeks are threats under

conditions of sustained precipitation. General floods can

usually be forecast by Weather Service and Corps of Engineers

river forecasters and normally do not endanger life, whereas

flash flooding can occur with little or no warning and may

endanger lives. Both types of flooding cause evacuation of

homes, damage to roads and bridges, agricultural losses and

damage or destruction of buildings.

In the case of either type of flooding, do not attempt to drive

your car or walk into a flooded area.

If you are asked to evacuate, remember:

a. Follow the instructions and advice of your local

government officials.

b. Secure your home before leaving. If possible, take

pets with you, as you may be away from home for a

lengthy time.

4. Snow and Ice Storms – Heavy snow and/or ice storms

may occur during the period from December through

February. The Weather Service usually is able to provide

six to twelve hours advance warning for such storms.

Hazards associated with snow and ice storms include

blocking of highways, interruption of electrical power,

damage to timber and structural damage caused by the

weight of ice and snow. Statistics show an average of

two damaging snows and/or ice storms occur per winter.

8

If you live in a rural area, make sure you could survive at

home for a week or two in case a storm isolates you.

5. Heat Wave – The elderly are extremely susceptible to

unusually hot temperatures (100 degrees or more for an

extended period of time). Health effects are particularly

severe because people do not have time to adjust to the

drastic elevations in temperature. July and August are

high-risk heat wave months in Southeast Arkansas. A

heat emergency exists any time the air temperature is 100

degrees or more for three (3) consecutive days (based on

National Weather Service recorded temperature). The

heat emergency will cease to exist when the temperature

drops below 100 degrees for three (3) consecutive days.

During extremely high temperatures, older persons

should:

a. Avoid unnecessary exposure to heat. Keep air

circulating with fans. Fans must be used in

conjunction with air conditioners or fresh

outside air to be effective.

b. Avoid excessive exertion, especially during the

hot part of the day.

c. Avoid direct exposure to the sun. Wear a hat

and loose, cotton clothing.

d. Drink extra amounts of fluids and reduce your

intake of salt.

e. Avoid excessive use of alcohol.

f. Pay attention to warning signs related to

overexposure to heat:

1. Muscle cramps

2. Nausea and vomiting

3. Fatigue

9

4. Headache

5. Dizziness

6. Mental confusion

7. Convulsions

If you or someone you know becomes too hot and

suffers from any one of these symptoms, contact

your doctor immediately.

6. Exposure to Extreme Cold (Hypothermia) – Exposure to

extreme cold weather can be just as dangerous as extreme

hot weather. Hypothermia is a condition of below

normal body temperature. Persons most likely to develop

accidental hypothermia are the chronically ill, the poor

who cannot afford heat and those who do not take normal

steps to keep warm. The only sure way to detect

hypothermia is to take your temperature. Be sure and

shake the thermometer down well. If the body

temperature is below 95 degrees F, or does not register,

get medical help immediately.

During cold weather older persons should:

a. Dress warmly even when indoors, eat enough

food and stay as active as possible.

b. Keep warm in bed by wearing enough clothing

and using blankets.

c. If you take medication for anxiety, depression,

nervousness or nausea, ask your doctor if it

might affect the control of body temperature.

d. Ask friends or neighbors to look in on you once

or twice a day.

Pay attention to warning signs of hypothermia:

1. Unusual change in appearance or

behavior.

10

2. Slow and sometimes irregular

heartbeat.

3. Slurred speech.

4. Shallow, very slow breathing.

5. Sluggishness and confusion.

If you notice any of these symptoms during extreme cold

weather, notify the person’s doctor at once. The best

treatment is re-warming under the supervision of a

doctor, preferably at a hospital.

7. Earthquakes – Arkansas lies on two faults that could

cause minor damages. See earthquake risk map for

Arkansas. (Appendix I)

As with all disasters, you should be prepared in advance,

but this is especially important with an earthquake. The

first thing that will happen after the quake is

disconnection of all utilities to the affected area. If you

don’t have water and ready-to-eat food on hand, you will

not be able to remain at home.

Unlike tornadoes, there is only a several hour warning

period at best. If your house begins to shake, go to an

interior wall or doorway that is well supported or get

under a heavy piece of furniture. If you can’t move, sit

down where you are until shaking stops. Cover your

head and face with your arms. The greatest danger is

when equipment and non-structural elements such as

ceiling, partitions, windows and lighting fixtures shake

loose. If you are outside, move away from buildings,

overhead wires and windows.

Once it is safe to move about, be sure and put on hard or

rubber soled shoes, as there will probably be a lot of

broken glass and other debris that could injure your feet.

11

8. Droughts – Southeast Arkansas has suffered from

droughts in the past and will again in the future. Since a

drought situation develops gradually, possibly over a

period of several years, they are very difficult to forecast.

Hazards include shortage of water for both human and

cattle consumption, for industrial use and for crops. Risk

of forest and range fires increase as water to fight these

and conventional fires become scarce. Local

governments may issue burning bans during these severe

times.

B. MAN-CAUSED DISASTERS

1. Transportation Accidents

a. The Union Pacific & Cotton Belt railways and

numerous U.S. and State highways pass through

southeast Arkansas. Accidents involving hazardous

material are occurring with increasing frequency and

not only threaten population along these major arteries

but along every road in the State. Hazardous

materials are substances that are either flammable or

combustible, explosive, toxic, noxious, corrosive,

oxidizable, an irritant or radioactive. Examples of

hazards include danger of explosion, spills of

radioactive material and leakage of toxic liquids and

gases requiring evacuation of local, downwind

population and action to prevent pollution from

spreading into streams.

b. Aircraft accidents present no serious hazard to

southeast Arkansas with the exception of crop duster

aircraft. These aircraft many times are carrying

highly toxic insecticides that could present a serious

hazard to rescuers at a crash site and to persons in the

close vicinity of a crash.

12

Any of these disasters would result in evacuation. As

with flood evacuations, be prepared to be away from

your home for an indefinite period of time.

2. Fire – This is the most common of all disasters and the

most preventable. Local fire departments generally will

advise and in some cases, install smoke detectors in

individual homes. Other precautionary measures include

planned and practiced fire drills and fire extinguishers.

Fires present two problem areas in southeast Arkansas:

a. Forest and range fires may threaten extensive damage

to timber and rural residences. Local fire departments

seldom have the capability to fight these fires, but the

State Forestry Commission does have fire fighting

units and personnel able to cope with such situations.

The high-risk forest and range fire season in southeast

Arkansas is from October through November and

February through March.

b. Structural fires in municipalities are normally handled

by local fire departments. In certain cases involving

industrial fires or if a fire spreads to several buildings,

mutual support between communities and help from

county or State resources may be obtained.

3. Chemical Disaster – With the Pine Bluff Arsenal located

in Jefferson County, there is both the risk of a chemical

disaster from the stockpile of binary weapons stored at

the facility and a remote risk of a nuclear or terrorist

attack. As with transportation-related accidents,

evacuation will most likely be the necessity depending on

how close you live to the spill or leak. The Pine Bluff

Arsenal has identified evacuation and treatment

procedures for persons living within a 62-mile radius of

its facility. With chemical disasters, there is both a

danger of airborne contamination and physical contact

with your skin. Because of the secrecy behind these

chemicals and the operations at the Arsenal, many people

13

fear mass hysteria might hamper evacuation and

treatment. This demonstrates the need for advance

preparation – knowing what to do and being ready to do

it at a moment’s notice.

4. Explosives – Although the threat of terroristic bombings

is possible, the likelihood is minimal. However, the

potential for other types of explosives exists everywhere.

Pipelines in the area may present a serious hazard if there

is a leak or break in lines. Hazards include risk of an

explosion and danger to persons breathing fumes from a

pipeline break. These can affect not only occupants of

these buildings but also residents. With explosives,

intervention may be necessary to evacuate or treat

injuries-on-site.

5. Technological - Includes emergencies that cause any

interruption or loss of a utility service, power source, life

support system, information system or equipment needed

to keep the agency in operation. A loss of electricity

and/or telephone system can be devastating to the

Agency. The availability of cellular phones can relieve

the worry somewhat, but can’t be relied upon for

extended use. Depending on the type of emergency,

these phones may also be unavailable.

ORGANIZATION

The Area Agency on Aging of Southeast Arkansas will have an

emergency assistance team prepared at all times to respond to

the needs of the elderly and agency service affected by an

emergency.

The Emergency Assistance Team of the Area Agency will

consist of the following:

A. Executive Director

B. Director of Fiscal Operations

14

D. Transportation Officer

E. Senior Center Coordinator

F. Home Health Care Coordinator

G. Home Health Care Specialist

H. Information Systems Administrator

I. Housing Project Officer

J. Occupational Health/Infection Control Nurse

The names, addresses, work and home phone numbers of the

team are listed in Attachment A.

Depending upon the location and extent of the emergency, the

following will become the backup for the above team.

A. County Supervisors

B. County RN/LPNs

C. County CSMs

D. Senior Center Mangers

E. Housing Managers

IV. RESPONSIBILITIES

A. Executive Director

1. Determine when agency should become involved in

an emergency or disaster and notify team.

2. Initiate Emergency “Telephone Tree” as needed.

3. Oversee the emergency team.

4. Serve as public information spokesperson.

5. Conduct employee briefings.

6. Request financial assistance from appropriate sources.

7. Authorize emergency-related expenditures for the

agency.

15

8. Determine staff needed and make job assignments.

9. Coordinate agency assistance with other federal, state

and local organizations.

In the event the Executive Director

is unavailable, the chain of command within the

agency’s organizational structure will be followed.

See attached emergency staff organizational chart.

(Appendix II)

B. EMERGENCY TEAM DUTIES

1. Participate in required emergency preparedness

training.

2. Review and update plan at least annually.

3. Each department officer will initiate contact with

appropriate back-up staff in affected area (s).

4. Conduct and document incident investigation.

5. Record and document damage with photographs or

videotape.

6. Establish separate accounting records for damage-

related expenditures.

7. Secure incident scene and undamaged property

belonging to the agency.

8. Notify insurance agency and meet with adjusters.

9. Evaluate and restore communication capabilities, if

necessary.

10. Record and follow-up on all injuries.

16

11. Negotiate agreements with local businesses to honor

agency vouchers.

V. RESOURCES

A. Area Agency (Internal)

1. Services:

a. Emergency first aid

b. Personal Care

c. Food

d. Shelter

e. Transportation

f. Emergency prescription drugs

g. Wheelchairs, walkers, crutches, hospital beds, etc.

h. Counseling

i. Minor home repair

j. Chore services and debris removal

2. Funds

a. Title III of the Older Americans Act

b. NSIP Cash

c. State General Revenue

d. Title XIX of the Social Security Act

e. Donations and contributions

3. Staff

a. Emergency Assistance Team

b. Local Emergency Team Back-Up. (See Telephone

Tree, Attachment B).

B. Other agencies – See Attachment F (External)

1. Office of Emergency Services

2. National Guard

3. Red Cross

4. Salvation Army

5. Police & Fire Departments

6. Emergency Medical Services

17

7. Hospitals

VI. RESPONSE PROCEDURES

Immediate response is crucial during an emergency. In order

for the agency to mobilize staff and respond, early

communication regarding an emergency situation is essential.

Additionally, home and cell phone numbers of key staff are

printed in this plan as Attachment B, Telephone Tree.

1. Any individual, employee or general public, is

encouraged to notify the agency when an emergency

situation occurs in southeast Arkansas.

