DEPARTMENT OF MONTANA
D
A
V
V
T
N
DID YOU KNOW???
Last year we logged
over 784,000 miles
statewide
We have more than
10,000,000 (ten million)
miles over our first
twenty years of service
DID YOU KNOW???
Last year our
volunteers worked
38,580 Hours at a
savings to the VA of
almost $700,000
DID YOU KNOW???
We transported 17,660
veterans last year for
an average of 44 miles
per trip per veteran
DID YOU KNOW???
•5 vans bought in 2007
•12 vans bought in 2006
•3 vans bought in 2005
There are currently 41 vans
in service
•3 vans planned for 2008
DID YOU KNOW???
Last Year’s Estimated Program Cost
$150,000 Department of Montana
(includes area donations)
$ 75,000 DAV National Grant
$150,000 VA’s Fuel and Maintenance
$700,000 Donated Labor (volunteer hours)
OVER 1 MILLION ANNUALLY
DID YOU KNOW????
Costs not counted
•
•
•
•
•
Meals
Training/physicals for drivers
Insurance
Licensing
Portions of salaries that support our program
• VOLUNTEERS OUT OF POCKET
EXPENSES SUCH AS FUEL TO GET TO
ASSSIGNMENT AND HOME AGAIN.
WHERE ARE THEY NOW??
Red star = van locations
Blue star=proposed locations
Williston, ND
Powell, WY
HOW IT WORKS
• All vans are purchased through the DAV,
Department of Montana
• National DAV has paid half of every van in
service
• Rest comes from communities and other
grants that the Department applies for
• Vans are then donated to the VA which
pays for maintenance and fuel for the life
of the van
HOW IT WORKS
• Vans belong to the VA once donated but
fall under the supervision of the DAV
through its two paid employees, the
Hospital Service Coordinators.
• Vans stay in communities as long as
mission is being met. The DAV, through a
Transportation Committee do planning and
placement of all vans.
What’s needed to get a van into a
community?
•
•
•
•
Enough veterans willing to use the service
A local coordinator
Minimum of 5 volunteer drivers
Community willingness to operate within the scope of the
Montana Volunteer Transportation Network
• Although money is not required up front, It is highly
recommended that a community raise money for their
own van, the van assigned to a community was
purchased by another community. DAV helps with half
the cost of a van.
Veteran usage
• Vans cannot be placed into communities that do not use
the equipment often enough to justify its placement.
• All veterans with VA scheduled medical appointments
qualify to use the service.
• Veterans must be able to get in and out of the van
without assistance.
• Must be appropriately dressed and on time for pick-ups.
• No use of alcohol, tobacco or profanity allowed on van.
• No inappropriate behavior or interfering with the driver.
• Encourage local veterans to use the service to keep it
there for the veterans that have to use it.
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Michael Clouse
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Alvy Chapman
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
Drivers
• Complete volunteer application and sign the waiver of compensation
on the Voluntary Service application.
• Inform the HSC of any changes in his or her driving record,
insurance or any other pertinent changes in information throughout
the volunteer’s term of service.
• If hospitalized, provide HSC a doctor’s release clearing him/her to
drive.
• Complete required initial and annual volunteer orientation and
training.
• Provide Voluntary Service a photocopy and proof of a valid drivers'
license and current proof of motor vehicle bodily-injury liability and
property damage, or personal insurance, initially and every year
thereon and complete health screening initially and at least every
four years thereafter.
Drivers
• Inform HSC of any changes related to current automobile or private
insurance and safe driving record or any significant events or
problems encountered while on duty.
• Abide by DAV VTN and VA policies regarding transportation.
Transportation drivers are considered "without compensation
employees" within the purview of the Federal Tort Claims Act
(FTCA). Therefore, while they are acting in the scope of their
employment, they are afforded the protection of FTCA. This
coverage extends only to the period in which they are performing the
assignment
• The driver is eligible to have a meal if he/she volunteers 4 or more
hours, two meals if it is over 8 hours. The drivers are required to
use the VA dining faculties when at Fort Harrison or Miles City.
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Alvy Chapman
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
Coordinator
• Recruiting drivers who meet the criteria listed in policy
directives.
• Publicizing the VTN and the need for more volunteers.
