by Eleanor Lippman

About two years ago, it occurred to me to write a “what if” letter to my children. I closed my eyes and imagined what it would be like if my children were called to the Manor and I was unable to give them any instructions.Who would they contact here at RVM? How would they gain access to my cottage? Once in my cottage, then what? Where and how to begin?

So, I wrote it all out, kept a copy in my “INFORMATION” notebook, and mailed each of them a copy.

And then . . . .

Beth Knorr’s “Implementing Your Estate Plan” showed up in my mailbox. I filled it out and realized:

1. Although it duplicated quite bit of information that was already in ‘my letter to my children’, Beth’s version had additional information, all important. I decided to keep both updated.

2. In looking over my old letter to my children, I realized:

* Dr. Prulhiere is no longer my primary care doctor

* the US Bank branch in the Manor is gone

* my financial advisor retired and sold the business

* my dentist sold her practice and moved to be near her husband

* I have renamed some of my important computer files related to such things as finance

* passwords have changed

* paperwork required by the Manor had not been updated

* and much more . . . .

So, my promise to myself is that every year on my birthday, I will open the “INFORMATION” notebook and update any information that has changed. It will be a birthday present to myself and my children.

This is a repository for information from or about RPG that is particularly intended for coordinators, but may be of use or interest to other residents.  The material is subject to change, but well enough developed to merit presentation.  All of the items are open to comments or questions — email  rpgrvm@gmail.com.

Coordinator qualifications —
— a reviewed draft of what a volunteer coordinator should be able and willing to do

Coordinator Back-ups —
— Making sure emergency functions are carried out if the primary coordinator is not available

Safety vests and contents
— Why coordinators have safety vests, and suggestions about what to carry in or with them

Coordinator Qualifications:  Floor and Neighborhood Coordinators (Draft 9/08/21  RWB)

 Effective functioning as a coordinator requires certain capabilities and actions:

Ability to walk at least three round trips of the area of responsibility (floor or neighborhood), in prompt succession at a brisk pace, with brief stops at every residence.

Ability to record, remember, and repeatedly transmit clearly, various kinds of procedures and multi-step instructions.

Ability to hear and communicate with telephones.

Ability to learn the use of a hand-held radio for communication within the Area or Building [training provided]

Possession of a TV capable of displaying Channel 900/901

Possession of and access to an email account and a computer, tablet or phone with which to use it.

Willingness/ability to communicate effectively with residents, and to compile basic information.

Highly desirable but not necessarily essential:

Possession and use of a Smart Phone.

Willingness and ability to participate in recruiting and working with a back-up or assistant coordinator.

NOTE:  Area and Building Coordinator qualification specifications are in development

THE RPG BACKUP ISSUE   — Draft,  RWB 08/09/21

1. Priorities (in order):

1.1 Terrace Radio Room (TRR);

1.2  Building and Area Coordinators (BC & AC);

1.3  Floor and Neighborhood Coordinators (FC & NC).

Other positions may be added as the organization develops, but for now that’s it.  Most important are positions critical to communication.  We recognize that every location will be unique to some degree and that creative approaches by the coordinators will be needed.

The TRR is really a separate and unique issue in terms of qualifications; let’s set that aside.

2. Constraints:

2.1  Backups should be geographically close to the position they are backing up.

2.2  We currently do not have the resources to equip a full complement of backups (radios, maybe vests)

2.3  Recruiting experience has shown that there is little hope of finding a second person for every coordinator position.

A Possible Approach (top down):

Concentrate on recruiting backup BCs and ACs –

People in these positions will/should be able to carry out the duties of F/NCs, so if both the primary and backup B/ACs are present, the backup can also serve to back up the F/NCs.

We probably can afford to equip one additional person for each of the B/AC positions.

One possibility is recruitment of one of the F/NCs as backup B/AC – they’re already committed and partially trained, and if the backup process occurs, filling in for a missing F/NC is less critical (see discussion below).

Compensatory mechanisms (bottom up):

For the problem of missing F/NCs – the first step is making use of existing resources by cross-training and cross-assignment.  Each coordinator should have the information necessary to take over an adjacent neighborhood or hallway after doing his/her primary assignment.

Existing dual assignments provide some additional scope for spreading the load, although both members of husband-wife teams may be gone at the same time.

Addition of other individual backups is still possible even if cross-assignment is used.

Backup Transition Preparation and Management:

There will be both planned and unplanned coordinator absences

— planned is going on vacation, hands over radio, vest and information list

–unplanned is downtown, in the pool, in bed with the flu

Backups need to know the procedures (local information, radio training, exercises) in either case.

Implication – all backups should be on the same notification list as the primary person

B/AC could contact a backup by phone (important to have cell!), or might be issued a spare radio, vest, etc. for unplanned absences when a substitute is available

If primary and backup are personally close, they might be able to arrange a mutually accessible storage location for gear (e.g., garage or golfcart garage, sharing keypad combination).

RPG Coordinator Safety Vest Information, 9/07/21

This accompanies the safety vest you have been issued, and offers some information and suggestions.

1. The vest is a loan, not a gift; it should be passed to your successor or backup or turned in when you relinquish the position (a trade can be arranged if it doesn’t fit your successor/backup).
2. In addition to its safety features, a primary purpose of the vest is to identify you to staff and residents as an emergency worker with specific assigned duties.
3. Please wear it not only for emergencies, but also for exercises, training or RPG “business” visits to residents of your neighborhood or floor. This will help assure that people are familiar with it.
4. This vest has been selected in part because of its pocket capacity – it can be stored pre-stocked with desirable gear and supplies. Most of the items mentioned below are part of your emergency preparation kit or go-bag.

Supplied:

1. Notebook, pencil and marking pen
2. Blue painter’s tape. If a unit is known to be vacant, tape a blue X on the door and mark with dte, time and your initials.  The tape is also useful for leaving notes or notices on surfaces that do not take ink well, such as glass or brick.

Strongly suggested:

1. Headlamp and/or flashlight w/wrist lanyard (see https://thecomplement.info/2020/07/01/light-electricity/)
2. Work gloves (e.g., to handle broken glass in a hurry)
3. N95 masks (at least 2)
4. Whistle
5. Some sort of cutting/prying multitool (e.g, Swiss Army knife, Leatherman)

Suggested:

1. Aluminized mylar emergency blanket
2. Ultra light-weight plastic poncho

The First-aid question:  Coordinators are NOT required or expected to render medical assistance.  However, for those who wish to be prepared, the following self-assembled kit is suggested.

Blunt tipped scissors & tweezers, Nitril gloves, masks, Disinfecting wipes, Large (i.e. knee) bandaids – waterproof or “tough”, Non-stick wrap – Coban or softer, gauze type wrap, Cloth medical tape, riangular bandage, 5” x 9” (ABD) pads -as many as possible, QuikClot Advance Clotting Gauze, Aspirin packs.

Other Considerations:  seasonal items such as sunscreen or handwarmers; water bottle with a belt clip.