If a local staff member is the first to learn of an

emergency situation, the Executive Director 1should be

notified immediately. If the Executive Director cannot

be reached, the local staff member should try the other

emergency team members until one is contacted. It is

then the responsibility of the contacted team member to

determine if an emergency exists and that the plan is to

be implemented.

2. If an emergency is “declared” by the Executive Director,

all AAASEA personnel are immediately notified by the

most practicable means. During business hours this is

normally simple. During non-business hours,

communications may be more difficult. Attachment B,

AAASEA’s Emergency Telephone List, is a “telephone

tree,” enabling staff members to “pass down” messages

to each other. By prearrangement, this permits an “on

alert” status for AAASEA personnel so that they may be

given assignments, remain near reliable communications

equipment, or otherwise remain reachable and available

to the Executive Director or his/her assignee.

The Emergency Telephone List (Attachment B) is the

primary basis for intra-agency communication during

1

18

non-business hours. As applicable, it is used for

telephone, facsimile, and electronic mail. In the event of

telephonic communications outages, alternative means,

e.g., friends and relatives with functional phones, ham, or

citizen-band radios may be used. (Provisions for such

necessities are particularly appropriate for areas, e.g.,

where earthquakes and/or forest fires are prevalent.)

If emergency conditions are suspected during non-

business hours or when staff members are at patient’s

homes, for example, they may call in to the Executive

Director (at the office or at home) to determine the status

of the situation. It is, however, the responsibility of the

Executive Director to start the telephone-tree calling

chain.

Also included on the Emergency Telephone List are the

names and telephone numbers of key emergency services

providers in and around AAASEA’s service area,

including police, fire, EMS services, National Guard

units, civilian neighborhood watch groups, and others

resident in or near to AAASEA’s service area. The

Executive Director is responsible for informing or

utilizing such alternative sources, depending on his/her

estimate of the situation.

Copies of the Emergency Telephone List (see

Attachment B) are provided to all members of the

Emergency Assistance Team and county department

managers, with the requirements that they keep a copy

each, in their homes, cars, workstations, and/or business

vehicles. This list is to be treated as highly confidential,

so that staff members with unlisted numbers are

protected. New names and phone numbers are added at

periodic intervals.

When the team arrives, they will establish a base in or

near the affected area with easy access by the elderly

(when possible and feasible, in the senior citizen center).

The back-up team members in the area will report to this

19

base for instructions. If a federal disaster is declared, the

base will be staffed during the total time the disaster

center is operational, or until needs of affected elderly

have been satisfied according to the Executive Director’s

evaluation of the situation.

An emergency kit is stored at the Area Agency office in Pine

Bluff. Its contents include:

1. A current copy of this plan

2. Supply of forms:

a. Emergency Intake

b. Voucher Forms

c. Clean-up Requests

d. Fax Transmittals

e. Emergency hiring packets

3. Office Supplies:

a. Paper g. Scissors

b. Paper clips h. Pens & pencils

c. Letterhead i. Name tags

d. Stapler & staples j. Business cards

e. Envelopes k. Index cards

f. Rubber bands l. Tape

4. Time Cards

5. Flashlights

6. Battery-powered radio

7. Batteries for flashlight and radio

8. Tape Measure

9. Camera and Film

10. First Aid Kit

20

11. Calculator

A member of the team will be responsible for taking the kit to

the affected area meeting location.

Each team member will be assigned specific duties from the

base station. Possible duties may include, but not be limited to:

1. Assess damaged areas

2. Make home visits and complete intake forms

3. Check on whereabouts of clients

4. Provide information and assistance

5. Assist other agencies as needed

6. Coordinate transportation

7. Provide case management

Each team member is capable of handling any of the above

duties. The extent of the emergency will determine who does

what.

The emergency team will remain on the scene until the

Executive Director determines they are no longer needed.

In the event of a federal disaster, the Federal Emergency

Management Administration will be called in. AAASEA

involvement will be contingent on decisions made by FEMA.

There are three types of emergencies, patient-based, agency-

based and pandemic. The following outlines the agency’s

response procedures for all three.

21

A. PATIENT-BASED EMERGENCIES

Emergencies are especially hard on older, frail persons

living on fixed incomes in isolated rural areas. With a

large portion of southeast Arkansas made up of these

individuals, agency staff must be prepared for all types of

emergencies that can affect the lives of older persons.

Patient emergency priorities are determined at patient’s

admission to care/service, or at re-assessment.

1. Upon admission, each patient’s care needs during an

emergency are reviewed and ranked. Results of

“scoring” are posted to the Plan of Care, with copies

maintained by the County Supervisor/RN.

2. Scoring of priorities is judged on the basis of need,

e.g., equipment requirements, health risk, and

frequency of in-home visits ordered, and may be both

subjective and objective. Objective scoring includes

review of emergency checklist as follows, for

example:

a. Mobility level of patient;

b. Medical diagnosis of patient;

c. Patient’s plan of care;

3. Subjective scoring evaluation is also determined at the

patient’s admission. This is based primarily upon

patients’ observed condition, availability of AAASEA

resources, and other known considerations.

4. Scores are as follows:

1. Bedfast

2. Walks with help

3. Walks without help

The County Supervisor/RN insures to the extent

practicable that necessary care/service continues during

22

an emergency. When communications and reasonable

means of transportation are available, staff members

carry out assigned tasks in a manner as close as possible

to non-emergency conditions. In the event that an

emergency prevents normal communications,

transportation, or reasonable alternatives, and AAASEA

cannot provide some or all necessary services, AAASEA

uses its best efforts to employ alternative resources, as

required.

If an emergency prevents normal communications among staff,

staff uses alternative resources to the best of its ability. Staff

members first exhaust telecommunications options provided by

the Emergency Telephone List, as above.

1. In the event that all electronic means fail, however, staff

members are provided standing instructions about key

locations at which to report for work, e.g., AAASEA

offices (primary), and at least one alternative such as a

Post Office, Library, or other public location. Each

facility will determine an alternate location and

communicate it to employees. 2. In the event that an emergency prevents or impedes

normal methods of travel, staff is instructed to use

alternative resources to the best of its ability.

AAASEA, in conjunction with Emergency Preparedness

Coordinator, insures that all staff members are totally familiar

with the Plan, and that distributed materials relative to the Plan

are in the hands of each as required.

The Emergency Preparedness Coordinator conducts

preparedness reviews with all AAASEA staff members.

Review may employ spot quizzes, call-up exercises using the

Emergency Telephone List, or such other devices as

appropriate. Newly hired staff are to be familiar with the Plan

during orientation.

1. Preparedness reviews are conducted in accordance with

policies and procedures covering in-service training, and

23

recorded on associated training records (e.g., such

reviews are at least part of AAASEA’s annual “in-

service” program; reviews may be conducted more

frequently).

Each employee that provides a patient service is responsible for

checking on said patients in the event of an emergency. If it is

not possible to do so by telephone, a personal visit is required.

If an employee is unable to make contact with any patient, this

must be reported to their supervisor immediately.

Additionally, older persons who are not patients of the agency

may need assistance. Other sources to help locate these people

are mail carriers, utility meter readers, grocery stores that

deliver and church groups that visit shut-ins. Do not expect

local law enforcement to be available if emergency is

widespread.

Within the first 24 hours after an emergency, each department

within the agency must report the following information to the

Emergency Assistance Team:

1. Type of emergency

2. Specific location

3. Number of affected older persons – patients and others

4. Kind of services needed

B. AGENCY-BASED EMERGENCIES

The agency has four buildings/offices in Pine Bluff, which

house all fiscal and program records for services provided,

throughout the 10-county area of southeast Arkansas. The

agency has ten county offices, and fourteen senior centers

which all contain patient records. The agency also owns and

operates fourteen Section 202 Housing complexes in Southeast

Arkansas. Client files at these satellite locations are secured in

locked cabinets and/or offices. Some billing, fiscal,

programmatic and payroll records are maintained on a computer

network housed at the agency office in Pine Bluff. Some

24

software is not housed here- eSolutions is off campus and so is

Harmony.

The Information System Department disaster recovery plans

consist of image based disk to disk backups with automated

offsite replication, annual disaster recovery tests and power

restoration plans. Attachment D is a list of Information System

Recovery Plan Contacts, along with data information and back-

up procedures.

Bare metal, disk to disk backups are replicated offsite

automatically. Offsite backups can be restored in the cloud to

allow limited functionality in the event of a disaster. In

addition, local backups are stored locally and can be used if

available. Offsite backups can be shipped via a hard disk

within 24 hours and restored to a recovery server when the

disaster recovery location is ready.

The Information Systems Department has developed disaster

recovery plans for each server. With these plans, the IS

department can quickly restore an operating system to the

recovery server. The disaster recovery plans are a combination

of Information System Documentation, power restoration

documentation, server installation procedures, and server

hardware information packets with drivers and utilities. IS

department simulates disaster recovery by performing disaster

recovery tests. The drills are based on server installation

procedures and data restoration procedures from backup.

Power can be restored during power outages using the generator

connected to the Administration building next to the utility

shed. The generator is connected to the electrical circuits

running in the Information Systems Server Room. The

following components of the Server Room are connected to the

generator:

Phone System

Most Servers

25

LED Lights

In addition to the procedures listed above, the phone system has

been configured for real time failover in the event of a system

effecting event at the main location. A secondary call manager

located at the 8th Street office will handle all incoming and

outgoing calls in the event of a failure of the main call

processing hardware/software. Procedures to re-rout the current

AT&T voice services to the 8th street location must be

followed if the event affects those services.

C. BOMB THREATS

Most bomb threats are received by phone. Bomb threats are

serious until proven otherwise. Act quickly, but remain calm

and obtain information with the checklist, see Attachment H

If a bomb threat is received by phone:

1. Remain calm. Keep the caller on the line for as long as

possible.

DO NOT HANG UP, even if the caller does.

2. Listen carefully. Be polite and show interest.

3. Try to keep the caller talking to learn more information.

4. If possible, write a note to a colleague to call the

authorities or, as soon as the caller hangs up, immediately

notify them yourself.

5. If your phone has a display, copy the number and/or

letters on the window display.

6. Complete the Bomb Threat Checklist (Attachment H)

immediately. Write down as much detail as you can

remember. Try to get exact words.

7. Immediately upon termination of the call, do not hang up,

but from a different phone, contact Federal Protective

Service (FPS) 1-877-437-7411 immediately with

information and await instructions.

If a bomb threat is received by handwritten note:

26

Call 911

Handle note as minimally as possible.

If a bomb threat is received by e-mail:

Call 911

Do not delete the message.

Signs of a suspicious package:

No return address Poorly handwritten

Excessive postage Misspelled words

Stains Incorrect titles

Strange odor Foreign postage

Strange sounds Restrictive notes

Unexpected delivery

DO NOT:

Use two-way radios or cellular phone; radio signals have

the potential to detonate a bomb.

Evacuate the building until police arrive and evaluate the

threat.

Activate the fire alarm.

Touch or move a suspicious package.

D. ACTIVE SHOOTER

Quickly determine the most reasonable way to protect your own life.

Remember that customers and clients are likely to follow the lead of

employees and managers during an active shooter situation.

1. EVACUATE If there is an accessible escape path, attempt to

evacuate the premises. Be sure to:

Have an escape route and plan in mind

Evacuate regardless of whether others agree to follow

Leave your belongings behind

Help others escape, if possible

Prevent individuals from entering an area where the

active shooter may be

Keep your hands visible

Follow the instructions of any police officers

27

Do not attempt to move wounded people

Call 911 when you are safe

2. HIDE OUT If evacuation is not possible, find a place to hide

where the active shooter is less likely to find you. Your hiding place should:

Be out of the active shooter’s view

Provide protection if shots are fired in your direction

(i.e., an office with a closed and locked door)

Not trap you or restrict your options for movement

To prevent an active shooter from entering your hiding place:

Lock the door

Blockade the door with heavy furniture

If the active shooter is nearby:

Lock the door

Silence your cell phone and/or pager

Turn off any source of noise (i.e., radios, televisions)

Hide behind large items (i.e., cabinets, desks)

Remain quiet

If evacuation and hiding are not possible:

Remain calm

Dial 911, if possible, to alert police to the active

shooter’s location

If you cannot speak, leave the line open and allow the

dispatcher to listen

3. TAKE ACTION AGAINST THE ACTIVE SHOOTER

As a last resort, and only when your life is in imminent danger,

attempt to disrupt and/or incapacitate the active shooter by:

Acting as aggressively as possible against him/her

Throwing items and improvising weapons

Yelling

Committing to your actions

28

Law enforcement’s arrival

Law enforcement‘s purpose is to stop the active shooter as soon

as possible. Officers will proceed directly to the area in which

the last shots were heard.

Officers usually arrive in teams of four (4)

Officers may wear regular patrol uniforms or external

bulletproof vests, Kevlar Helmets and other tactical

equipment

Officers may be armed with rifles, shotguns, handguns

Officers may use pepper spray or tear gas to control the

situation

Officers may shout commands, and may push individuals

to the ground for their safety

How to react when law enforcement arrives:

Remain calm, and follow officers’ instructions

Put down any items in your hands (i.e., bags, jackets)

Immediately raise hands and spread fingers

Keep hands visible at all times

Avoid making quick movements toward officers such as

attempting to hold on to them for safety

Avoid pointing, screaming and/or yelling

Do not stop to ask officers for help or direction when

evacuating, just proceed in the direction from which

officers are entering the premises

Information to provide to law enforcement or 911operator:

Location of the active shooter

Number of shooters, if more than one

Physical description of shooter/s

Number and type of weapons held by the shooter/s

Number of potential victims at the location

The first officers to arrive on the scene will not stop to help

injured persons. Expect rescue teams comprised of additional

officers and emergency medical personnel to follow the initial

29

officers. These rescue teams will treat and remove any injured

persons. They may also call upon able-bodied individuals to

assist in removing the wounded from the premises.

Once you have reached a safe location or an assembly point,

you will likely be held in that area by law enforcement until the

situation is under control, and all witnesses have been identified

and questioned. Do not leave the safe location or assembly

point until law enforcement authorities have instructed you to

do so.

C. PANDEMIC

What is a pandemic? A pandemic is a global disease outbreak;

a new virus emerges that spreads easily from person-to-person,

for which people have little or no immunity, and for which

there is no vaccine. The impact could lead to high levels of

illness, death, social distress and economic loss and /or

interruption of basic services.

During the annual fall and winter influenza season, older

individuals and persons with chronic illnesses are at greater risk

of illness and mortality. Symptoms are as follows:

1. Fever;

2. Plus one of the following;

Sore throat

Cough

Shortness of breath.

Influenza transmission is most commonly spread by close

contact (i.e. exposure to large respiratory droplets, direct

contact, or near-range exposure to aerosols.) Droplet

transmissions are generated primarily through coughing,

sneezing, and talking. Direct contact involves skin-to-skin

contact or through indirect contact with viruses in the

environment (See Attachment I). Failure to properly evaluate

patients could result in the disease spreading rapidly to staff and

their families. Once a positive diagnosis has been made, notify

the Emergency Preparedness Coordinator so proper authorities

30

can be contacted with accurate information regarding the

Agency.

Any staff suspected to have the virus and/or symptoms of the

pandemic, whatever it may be, and not reporting to work must

contact their supervisor with their doctor’s diagnosis and plan

or release of care. All staff is expected to report to work, unless

contacted by their supervisor.

Annual vaccinations for employees are encouraged in hopes

that it will provide crossover immunity should a new flu virus

emerge. In case of a pandemic, vaccine distribution will be

determined by the Centers for Disease Control and the

Department of Health and reassessed if necessary to ensure

proper allocation to the affected areas.

Cross-training of employees is imperative to sustain the Agency

and its role in the community. The Emergency Assistance

Team is outlined in Attachment A, with a Local Emergency

Back-Up team as outlined in the Telephone Tree, Attachment

B.

VII. STABILIZATION AND RECOVERY

Often times the after effects of a disaster can be as traumatic as the

disaster itself. At this time, along with the local back-up staff, the

advocacy and outreach components will begin action, assessing the

aftershock and assisting where possible. Stabilization of an

emergency situation can take anywhere from 24 hours to 2 months

depending on the scope of involvement.

During the recovery process, once immediate, emergency needs have

been met, persons affected will be re-visited to assess long-term

needs. Documentation of services provided is necessary to avoid

duplicating services.

Throughout the assistance period, statistics will be maintained as

follows:

1. Number of elderly that were affected by the emergency?

31

2. A general statement of the impact the emergency had on the

elderly.

a. If any nursing homes were affected in the area;

b. If any retirement homes were affected, and;

c. If any elderly living in mobile homes or travel parks were

affected.

3. Extent of damage to the property of the elderly?

4. Number of elderly killed?

5. Number of elderly injured?

6. Number evacuated?

7. What are the service providers doing for the victims?

8. Are the local Red Cross and other local, or State agencies

providing help to elderly victims?

A complete assessment report will be prepared by the emergency team

for submission to the Division of Aging and Adult Services and any

other agency that requests a copy.

VIII. EVALUATION

Immediately following any emergency as defined by this plan, an

evaluation will be conducted by the Emergency Assistance Team. At

a minimum, the team will review:

1. Communication

2. Staff response

3. Coordination with other agencies

4. Patient satisfaction

Based on this evaluation, the plan will be updated as needed.

Regardless of implementation of the plan, at least annually the

Emergency Preparedness Coordinator will review and update the plan

as needed.

32

Appendix I

Maximum Predicted Earthquake Intensities for Arkansas (Modified Mercalli Scale)

*Estimated Populations at risk = Counties Rate VIII and above Total Estimated Population at Risk= 679,101

Estimates are made for the United States, areas within the United States, and Puerto Rico. The frequency of estimates and availability of

demographic detail vary by geographic level. The schedule of releases are availab le at http://www.census.gov/popest/topics/.

Based on 2004 Estimated Census Data, Source US Census Bureau

33

Insert

Organizational

Chart

Here

ATTACHMENT A

EMERGENCY ASSISTANCE TEAM

DISASTER COORDINATORS

James Word, Executive Director

Area Agency on Aging of SE Ark.

P.O. Box 8569

Pine Bluff, AR 71611

Work: 870-543-6300

Personal Cell phone: 870-550-3861

Agency Cell Phone: 870-329-4738

Home: 870-536-4657

Twyla Jamerson, R.N.

Occupational Hlth/Infection Control RN

Agency Cell Phone: 870-550-6730

Home/Cell phone: 870-692-6086

DISASTER TEAM

Lillian Arnold, R.N.

Home Care Manager I

Agency Cell Phone: 870-329-4920

On Call #: 870-329-4920

Home: 870-535-1329

Personal Cell phone: 870-717-8151

Tony Barr, Transportation Officer

Personal Cell Phone 870-692-1456

Agency cell phone: 870-329-4992

Kathy Tynes

Director of Fiscal Operations

Personal Cell phone: 870-540-6289

Kedrick Jones

IT Specialist SEAT

Agency cell phone: 870-550-1680

David Kelly, R.N.

Home Care Manager III

Work: 870-367-9873

Agency cell phone: 870-329-4734

Home: 870-367-8668

Kay Newton

Home Care Manager III

Agency cell phone: 870-619-4514

Home/Cell phone: 870-370-1288

ATTACHMENT B

TELEPHONE TREE

ATTACHMENT C

INVENTORY OF FACILITIES AND EQUIPMENT

LOCATION: ARKANSAS COUNTY

DeWitt Senior Center Stuttgart Senior Center

205 S. Main 811 S. Buerkle

DeWitt, AR 72042 Stuttgart, AR 72160

870-619-2311 501-235-8555

Home Health Office Heritage Manor of Stuttgart

807 S. Main 130 Commercial Drive - B

Stuttgart, AR 72160 Stuttgart, AR 72160

870-663-4161 501-508-4944

Fax 870-663-0262

MEAL PREPARATION ABILITY – No center has full-service kitchen capabilities.

LOCATION: ASHLEY COUNTY

Crossett Senior Center Hamburg Senior Center

1208 Pine St. 1406 N. Main

Crossett, AR 71635 Hamburg, AR 71646

870-364-6915 870-853-2467

Heritage Manor of Wilmot Heritage Manor of Crossett

404 S. Second 1573 Hwy 52 West

Wilmot, AR 71676 Crossett, AR 71635

870-473-2328 870-364-5814

Home Health Office William “Bill” Sanders Manor of Crossett

208 N. Alabama 2310 Main St.

Crossett, AR 71635 Crossett, AR 71635

870-364-7788 870-364-6451

Fax 870-364-8144

MEAL PREPARATION ABILITY - Crossett Center has full service kitchen.

LOCATION: BRADLEY COUNTY Warren Senior Center Home Health Office

96 Etheridge St. 96 Etheridge St.

Warren, AR 71671 Warren, AR 71671

870-226-3710 870-226-5769

Fax 870-226-5009

MEAL PREPARATION ABILITY - No center has full service kitchen.

LOCATION: CHICOT COUNTY

Dermott Senior Center Eudora Senior Center

201 N. Freeman 101 Park Place

Dermott, AR 71638 Eudora, AR 71640

870-538-3952 870-222-3204

Lake Village Senior Center Home Health Office

751 N. Lakeshore Dr. 114 N. Chicot

Lake Village, AR 71653 Lake Village, AR 71653

870-265-3035 870-265-3841

Fax 870-265-5240

Heritage Manor of Eudora

2105 Highway 65S

Eudora, AR 71640

870-501-5573

Heritage Manor of Dermott

1104 S. Trotter

Dermott, AR 71638

870-538-5541

MEAL PREPARATION ABILITY - No center has full service kitchen.

LOCATION: CLEVELAND COUNTY

Rison Senior Center Home Health Office

730 Pecan Street 730 Pecan Street

Rison, AR 71665 Rison, AR 71665

870-639-4114 870-619-4127

Fax 870-325-7889

MEAL PREPARATION ABILITY - No center has full service kitchen.

LOCATION: DALLAS COUNTY Heritage Manor of Fordyce

507 N. Edgar

Fordyce, AR 71742

870-352-8184

MEAL PREPARATION ABILITY - No center has full service kitchen.

LOCATION: DESHA COUNTY

McGehee Senior Center Home Health Office

900 Oak 900 Oak

McGehee, AR 71635 McGehee, AR 71654

870-222-3434 870-222-6960

Fax 870-222-3234

MEAL PREPARATION ABILITY - No center has full service kitchen.

LOCATION: DREW COUNTY

Monticello Senior Center Home Health Office

203 Henley Dr. 110 E. Gaines

Monticello, AR 71655 Monticello, AR 71655

870-367-2434 870-367-9873

1-800-737-1529

Fax 870-367-6321

MEAL PREPARATION ABILITY - Monticello Center has full service kitchen.

LOCATION: GRANT COUNTY

Sheridan Senior Center Heritage Manor of Sheridan

1525 Hwy 270E (Grant Co. Park) 407 S. Rose

Sheridan, AR 72150 Sheridan, AR 72150

870-942-4824 870-942-4814

Home Health Office Heritage Court of Sheridan

1525 Hwy 270E (Grant Co. Park) 815 S. Shackleford

Sheridan, AR 72150 Sheridan, AR 72150

870-942-4842 870-942-8412

Fax 870-942-4702

MEAL PREPARATION ABILITY - No center has full service kitchen.

LOCATION: JEFFERSON COUNTY

Strachota Senior Center Heritage Manor of Pine Bluff

801 East Eighth 3217 Old Warren Road

Pine Bluff, AR 71603 Pine Bluff, AR 71603

870-543-6323 870-543-6281

Heritage Court of Pine Bluff Heritage Villa of Pine Bluff

2800 West 31st 308 West 37

th

Pine Bluff, AR 71603 Pine Bluff, AR 71603

870-534-1522 870-543-6296

Home Health Office Brett H. Bradshaw Manor

709 East 8th 2008 Ridgway Road

Pine Bluff, AR 71601 Pine Bluff, AR 71603

870-850-0713 870-541-0667

1-800-264-3260

Fax 870-543-6322

MEAL PREPARATION ABILITY - No center has full service kitchen.

LOCATION: LINCOLN COUNTY

Star City Senior Center Home Health Office

201 N. Drew

Star City, AR 71667 Star City, AR 71667

870-619-4659 870-619-4514

Fax 870-619-4388

MEAL PREPARATION ABILITY – No center has full service kitchen

ATTACHMENT E

EMERGENCY PHONE

NUMB

LOCATION POLICE FIRE SHERIFF AMBULANCE NON-EMER. POLICE NON-EMER. FIRE

ARKANSAS COUNTY 673-2121 or

DEWITT 911 911 911 946-2276 946-2122 946-2222

GILLETT 911 548-2288 911 548-2812

HUMPHREY 911 911 911

ST. CHARLES 911 911 911

STUTTGART 911 911 911 673-1414 673-3539

ASHLEY COUNTY 853-2040 364-2121 or

CROSSETT 911 911 853-2040 911 364-4131 364-2121

NORTH CROSSETT 911 911 853-2040 911

FOUNTAIN HILL 911 911 853-2040 911 853-9820

HAMBURG 911 911 911 911 853-8600 853-2040

MONTROSE 911 911 853-2040 911

PARKDALE 473-2345 473-2345 853-2040

PORTLAND 911 911 853-2040 911 737-2873

WILMOT 473-2603 473-2345 853-2040

BRADLEY COUNTY 226-3491 or

BANKS 911 911 911 911 465-2222

HERMITAGE 911 911 911 911 463-8477 463-2636

INGALS 911 911 911 911

JOHNSVILLE 911 911 911 911

WARREN 911 911 911 226-3793 226-3703 226-8302

POLICE FIRE SHERIFF AMBULANCE NON-EMER. POLICE NON-EMER. FIRE

CHICOT COUNTY 265-8020 or

DERMOTT 911 911 911 911 538-5269 538-5211

EUDORA 911 911 911 911

LAKE VILLAGE 911 911 911 911 265-5055 265-2211

CLEVELAND COUNTY 325-6222

KINGSLAND 348-5353 348-5555 325-6222 325-6222 348-5500

RISON 325-6222 325-7208 325-6222 325-6222

WOODLAWN 357-8345 325-6222 325-6222

DALLAS COUNTY

FORDYCE 911 911 352-2002 352-6400 352-2178 325-2345

DESHA COUNTY 877-2327 or

ARKANSAS CITY 911 911 911 222-4141 877-2327 877-2580

DUMAS 911 911 911 382-5511 382-5511 382-4322

MCGEHEE 911 911 911 222-4141 222-3636 222-4141

MITCHELLVILLE 911 911 877-2327 911

REED 911 911 877-2327 911

WATSON 911 911 911 911 877-2327 644-3603

DREW COUNTY 367-6211 or

MONTICELLO 911 911 911 911 367-3411 367-5433

TILLAR 911 911 911 911

POLICE FIRE SHERIFF AMBULANCE NON-EMER. POLICE NON-EMER. FIRE

367-6211 or

WILMAR 911 911 911 911 367-3411 469-5609

WINCHESTER 911 911 911 367-3411 367-6211 392-2296

GRANT COUNTY 942-2101 or

LEOLA 942-2101 911 911 942-2101

PRATTSVILLE 911 911 911

POYEN 942-2101 942-2412 911

SHERIDAN 911 911 911 911 942-4642 942-4441

TULL 942-2101 942-2412 911

JEFFERSON COUNTY 541-5351 or

ALTHEIMER 911 911 911 766-8665 766-8229

PINE BLUFF 911 911 911 911 541-5300 543-5150

SHERRILL 911 911 911 911 541-5300

REDFIELD 911 911 911 501-397-5100 501-397-2280

WABBASEKA 911 911 911 911 541-5300

WHITEHALL 911 911 911 911 247-1414 247-1313

LINCOLN COUNTY 628-4271

GLENDALE 911 911 628-4271 911 628-4271 628-4271

GOULD 911 911 628-4271 911 263-4907 263-4907

GRADY 911 911 628-4271 911 479-3904 479-3904

STAR CITY 911 911 628-4271 911 628-4244 628-4271

ATTACHMENT F

OTHER SUPPORT AGENCIES

1. OFFICE OF EMERGENCY SERVICES

a. Coordinate with all agencies on state and local disasters.

b. Become more involved in a national declared disaster

OEM COUNTY CONTACT INFORMATION:

Arkansas County

312 S. College

Stuttgart, AR 72150

870-673-3730

870-673-1414 emergency number

Ashley County

205 E. Jefferson

Hamburg, AR 71646

870-853-2070

Bradley County

#38 Rea Circle

Warren, AR 71671

870-226-3534

Chicot County

108 Main St.

Lake Village, AR 71653

870-265-5055 or 265-5536

Cleveland County

P. O. Box 447

Rison, AR 71665

870-325-6591

Desha County

306 Crooked Bayou

McGehee, AR 71654

870-222-3636

Drew County

County Courthouse

Monticello, AR 71655

870-460-6200

Grant County

P. O. Box 98

Sheridan, AR 72150

870-942-3333 or 942-1101

Jefferson County

101 E. Barraque

Pine Bluff, AR 71601

870-541-5470

Lincoln County

203 Liberty Street, Civic Center

Star City, AR 71667

870-628-5595 or 628-5596

2. NATIONAL GUARD

a. Mayor, County Sheriff or County Judge must request service.

b. Medical Assistance in Little Rock and Lake Village. They have a

transfer ambulance (no life-saving equipment) in Lake Village.

c. Armory within 32 miles of every citizen. See attached map for

locations in Southeast Arkansas.

d. Potable water within capabilities.

CONTACT PERSONS (if unable to reach Mayor, County Judge or Sheriff):

Arkansas Department of Emergency Management

Ken Ouellette

Southeast Area Coordinator

200 South Main Street

Monticello, AR 71655

870-367-3592

501-554-0806

2. RED CROSS

a. Evacuation notification and transportation

b. Damage assessment and on-site survey of damages

c. Mass emergency shelter

d. Mass emergency feeding

e. First aid and nursing services

f. Morgue management and victim identification

g. Disaster welfare inquiries (from within and outside affected area)

h. Comfort (overnight) kits

i. Cleaning supplies

j. Clothing, household goods and occupational supplies

k. Home repairs

CONTACT PERSON:

Michelle Metott-Works, Program Manager

211 West 3rd

, Suite 250

Pine Bluff, AR 71601

Phone: (870) 534-7312

Serves Arkansas, Ashley, Bradley, Chicot, Cleveland, Desha, Drew, Grant,

Jefferson, and Lincoln counties.

3. SALVATION ARMY

a. Assist with evacuation

b. Mass feeding

c. Food distribution

d. Mass and individual shelter

e. Clothing

f. Counseling

g. Missing persons service

h. Welfare, family rehabilitation

1. Casework

2. Furniture and bedding

3. Household needs

i. Services to disaster workers

j. Identification of bodies

k. Traffic control

l. Official officers of the National EOP

CONTACT PERSONS:

Salvation Army

501 East 12th

Avenue

Pine Bluff, AR 71601

(870) 534-0504

AR Department of Emergency Management

Camp Robinson

North Little Rock, AR 72118-2200

(501) 683-6700

ATTACHMENT G DISASTER INTAKE FORM CLIENT CASE RECORD

NAME__________________________________________________DATE OF BIRTH______________ PERMANENT ADDRESS______________________________________________________________ __________________________________________________________PHONE__________________

HOUSING Have you been re-located? Yes____ No____ If YES, is it PERMANENT_____ OR TEMPORARY____ NEW ADDRESS_____________________________________________PHONE___________________ NAME OF HOST______________________________________________________________________ Is your permanent address located in any of the following? NURSING HOME____ RETIREMENT HOME____ MOBILE HOME OR TRAILER PARK____ Was your residence destroyed? Yes____ No____ If not destroyed, what was the damage?__________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ Have you received assistance from another agency to repair the damage? Yes____ No____ If YES, From Whom?__________________________________________________________________

RESIDENTIAL INSURANCE Do you have insurance on your residence? Yes____ No_____ Does it cover your personal properties? Yes____ No_____ Have you contacted your insurance agent? Yes____ No_____ Has the Adjuster visited with you? Yes____ No_____ Have you settled with the Adjuster? Yes____ No_____ Were you satisfied with the adjustment? Yes____ No_____ If NO, list reasons why___________________________________________________________________________________ ______________________________________________________________________________________

HEALTH Do you have a disaster related injury or illness? Yes____ No____ If YES, explain_________________________________________________________________________ _____________________________________________________________________________________ Do you have a chronic medical condition? Yes____ No____ If YES, is there immediate need for medication or treatment? Yes____ No____ Explain:____________________________________________________________________________ Are there any disaster related losses of medical/health appliances (including glasses, false teeth, etc.?) Yes____ No____ If YES, explain____________________________________________________________________________

TRANSPORTATION

Do you have any transportation? Yes____ No____ If YES, provided by whom?____________________________________________________________________________ Was your car damaged by the disaster? Yes____ No____ If YES, do you have adequate insurance? Yes____ No____ Has your insurance agent or adjuster contacted you? Yes____ No____ Were you satisfied with the adjustment? Yes____ No____ If NO, list reasons why_______________________________________________________________________________ __________________________________________________________________________________

INCOME Do you receive assistance from any of the following? Social Security _____ Food Stamps _____ SSI _____ VA _____ Medicare _____ Medicaid _____ Other_______________________________________________________________________

CASE NARRATIVE Use this space for case narrative or other comments_________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ Interviews at Disaster Assistance Center SIGNATURE & DATE OF INTERVIEWER __________________________________________________________________________________ _____Food Stamps Referrals made by Counselor _____IRS _____Red Cross Name Date _____HUD _____SBA _____Legal Assistance _____Insurance _____Employment _____Unemployment _____Veterans _____Individual & Family Grants _____Area Agency on Aging _____Other____________________________ _____Other____________________________

CLEAN-UP REQUESTS

INTERVIEWER______________________________DATE____________

CLIENT’S NAME______________________________________________

HOME ADDRESS_____________________________________________

______________________________________________

DIRECTIONS TO HOME________________________________________

PHONE NUMBER(S) WHERE CLIENT CAN BE REACHED____________

DESCRIPTION OF DAMAGE TO HOME:

____________________________________________________________

____________________________________________________________

____________________________________________________________

____________________________________________________________

CHECK ALL THAT APPLY:

_____NEED CLEANING SUPPLIES ______NEED CLEAN-UP LABOR

_____FEMA/RED CROSS INSPECTED

_____OTHERS INVOLVED WITH CLEAN-UP

LIST:___________________________________________________

COMMENTS:_________________________________________________

REFERRALS:________________________________________________

____________________________________________________________

____________________________________________________________

FOLLOW-UP:________________________________________________

709 East 8th

Avenue Telephone: 870-543-6300 P.O. Box 8569 Toll Free: 800-264-3260 Pine Bluff, AR 71611 Fax: 870-534-2152 Website: www.aaasea.org

Area Agency on Aging of Southeast Arkansas, Inc. “We care because you care”

TO: ______________________________

Supplier

This shall serve as written authorization for

_________________________________of___________________________

Name(s) Address

to purchase up to $____________________for the following goods/services:

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

_____________________________________________________________________________

__________________________________________________________

Please send an itemized bill for the above authorized goods/services to:

Area Agency of Southeast Arkansas

P. O. Box 8569

Pine Bluff, AR 71611

Feel free to call 870-543-6300 or 1-800-264-3260 if you have any questions.

_______________________ ___________________________________

Date Authorized by

Serving Southeast Arkansas since 1979

ATTACHMENT H

BOMB THREAT CHECKLIST DATE: TIME:

TIME CALLER HUNG UP:

PHONE # WHERE CALL RECEIVED:

ASK CALLER: Where is the bomb located? (Building, Floor, Room, etc.)

When will it go off?

What does it look like?

What kind of bomb is it?

What will make it explode?

Did you place the bomb? Yes No

Why?

What is your name?

EXACT WORDS OF THREAT:

INFORMATION ABOUT CALLER: Where is the caller located? (Background and level of noise)

Estimated Age:

Is Voice Familiar? If so, who does it sound like?

Other points:

CALLER’S VOICE BACKGROUND SOUNDS THREAT LANGUAGE Accent Animal Noises Incoherent

Angry House Noises Message Read

Calm Kitchen Noises Taped

Clearing Throat Street Noises Irrational

Coughing Booth Profane

Cracking Voice P A System Well-Spoken

Crying Conversation

Deep Music

Deep Breathing Motor

Disguised Clear

Distinct Static

Excited Office Machinery

Female Factory Machinery

Laughter Local

Lisp Long Distance

Loud

Male Other Information:

Nasal

Normal

Ragged

Rapid

Raspy

Slow

Slurred

Soft

Stutter

ATTACHMENT I

HOME HEALTH INFLUENZA

PANDEMIC PLANNING

Most patients with pandemic influenza will be able to remain at home during the course of their illness and can be cared for by other

family members or others who live in the household. Anyone residing in a household with an influenza patient during the incubation

period and illness is at risk for developing influenza.

A key objective in this setting is to limit transmission of pandemic influenza within and outside the home. When care is provided by a

household member, basic infection control precautions should be emphasized (e.g., segregating the ill patient, and hand hygiene.)

Infection within the household may be minimized if a primary caregiver is designated, ideally someone who does not have an

underlying condition that places them at increased risk of severe influenza disease. Although no studies have assessed the use of

masks at home to decrease the spread of infection, use of surgical or procedure masks by the patient and/or caregiver during

interactions may be of benefit.

Home healthcare providers who enter homes where there is a person with an influenza-like illness should follow the recommendations

for standard and droplet precautions. Professional judgment should be used in determining whether to don a surgical or procedure

mask upon entry into the home or only for patient interactions. Factors to consider include the possibility that others in the household

may be infectious and the extent to which the patient is ambulating within the home.

Instruct persons to:

Cover the nose/mouth when coughing or sneezing

Use tissues to contain respiratory secretions

Dispose of tissues in the nearest waste receptacle after use

Perform hand hygiene after contact with respiratory secretions

Facilitate adherence to respiratory hygiene/cough etiquette and ensure the availability of materials in the home for patients

and visitors

Provide tissues and no-touch receptacles (e.g., waste containers with pedal-operated lid or uncovered waste container) for

used tissue disposal

Provide conveniently located dispensers of alcohol-based hand rub

Provide soap and disposable towels for hand washing where sinks are available

Promote the use of procedure or surgical masks and spatial separation by persons with symptoms of influenza

Offer and encourage the use of either procedure masks (e.g., with ear loops) or surgical masks (e.g., with ties or elastic) by

symptomatic persons to limit dispersal of respiratory droplets

Encourage coughing persons to sit at least 3 feet away from other persons in common areas of the home

Management of influenza patients

Physically separate the patient with influenza from non-ill persons living in the home as much as possible. Patients should not leave

the home during the period when they are most likely to be infectious to others (e.g., 5 days after onset of symptoms). When

movement outside the home is necessary (e.g., for medical care), the patients should follow cough etiquette (e.g., cover the mouth and

nose when coughing and sneezing) and wear procedure or surgical masks if available.

Management of other persons in the home

Persons who have not been exposed to pandemic influenza and who are not essential for patient care or support should not enter the

home while persons are actively ill with pandemic influenza. If unexposed persons must enter the home, they should avoid close

contact with the patient. Persons living in the home with the pandemic influenza patient should limit contact with the patient to the

extent possible; consider designating one person as the primary care provider. Household members should monitor closely for the

development of influenza symptoms and contact a telephone hotline or medical care provider if symptoms occur.

Visitors: reducing exposure of persons at high risk for complications of influenza

Limit visitors to persons who are necessary for the patient's emotional well-being and care. Instruct visitors to wear surgical or

procedure masks while in the patient's room. Instruct visitors on hand-hygiene practices. Persons who are well, but are at high risk

for influenza or its complications (e.g., persons with underlying diseases) should be instructed to avoid unnecessary contact with

pandemic influenza patients (e.g., do not visit patients, postpone nonessential medical care). Patients/caregivers should screen visitors

for signs and symptoms of influenza before entry into the home and exclude persons who are symptomatic. Family members of

patients with flu-like symptoms are assumed to have been exposed to influenza and should wear masks when visitors or healthcare

workers are in the home.

67

Appendix J Certificate of Insurance

SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORETHE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED INACCORDANCE WITH THE POLICY PROVISIONS.

INSURER(S) AFFORDING COVERAGE

INSURER F :

INSURER E :

INSURER D :

INSURER C :

INSURER B :

INSURER A :

NAIC #

NAME:CONTACT

(A/C, No):FAX

E-MAILADDRESS:

PRODUCER

(A/C, No, Ext):PHONE

INSURED

REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES

IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement onthis certificate does not confer rights to the certificate holder in lieu of such endorsement(s).

THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THISCERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIESBELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZEDREPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.

OTHER:

(Per accident)

(Ea accident)

$

$

N / A

SUBRWVD

ADDLINSD

THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THISCERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.

$

$

$

$PROPERTY DAMAGE

BODILY INJURY (Per accident)

BODILY INJURY (Per person)

COMBINED SINGLE LIMIT

AUTOS ONLY

AUTOSAUTOS ONLYNON-OWNED

SCHEDULEDOWNED

ANY AUTO

AUTOMOBILE LIABILITY

Y / N

WORKERS COMPENSATIONAND EMPLOYERS' LIABILITY

OFFICER/MEMBER EXCLUDED?(Mandatory in NH)

DESCRIPTION OF OPERATIONS belowIf yes, describe under

ANY PROPRIETOR/PARTNER/EXECUTIVE

$

$

$

E.L. DISEASE - POLICY LIMIT

E.L. DISEASE - EA EMPLOYEE

E.L. EACH ACCIDENT

EROTH-

STATUTEPER

LIMITS(MM/DD/YYYY)POLICY EXP

(MM/DD/YYYY)POLICY EFF

POLICY NUMBERTYPE OF INSURANCELTRINSR

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)

EXCESS LIAB

UMBRELLA LIAB $EACH OCCURRENCE

$AGGREGATE

$

OCCUR

CLAIMS-MADE

DED RETENTION $

$PRODUCTS - COMP/OP AGG

$GENERAL AGGREGATE

$PERSONAL & ADV INJURY

$MED EXP (Any one person)

$EACH OCCURRENCEDAMAGE TO RENTED

$PREMISES (Ea occurrence)

COMMERCIAL GENERAL LIABILITY

CLAIMS-MADE OCCUR

GEN'L AGGREGATE LIMIT APPLIES PER:

POLICYPRO-JECT LOC

CERTIFICATE OF LIABILITY INSURANCEDATE (MM/DD/YYYY)

CANCELLATION

AUTHORIZED REPRESENTATIVE

ACORD 25 (2016/03)

© 1988-2015 ACORD CORPORATION. All rights reserved.

CERTIFICATE HOLDER

The ACORD name and logo are registered marks of ACORD

HIREDAUTOS ONLY

10/2/2018

BancorpSouth Insurance Services, Inc.- LRPO Box 251510Little Rock AR 72225-

Kelsie Parker

kelsie.parker@bxsi.com

Berkley National Insurance Company 38911AREAAGE-05

Area Agency on Aging of Southeast Arkansas, Inc.P.O. Box 8569Pine Bluff AR 71611-

1246349433

A X 1,000,000

X 500,000

5,000

1,000,000

3,000,000

Y HHS8562478-11 7/1/2018 7/1/2019

3,000,000

A Professional Liability HHS8562478-11 7/1/2018 7/1/2019 Each ClaimAggregate

1,000,0003,000,000

Arkansas Department of Human ServicesDivision of Medical ServicesAttn: Cherokee Bradley/Ward Hanna700 Main Street, S410Little Rock AR 72201

-D D

~

-

R D D

~

~ -- -~ ~

- H I I

I I I

D

68

Appendix K Monitoring Performances of the Quality Assurance Plan

Monitoring Performances of the Quality Assurance Plan

Form Use Reviewers

Vehicle

Recommendations

Operations

Supervisors

Program Coordinator

Training & Safety

Manager and Assistant

Operations Manager/Training

& Safety Manager

Chief Mechanic

Program Coordinator

On-Street

Supervision

By Operations

Supervisors and

Program Coordinator

to assure drivers

consistently follow

the NET Code of

Conduct.

Program

Coordinator

Operations

Manager/Training

& Safety Manager

Transportation

Officer

Occurrence Report

By SEAT Management

Staff; may result in

disciplinary action

up to and including

termination.

Program

Coordinator

Operations

Manager/Training

& Safety Manager

& Assist.

Transportation

Officer

Driver’s Timesheet

(Comes to SEAT Time

Clerk with Time Card

and complete

Drivers’ logs).

Completed daily.

By Drivers to explain

schedule variances

and down time. Also,

reports first and

last pick-up and drop

off to help monitor

timeliness.

SEAT Time Clerk

Operations

Manager/Training

& Safety Manager

Program

Coordinator, if

needed.

Pre-trip Inspection

Completed by driver

each day before the

trip begins.

Operation

Supervisors

Operations

Manager/Training

& Safety Manager

Drivers

Miscellaneous Report

By SEAT Management

Staff; may result in

disciplinary action

up to and including

termination.

Program

Coordinator

Operations

Manager/Training

& Safety Manager

Transportation

Officer

Area Agency on Aging of Southeast Arkansas, Inc.

Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org

709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611 CAREGIVERS

Are" Age11<y on Aging ofSou/lJeast Arkan&ts

69

Appendix L Vehicle Inventory

SEAT Vehicle List

FTA Agency's Vehicle Passenger Vehicle Vehicle Primary City or

# ID # Year/Model/Type Seating Length VIN # County Service Area

2708 312 07 FORD BRAUN VAN WO/LIFT CU 12 20' 0528 PINE BLUFF

2722 323 07 FORD BRAUN VAN W/L CU 8/2wc 20' 0537 PINE BLUFF

2775 333 08 FORD CONV. VAN W/L CU 8/2wc 20' 6977 PINE BLUFF

2768 338 08 FORD CONV. VAN W/L CU 8/2wc 20' 6983 PINE BLUFF

2762 344 08 FORD CONV. VAN W/L CU 8/2wc 20' 6987 MONTICELLO

2819 353 09 FORD CONV. VAN W/L CU 8/2wc 20' 8532 PINE BLUFF

2821 355 09 FORD CONV. VAN W/L CU 8/2wc 20' 8534 PINE BLUFF

2823 357 09 FORD CONV. VAN W/L CU 8/2wc 20' 8536 PINE BLUFF

2824 358 09 FORD CONV. VAN W/L CU 8/2wc 20' 8537 MONTICELLO

2825 359 09 FORD CONV. VAN W/L CU 8/2wc 20' 8526 MONTICELLO

2826 360 09 FORD CONV. VAN W/L CU 8/2wc 20' 8527 LAKE VILLAGE

2827 361 09 FORD CONV. VAN W/L CU 8/2wc 20' 8528 MONTICELLO

7014 365 09 FORD PASSENGER VAN CU 12 20' 6526 PINE BLUFF

7015 366 09 FORD PASSENGER VAN CU 12 20' 6529 MONTICELLO

7026 377 09 FORD AEROLITE BUS W/L CU 8/2wc 22' 6127 MONTICELLO

7085 387 10 PASSENGER VAN CU 12 22' 4093 PINE BLUFF

7086 388 10 PASSENGER VAN CU 12 22' 4092 PINE BLUFF

7078 390 10 FORD CONV. W/LIFT 8/2wc 20' 0959 PINE BLUFF

7080 392 10 FORD CONV. W/LIFT 8/2wc 20' 0963 STAR CITY

7082 394 10 FORD CONV. W/LIFT 8/2wc 20' 0962 CROSSETT

7076 407 10 FORD AEROLITE 13 22' 5520 *PINE BLUFF*

7114 408 10 DODGE CARAVAN W/L 6/1 wc 17' 6622 PINE BLUFF

7115 409 10 DODGE CARAVAN W/L 6/1 wc 17' 7098 PINE BLUFF

7116 410 10 DODGE CARAVAN W/L 6/1 wc 17' 6607 PINE BLUFF

7117 411 10 DODGE CARAVAN W/L 6/1 wc 17' 6597 PINE BLUFF

7118 412 10 DODGE CARAVAN W/L 6/1 wc 17' 6579 PINE BLUFF

7119 413 10 DODGE CARAVAN W/L 6/1 wc 17' 6604 PINE BLUFF

7112 415 11 FORD AEROLITE W/LIFT 6/2 wc 22' 5227 McGEHEE

4104 420 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5427 PINE BLUFF

4105 421 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5426 PINE BLUFF

4106 422 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5428 PINE BLUFF

4107 423 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5430 MONTICELLO

4108 424 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5431 MONTICELLO

4109 425 11 FORD BRAUN W/LIFT CU 8/2wc 20' 5429 PINE BLUFF

7121 427 11 FORD BRAUN W/LIFT CU 9/2wc 20' 1621 MCGEHEE

2378 436 13 FORD CONV. VAN W/L CU 8/2wc 20' 9158 SHERIDAN

2379 437 13 FORD CONV. VAN W/L CU 8/2wc 20' 9159 MONTICELLO

2380 438 13 FORD CONV. VAN W/L CU 8/2wc 20' 9160 STAR CITY

2381 439 13 FORD CONV. VAN W/L CU 8/2wc 20' 8801 PINE BLUFF

2382 440 13 FORD CONV. VAN W/L CU 8/2wc 20' 8802 MONTICELLO

2395 441 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0321 LAKE VILLAGE

2396 442 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0322 PINE BLUFF

2397 443 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0323 CROSSETT/HAM

2398 444 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0318 HAMBURG

2399 445 13 FORD AEROLITE W/LIFT 6/2 wc 22' 0319 MONTICELLO

SEAT Vehicle List

4010 446 13 FORD AEROLITE W/LIFT 8/2wc 22' 7649 MCGEHEE

4011 447 13 FORD AEROLITE W/LIFT 8/2wc 22' 3448 PINE BLUFF

2947 448 14 FORD PASSENGER VAN CU 12 20' 8843 PINE BLUFF

2403 450 13 FORD AEROLITE W/LIFT 8/2wc 22' 8789 STUTTGART

2404 451 13 FORD AEROLITE W/LIFT 8/2wc 22' 8790 LAKE VILLAGE

2405 452 13 FORD AEROLITE W/LIFT 8/2wc 22' 2763 MCGEHEE

2406 453 13 FORD AEROLITE W/LIFT 8/2wc 22' 2764 LAKE VILLAGE

2407 454 13 FORD AEROLITE W/LIFT 8/2wc 22' 2765 PINE BLUFF

2402 455 13 FORD AEROLITE W/LIFT 8/2wc 22' 8788 SHERIDAN

4191 456 09 FORD PASSENGER VAN CU 13 pass 20' 4810 CROSSETT

459 FORD W/ LIFT 12/2 wc 25' 9801 PINE BLUFF

2971 461 14 FORD AEROLITE W/LIFT 8/2wc 22' 1934 PINE BLUFF

2972 462 14 FORD AEROLITE W/LIFT 8/2wc 22' 1935 MCGEHEE

2973 463 14 FORD AEROLITE W/LIFT 8/2wc 22' 7507 CROSSETT

2974 464 14 FORD AEROLITE W/LIFT 8/2wc 22' 2780 MONTICELLO

2975 465 14 FORD AEROLITE W/LIFT 8/2wc 22' 7506 CHICOT/PULASKI

2976 466 14 FORD AEROLITE W/LIFT 8/2wc 22' 7505 PINE BLUFF

2002F 473 14 FORD PASS. VAN CU 13 pass 20' 7890 MONTICELLO

2997 474 16 FORD AEROLITE W/L 8/2wc 22' 3593 MCGEHEE

2998 475 16 FORD AEROLITE W/L 8/2wc 22' 3595 LAKE VILLAGE

2999 476 16 FORD AEROLITE W/L 8/2wc 22' 3602 LAKE VILLAGE

2001F 477 16 FORD AEROLITE W/L 8/2wc 22' 3603 CROSSETT/HAM

2008F 478 16 FORD AEROLITE W/L 8/2wc 22' 5215 PINE BLUFF

2009F 479 16 FORD AEROLITE W/L 8/2wc 22' 5216 WARREN

2010F 480 16 FORD AEROLITE W/L 8/2wc 22' 5217 CROSSETT/HAM

2011F 483 16 FORD AEROLITE W/L 8/2wc 22' 5225 MONTICELLO

2012F 484 16 FORD AEROLITE W/L 8/2wc 22' 5218 CROSSETT

2013F 485 16 FORD AEROLITE W/L 8/2wc 22' 5226 LAKE VILLAGE

2014F 486 16 FORD AEROLITE W/L 8/2wc 22' 3613 LAKE VILLAGE

2015F 487 16 FORD AEROLITE W/L 8/2wc 22' 3601 MONTICELLO

2016F 488 16 FORD AEROLITE W/L 8/2wc 22' 3592 MONTICELLO

103VHC 489 16 FORD AEROLITE W/L 8/2wc 22' 3612 STUTTGART

104VHC 490 16 FORD AEROLITE W/L 8/2wc 22' 3607 STUTTGART

102VHC 491 16 FORD AEROLITE W/L 8/2wc 22' 3608 PINE BLUFF

2094F 494 16 FORD PASS. VAN CU 13 pass 20' 5970 MONTICELLO

2055 495 16 FORD AEROLITE W/L 8/2wc 22' 7234 LAKE VILLAGE

2056 496 16 FORD AEROLITE W/L 8/2wc 22' 7937 CROSSETT

2057 497 16 FORD AEROLITE W/L 8/2wc 22' 7236 SHERIDAN

2058 498 16 FORD AEROLITE W/L 8/2wc 22' 7232 PINE BLUFF

2059 499 16 FORD AEROLITE W/L 8/2wc 22' 7936 PINE BLUFF

2060 500 16 FORD AEROLITE W/L 8/2wc 22' 7237 PINE BLUFF

4214 501 16 FORD AEROLITE W/L 8/2wc 22' 7939 MONTICELLO

4215 502 16 FORD AEROLITE W/L 8/2wc 22' 7233 MONTICELLO

4216 503 16 FORD AEROLITE W/L 8/2wc 22' 7932 CROSSETT

4217 504 16 FORD AEROLITE W/L 8/2wc 22' 7933 LAKE VILLAGE

2061 505 17 FORD CONV. W/LIFT 5/2wc 20' 8281 CROSSETT

2062 506 17 FORD CONV. W/LIFT 5/2wc 20' 8280 MONTICELLO

SEAT Vehicle List

2063 507 17 FORD CONV. W/LIFT 5/2wc 20' 8284 MONTICELLO

2064 508 17 FORD CONV. W/LIFT 5/2wc 20' 8285 PINE BLUFF

2065 509 17 FORD CONV. W/LIFT 5/2wc 20' 8282 RISON

2066 510 17 FORD CONV. W/LIFT 5/2wc 20' 8283 PINE BLUFF

2085 511 17 FORD CONV. W/LIFT 5/2wc 20' 8287 PINE BLUFF

2086 512 17 FORD CONV. W/LIFT 5/2wc 20' 8286 PINE BLUFF

2087 513 17 FORD CONV. W/LIFT 5/2wc 20' 8288 PINE BLUFF

2088 514 17 FORD CONV. W/LIFT 5/2wc 20' 8290 PINE BLUFF

2089 515 17 FORD CONV. W/LIFT 5/2wc 20' 8289 PINE BLUFF

2090 516 FORD 13-PASS CONV. VAN 13 pass 20' 1037 PINE BLUFF

2114 519 18 FORD CONV. W/LIFT 5/2wc 20' 5179 WARREN

2115 520 18 FORD CONV. W/LIFT 5/2wc 20' 5181 MONTICELLO

2116 521 18 FORD CONV. W/LIFT 5/2wc 20' 5180 STUTTGART

2111 522 18 FORD CONV. W/LIFT 5/2wc 20' 5177 MONTICELLO

2112 523 18 FORD CONV. W/LIFT 5/2wc 20' 5178 WARREN

2113 524 18 FORD CONV. W/LIFT 5/2wc 20' 5176 MONTICELLO

2117 525 18 FORD CONV. W/LIFT 5/2wc 20' 5182 LAKE VILLAGE

2118 526 18 FORD CONV. W/LIFT 5/2wc 20' 5183 MONTICELLO

2119 527 18 FORD CONV. W/LIFT 5/2wc 20' 5184 PINE BLUFF

4223 528 18 FORD CONV. W/LIFT 5/2wc 20' 5172 PINE BLUFF

4224 529 18 FORD CONV. W/LIFT 5/2wc 20' 5171 PINE BLUFF

2120 530 18 FORD CONV. W/LIFT 4/2wc 20' 5170 MONTICELLO

2109 531 18 FORD CONV. W/LIFT 4/2wc 20' 5175 PINE BLUFF

2110 532 18 FORD CONV. W/LIFT 4/2wc 20' 5173 PINE BLUFF

2108 533 18 FORD CONV. W/LIFT 4/2wc 20' 5174 PINE BLUFF

70

Appendix M Driver Timesheet

SOUTHEAST ARKANSAS TRANSPORTATION (SEAT)

DRIVER’S TIME SHEET

DATE: ________________ROUTE #: ________VEHICLE #: ________NAME:________________________________________

BEFORE MOVING THE VEHICLE

START TIME: ____________ STARTING MILEAGE: _____________LOCATION: _________________________________

FIRST PICK-UP TIME: ____________ MILEAGE: _______________ LOCATION: _______________________________________________

FIRST DROP OFF

TIME: ____________ MILEAGE: _______________ LOCATION: _______________________________________________

DOWN TIME (IDLE TIME, HOURS & MINUTES, LOCATION AND LUNCH HOUR)

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________ ________________________________________________________________________________________________________

MAINTENANCE

_______________________________________________________________________________________

_______________________________________________________________________________________

_______________________________________________________________________________________ ________________________________________________________________________________________________________

LAST PICK UP

TIME: ____________ MILEAGE: _______________LOCATION: _______________________________________________

LAST DROP OFF

TIME: ____________MILEAGE: _______________LOCATION: _______________________________________________

OFF DUTY

TIME: ____________MILEAGE: _______________LOCATION: _______________________________________________

WRITE ALL HOURS IN A DECIMAL FORMAT

STARTING ENDING LUNCH PERSONAL DOWN TIME HOURS WORKED

_________ ________ _______ ______________ ______________

_________ ________ _______ ______________ _______________

TIME SHEETS MUST BE FILLED OUT COMPLETELY AND ACCURATELY!

Drivers Time Sheet Rev 11/04

71

Appendix N Vehicle Maintenance Schedule

709 East 8th

Avenue Telephone: 870-543-6300

P.O. Box 8569 Toll Free: 800-264-3260

Pine Bluff, AR 71611 Fax: 870-534-2152

Betty M. Bradshaw, Website: www.aaasea.org

President and CEO

COOLANT

OIL

POWER STEERING FLUID

BRAKE FLUID

WINDSHIELD WIPERS

WASHER FLUID

ENGINE HOSES

ENGINE BELTS

TURN SIGNALS

HEAD LIGHTS

TAIL LIGHTS

INTERIOR CLEAN

Area Agency on Aging of Southeast Arkansas, Inc.

ITEM NEEDING

MAINTENANCE:

VEHICLE MAINTENANCE SCHEDULE

TO BE CHECKED:

DAILY

TO BE SERVICE:

EVERY 12 MONTHS OR 15,000 MILES

DAILY

DAILY

DAILY

DAILY

DAILY

DAILY

DAILY

DAILY

DAILY

5,000 MILES

5,000 MILES

DAILY

EVERY 5,000 MILES

EVERY 10,000 MILES

AS NEEDED

AS NEEDED

AS NEEDED

AS NEEDED

AS NEEDED

AS NEEDED

AS NEEDED

AS NEEDED

AIR FILTER

TRANSMISSION

TIRES DAILY

5,000 MILES

EVERY 3 YEARS OR AS NEEDED

EVERY 3 YEARS OR AS NEEDED

AS NEEDED OR ACCORDING TO AHTD

PROCUREMENT SPECS.

EVERY 15,000 IF DRIVEN IN HEAVY

TRAFFIC, HILLS OR MNTS. 60,000 IF UNDER

NORMAL CONDITIONS

~ CAREGIVERS Are,1 A,get19 011 Aging ofS<>utl,east Arlums,,s

__ I _I __ _

709 East 8th

Avenue Telephone: 870-543-6300

P.O. Box 8569 Toll Free: 800-264-3260

Pine Bluff, AR 71611 Fax: 870-534-2152

Betty M. Bradshaw, Website: www.aaasea.org

President and CEO

GUAGES

INTERIOR LIGHTS

HORN

FIRE EXTINGUISHER

FLARES & TRIANGLES

FIRST AID KIT

BACK-UP ALARM

WHEELCHAIR LIFT

WHEELCHAIR TIEDOWNS

LUBRICANTS

OUTSIDE WASH

P.V.C. VALVE

TIRE PRESSURE

TIRE ROTATION

FRONT WHEEL

BRAKE PADS

FUEL FILTER

DAILY

DAILY

DAILY

DAILY

DAILY

5,000 MILES

5,000 MILES

5,000 MILES

DAILY

TO BE CHECKED:

DAILY

DAILY

5,000 MILES

DAILY

5,000 MILES

5,000 MILES

DAILY

DAILY

AS NEEDED

EVERY 12 MONTHS OR 15,000 MILES

EVERY 12 MONTHS OR 15,000 MILES

REPLACE EVERY 30,000 MILES

AS NEEDED-FRAYED OR BROKEN

ACCORDING TO SPECS.

AS NEEDED

AS NEEDED

YEARLY

TO BE SERVICE:

AS NEEDED

AS NEEDED

AS NEEDED

REPACK EVERY 30,000 MILES

EVERY 15,000 MILES

KEEP WITHIN 5 LBS. OF SPECS

AS NEEDED

EVERY 5,000 MILES

ITEM NEEDING

MAINTENANCE:

VEHICLE MAINTENANCE SCHEDULE

Area Agency on Aging of Southeast Arkansas, Inc.

~ CAREGIVERS Are,1 A,get19 011 Aging ofS<>utl,east Arlums,,s

__ I _I __ _

72

Appendix O Daily Vehicle Checklist / Pre-Trip Inspection Form

DATE _______ _ DAILY VEHICLE CHECKLIST/ PRE-TRIP INSPECTION

Vehicle# Make Lie# Location ---- ----- - --- ---- ---------

Starting Mileage Ending Mileage ____ _

Last Oil Change Date

Next Oil Change Due (in miles)

Daily Total _____ _

Change oil every 5,000 miles

Inspect and Check Below: + = O.K. 0 = Needs Attention -- = Not

Equipped

A. UnderHood • Oil Level • Radiator Level • Windshield Washer Level • Engine Hoses & Belts

B. Exterior • Tires • Turn Signals • Headlights • Tail & Brake Lamps • Windshield Wipers/Washers • Fresh Body Damage • Cleanliness • License Plate Expiration

C. Interior • Brakes • Steering • Transmission • Mirrors/ Adjustment • Guages/lnstrument • Controls • Lights • Cleanliness • Horn • Camera/Panic Button Lights

D. Safety Equipment • Fire Extinguisher • Flares/Triangles • First Aid Kit • Back Up Alarm • Wheelchair Lift • Enough Wheelchair Tiedowns • Child Safety Alarm • Forward & Rear

Facing Wheelchair Lift Belts

E. Fuel • Fuel Added • Oil Added

Driver Signature

Gallons ___ __ Quarts

A. Comments

B. Comments

C. Comments

D. Comments

Supervisor Signature

73

Appendix P SEAT Driver New Hire Orientation

SEAT Driver New Hire Orientation The Operations Supervisors, Chaundra Allen, Jason Cherry, and Lonnie Maxey interview applicants on

Tuesdays or Thursdays and discuss Job Descriptions as well as Qualifications. The approved applicants

will have a Criminal Background check at this time. They will then be sent to the Agency’s Occupational

Health Nurse for a physical and eye screening. Once the applicant successfully completes these

procedures they are sent to a Federal Transit Authority (FTA) approved Drug and Alcohol testing site for

Drug and Alcohol tests. Once these results are returned satisfactory the Supervisor will schedule the

applicant back to fill out the New Hire Requirements and to attend Drug and Alcohol Training.

The Supervisors then instruct the applicant on filling out the necessary Daily Driver Paperwork to include

Vehicle Manifest, Driver Time Cards, and Driver Time Sheets just to name a few. The Supervisors then

have the applicant to fill out the Department of Human Services Maltreatment Form. The driver

Handbook, Agency Personnel Policy and Procedures, the Medicaid Driver Requirements, HIPPA

Regulations are reviewed and discussed with the new hires. Agency shirts are then distributed. A

company employee badge is then assigned and CPR / First Aid training is set up.

The SEAT clerk will go over Fuel Cards and assign a Fuel Pin# as well as explain the procedures for all

vehicles receipts. The SEAT clerk goes over the procedures for turning in all daily paperwork and where

to turn it in and when it is due.

The applicant returns the following day either Wednesday or Friday for an all day training with one of our

Training & Safety Personnel. Items listed below that are gone over in those classes:

1) Driver Safety

2) Post Accident Procedures

3) Emergency Call- In Procedures

4) Pre- Trips and Reporting Vehicle Problems

5) Van and Wheelchair Lift Use

6) Vehicle Maintenance Log Books

7) Cleanliness of Vehicles

8) Proper Application of Wheelchair Tie Downs

9) Proper Application of Child Safety Seats

10) CPR/First Aid Training

Once the Training and Safety Personnel signs off on the training, the new driver is assigned to a

handpicked veteran driver to ride with for the 1st week on the job for extensive training. The Training and

Safety Personnel will then do an unannounced On Street Supervision during the drivers 1st week of

employment, then periodically after that.

Area Agency on Aging of Southeast Arkansas, Inc.

Telephone: 870-543-6300 Toll Free: 800-264-3260 Fax: 870-534-2152 Website: www.aaasea.org

709 East 8th Avenue P.O. Box 8569 Pine Bluff, AR 71611

CAREGIVERS Area Agenq on Aging ofSo11t/Jeast Arkans,,s

74

Appendix Q

Area Agency on Aging of Southeast Arkansas Equal Employment Opportunity (EEO) Plan

NOTICE OF NONDISCRIMINATION

The Area Agency on Aging of Southeast Arkansas complies with all

civil rights provisions of federal statutes and related authorities that

prohibited discrimination in programs and activities receiving federal

financial assistance. Therefore, the Area Agency on Aging of

Southeast Arkansas does not discriminate on the basis of race, sex,

color, age, national origin, religion or disability, in the admission,

access to and treatment in Area Agency on Aging of Southeast

Arkansas' programs and activities, as well as the Area Agency on

Aging of Southeast Arkansas' hiring or employment practices.

Translation services available upon request. Complaints of alleged

discrimination and inquiries regarding the Area Agency on Aging of

Southeast Arkansas' nondiscrimination policies may be directed to:

Tony Barr, Title VI Coordin ator-EEO Coordinator 709 E. 8th

Pine Bluff, AR. 71611

870-543-6300

TTY # is 870-543-6339

tbarr@aaasea.org

or

James Word, ADA and Section 504 Coordinator

709 E. 8111

Pine Bluff, AR. 7161 1

870-543-6300

TTY # is 870-543-6339

jword@aaasea.org

This notice is available from the ADA/504/Title VI Coordinator in

large print, on audiotape and in Brai lle.

Free language assistance for Limited English Proficient individuals is available upon request. ·

AFFIRMATIVE ACTION PLAN

The Area Agency on Aging declares and reaffirms a policy of equal opportunity for all

applicants/ employees of nondiscrimination on the basis of age, race, color, religion, sex,

national origin, disability, or other impermissible grounds, in the provision of all services to the

public, such as employment, contract/grants and services. The Agency commits itself to a

continuing program to assure that unlawful discrimination does not occur in the services it

renders and that those sectors of the public most affected by this policy will be kept informed

of its content.

Equal Employment Opportunity Statement Policy

The Executive Director of the Agency will make all decisions regarding recruitment, hiring,

promotion, terminations, transfers, layoffs, compensation, training, benefits, and other terms

and conditions of employment without discrimination on grounds of race, color, religion, sex,

national origin, age, disability, or other factors which cannot be lawfully used as the basis for

employment decisions. The policy will be placed in all satellite offices so that employees,

applicants, and the general public are cognizant of the Agency's EEO commitment.

1. The Agency undertakes a program of affirmative action, in which good faith efforts will

be directed to:

A. Determine the extent to which minorities, our senior population, and women are

underutilized in major categories. The Agency will identify and eliminate the specific

causes of such underutilization.

B. Project goals and timetables to include estimates of the representation of middle­

aged and senior population, minorities, and women which are likely to result from

the operation of this affirmative action plan.

C. Ultimate responsibility for achievement of affirmative action through this plan is

assigned to the Executive Director of the Area Agency on Aging of Southeast

Arkansas Board of Directors, whom, will establish organizational structures and

monitoring systems which will assure effective operation of the affirmative action

program, achievement of its goals, and means for modification of the plan as needed.

D. Applicants and employees have the right to file complaints with the EEO.

E. The performance by managers, supervisors, etc., will be evaluated on the success of

the EEO program the same way as their performance on other Agency's' goals are

evaluated.

F. Successful achievement of EEO goals will provide benefits to the Agency through

fuller utilization and development of previously underutilized human resources.

2

3

Dissemination Plan

The Executive Director reaffirms that this affirmative action plan, including its guidelines for

implementation and supporting data, is a public document. A copy of the document will be kept

on file and made available to interested persons upon written request within three (3) working

days. A copy of the plan will be available for review by any employee at all satellite offices and

the central office upon written request within three (3) working days.

Internally: The Executive Director will authorize and coordinate orientation for appropriate

supervisory and other liaison personnel.

A. Orientation will focus on the provisions of the plan; applicable local, state

and federal regulations, and the Equal Employment Law generally.

B. Update sessions will be held as needed, with responsibility for equal opportunity

orientation and training sessions assigned to appropriate personnel under the

authority and supervision of the staff executive.

C. Special meetings or orientation sessions will be organized under procedures

developed or supervised by the Executive Director and/or EEO Advisory Committee,

to inform non-supervisory personnel of their rights and obligations under the

organization's affirmative action plan.

D. The EEO Coordinator secures and places the EEO employer posters at all work

stations.

Externally: External recruitment sources used by the organization, including unions, colleges,

minorities and women will be Informed of the organization's nondiscrimination policy. They are

requested to refer persons for all positions listed by the organization.

A. In all public media sources, all advertisement for personnel will include that the

recipient is an Equal Employment Opportunity Employer.

Designation of Personnel Responsibility

Ultimate responsibility for achievement of affirmative action through this plan is assigned to

the Executive Director by the Area Agency on Aging of Southeast Arkansas Board of Directors

and under the principles of sound public administration. The Executive Director will assign

affirmative action functions to include but not limited to:

A. Development of a written affirmative action plan for the Agency, updated from time

to time to conform to laws and regulations.

B. General direction or coordination of programs established under the plan.

C. Collection, analysis and proper publication of all statistical data called for in the plan

and its guidelines.

D. Preparation of all required government reports regarding affirmative action in the

operations of the plan.

E. Assistance to agency or program administrators and other personnel who need

technical advice or administrative support in meeting their responsibilities under this

plan.

F. Annual review of employment practices and of related documents, such as job

descriptions, application forms, job announcements, etc., to assure that practices

which are discriminatory are eliminated or modified.

G. Assistance to responsible personnel in the hiring units in developing recruitment

programs to reach under-utilized populations.

The Affirmative Action/EEO Coordinator for the Area Agency on Aging of Southeast Arkansas,

Inc. is Tony Barr, SEAT Transportation Officer. The EEO Coordinator reports to the Executive

Director of the Area Agency on Aging. The most essential requirements for an effective EEO

officer are:

A. Sensitivity to and an awareness of the varied way in which discrimination occurs;

B. Total commitment to EEO program goals and objectives;

C. Knowledge of civil rights precepts, policies, rules, regulations & guidelines; and

D. Sufficient authority with the ability to work and communicate with others (e.g.,

department heads) to achieve EEO goals and objectives.

The Affirmative Action/EEO Coordinator studies the EEO Program and schedules a meeting of

the EEO Committee to determine deficiencies and assess progress towards goals as needed.

A. The Affirmative Action/EEO Coordinator schedules all EEO Committee meetings.

B. The Affirmative Action/EEO Coordinator is responsible for orientation sessions on

AAP and EEO Program for all supervisory staff.

C. The Affirmative Action/EEO Coordinator does not decide if a complaint is legitimate

or otherwise. They are responsible for informing employees of proper chain of

supervisory authority to follow to resolve complaints informally.

D. The Affirmative Action/EEO Coordinator is to make a written report immediately to

the Executive Director of all allegations.

4

5

EEO Advisory Committee Responsibilities

The Affirmative Action/EEO Committee will include the following: A board member, the

Executive Director, EEO Coordinator, ADA/Section 504 Coordinator, LEP interpreter and three

(3) other staff members. Goals and timetables may be projected for positions for our senior

population, women, and minorities. Goals and timetables may not be projected and utilization

analysis will not be conducted based on religion or disability. The EEO Committee will have the

following responsibilities:

A. Advise and assist Agency management on needed changes and improvements In the

AAP and EEO Program.

B. Assist with orientation session for employees to raise questions concerning the

policy, its implications and purposes, as well as their recommendations for

improvements in the policy.

C. Process employment discrimination complaints.

D. To assist the Executive Director in efforts to resolve complaints informally when requested.

E. To make written reports of any allegations to the Executive Director if requested.

Management Responsibilities

Managers are expected to carry out the following responsibilities, as part of their job, in

implementing the agency's EEO program.

A. Assisting in identifying problem area and establishing agency and unit goals and

objectives.

B. Being actively involved with local minority organizations, women's and disability

groups, community action organizations and community service programs designed

to promote EEO.

C. Participating actively in periodic audits of all aspects of employment to identify and

to remove barriers obstructing the achievement of specified goals and objectives.

D. Holding regular discussions with other managers, supervisors, and employees to

assure the agency's policies and procedures are being followed.

E. Reviewing the qualifications of all employees to assure that minorities, disability

persons, and women are given full opportunities for transfers, promotions, training,

salary increases, and other forms of compensation.

F. Participating in the review and/or investigation of complaints alleging

discrimination.

G. Conducting and supporting career counseling for all employees.

6

H. Participating in periodic audits to ensure that each agency unit is complying (e.g.,

EEO posters are properly displayed on all employee bulletin boards).

Utilization Analysis

In order to comply with appropriate regulations, as set forth in the guidelines for

implementation of this plan, the Agency will conduct a utilization analysis. The analysis will be

conducted separately for minority group members and women, and will be constructed to

determine the extent to which minority group members and women have been employed in

major occupational categories by the Agency at rates which are consistent with their availability

in the relevant labor markets.

Estimates of availability will be based on the presence of minorities, women, and others who

are or who may be qualified for employment in each occupational category, under criteria

covered by the analysis.

Goals and timetables may be projected for positions for senior persons, women, and minorities.

Goals and timetables may not be projected and utilization analysis will not be conducted based

on religion or disability.

The Agency will examine all classification, qualification, recruitment, hiring, promotion, and

other employment practices to identify all such practices which have contributed to the under-

utilization of minorities and women.

Any practice which has adverse impact on the employment of minorities or women and which

is not proved to be directly related to job performance will be eliminated and replaced with

practices Which are not unlawfully discriminatory.

Under the leadership of the Executive Director, the specific practices to be examined

periodically will include at least the following:

A. The procedures by which job descriptions and minimum experience and training

requirements are established for new positions.

B. The recruitment system.

C. All application forms and related applicant processing documents.

D. All written pre-employment and promotion tests.

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Monitoring Performance

The Agency is committed to the principle, consistent with law and policy, that individual

employees should be compensated according to the value of their work, without discrimination

on the basis of race, sex, age, color, disability, religion, national origin or other factors not

related to that value.

Under procedures developed by the Executive Director and/or staff, appropriate Agency

personnel will maintain at least the following records in support of this affirmative action plan:

A. Assessing EEO accomplishments.

B. Enabling the Agency to evaluate the EEO program during the year and to take any

necessary corrective action regarding the development and execution of programs or

goals and timetables.

C. Identifying those units which have failed to achieve a goal or to implement affirmative

action.

D. Providing a precise and factual data base for future rejections.

E. On the basis of job analysis conducted in the course of reviewing job qualifications,

determine whether each employee Is properly classified.

F. Seek written justifications from supervisors for any apparently unjustified disparities in

classifications.

G. Recommend reclassification of any employee who is deemed to be classified

higher/lower than the level which is consistent with the objectively determined value of

his/her work, with attention to disparities which are patterned statistically on the basis

of age, race, or sex.

H. Review and make recommendations with regard to any employee's or supervisor's

request to have his or her or the employee's classification adjusted, according to

procedures established by personnel and approved by the Executive Director.

The organization's goals and timetables will not be developed or administered as quotas, nor

will they be administered in a manner which discriminates in hiring, appointing, or promoting

any individual on grounds of age, race, color, religion, sex, disability or national origin.

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Equal Benefits

The Executive Director will review at least annually all benefits for employees of the Agency to

assure that all benefits are available to employees without discrimination on any prohibited

grounds.

The Agency will not participate in any medical insurance program that discriminates unlawfully

with regard to coverage of any illness or disability, including those related to pregnancy,

miscarriage, therapeutic abortion, or childbirth.

The Agency will not participate in any retirement, pension, insurance or similar welfare

program unless both the benefits and the Agency's contributions are equal for all full-time

employees in compliance with approved program budget without unlawful discrimination

because of age, race, sex, national origin, disability, color, religion or other reasons.

There can be no mandatory retirement solely because an employee has attained the age of

sixty-five (65) or more.

Leave Policies

All leave policies of the Agency will be formulated and administered without discrimination on

the basis of age, race, sex, national origin, disability, color, religion or any other prohibited

ground.

Contract/Grants: Compliance with Laws

Through the policies and program set forth in this plan, the Agency undertakes to comply fully

with all applicable federal, state, and local laws relating to equal opportunity, affirmative

action, and nondiscrimination in public services.

This plan specifically addresses the obligations of the Agency under the following laws and

regulations:

A. Titles VI and VII of the Civil Rights Act of 1964, as amended.

B. Section 503 and 504 of the Rehabilitation Act of 1973, as amended.

C. Executive Order 11246, as amended.

D. Revised Order number 4 (41(CRF 60-21).

E. Title 45 Code of Federal Regulations, parts 80, 84, and 90.

F. Age Discrimination in Employment Act of 1967, as amended.

G. Section 4212 of Vietnam Era Veterans Readjustment Act of 1974.

H. Americans with Disabilities Act of 1990.

I. Equal Pay Act of 1963, 29 U.S.C. 201.

J. UMT Act of 1964, as amended, 49 U.S.C. 1601.

K. 28 CFR Parts 42, Subpart F, "Coordination of Enforcement of Nondiscrimination in

Federally Assisted Programs".

The EEO Plan of the Area Agency on Aging of Southeast Arkansas, Inc. was updated as of June 1,

2015 and is to be re-evaluated and updated June 30th of each year as needed.

~ :2,qfa~ Chairman of the Board

~ - LD&Ull{YY1) Human Resource Manager

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