• Coordinating the volunteers assigned to the LAC.
• Reporting drivers’ hours, miles and veterans transported
to the HSC by the 3rd working day of each month.
• Reporting to the HSC of major accidents and or incidents
involving the DAV VTN.
• Orienting new volunteers to the VTN program and their
potential routes, pickup and drop off sites.
Coordinator
• Supervisor for all VTN drivers assigned to your
area.
• Responsible for the van keys.
• Instructs drivers to perform a vehicle inspection
prior to usage and to complete necessary
paperwork required.
• Inform HSC of any repairs needed by the van
over and above routine maintenance.
• Turn in all receipts, and odometer readings to
the HSC each month.
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Alvy Chapman
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
HSC
–
–
–
–
–
–
Recruiting drivers who meet the criteria listed in
policy directives.
Publicizing the VTN and the need for more
volunteers.
Coordinating the volunteers assigned to the VTN.
Keeping adequate records of the VTN.
Reporting drivers’ hours to VPM or designee by the
5th working day of each month for the VPM to meet
their deadline of the 6th workday to Central Office.
Assist VA employees to ensure patients receiving
transportation through the DAV VTN will not receive
beneficiary travel funds.
HSC
– Reporting to the VPM of major accidents and or incidents
involving the DAV VTN.
– Orienting new volunteers to the VTN program and their potential
routes, pickup and drop off sites.
– Overall supervisor for all VTN drivers
– Responsible for the van keys. Provide appropriate van and POV
parking directions to all drivers
– Instructs drivers to perform a vehicle inspection prior to usage
and to complete necessary paperwork required.
• Inform Facility Management of any repairs needed by
the van over and above routine maintenance. Inform
drivers that all maintenance requests by Facility
Management must be approved before scheduling.
• Turn in all receipts, and odometer reading to appropriate
departments each month.
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Alvy Chapman
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
Transportation Committee
• Made up of 7 voting members of the DAV and
Commander appoints as many advisors as
he/she sees fit
• Acts as an advisor to the DAV Commander
• Assists in the long term planning of the program
• Brings continuity to the program as DAV
Commanders change every one to two years
• May be used to go help set up new areas and
assist areas experiencing problems
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Alvy Chapman
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
Voluntary Program Manager
• Volunteers have proof of a safe driving record and a
valid Montana’s driver’s license. Current automobile
insurance or private liability insurance is required for all
VTN drivers. Proof is to be verified by the VPM. This
documentation is kept in the volunteer’s file in the
Voluntary Service Office and updated annually.
• Volunteers complete and sign the waiver of
compensation on VA Form 10-7055, Application for
Voluntary Service as well as an Optional Form 306
(Declaration for Federal Employment and the forms are
placed into each driver’s record.
• Ensuring the criminal background check is completed
and a copy of the adjudication from Human Resources is
placed into each driver’s record.
Voluntary Program Manager
• Ensuring List of Excluded Individuals/Entities (LEIE) Health and
Human Services database check is accomplished on all volunteer
drivers.
• Ensuring that a Health Integrity and Protection Data Bank (HIPDB)
database check is accomplished on all volunteer drivers.
• Ensuring that a NACI is accomplished if computer access is
necessary.
• Working with Employee Health to provide physical examination
and/or health screenings for volunteer drivers. Physical
examinations will be accomplished initially for all volunteer drivers
and re-evaluated every four years or sooner if indicated.
• Working with Human Resources to complete a Personal
Identification Verification (PIV). Insuring volunteer completes VA
Form 0711, and signing the form as the volunteer’s sponsor.
Voluntary Program Manager
• Working with Privacy Officer to ensure initial and annual privacy
training is conducted.
• Working with Employee Health to make sure mandatory initial and
annual PPD Inoculations are accomplished.
• Ensuring that a Volunteer Position Description is on file and has
been communicated to the volunteer via the driver’s supervisor.
• Ensuring that annual safe driver training is provided to all volunteers.
• Ensuring an annual inspection of the volunteer’s driver’s documents
to ensure they are current.
• Volunteers complete a volunteer orientation with the VPM or
designee.
• Providing required annual training.
• Point of contact for issues that are unable to be resolved through the
DAV VTN program.
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Alvy Chapman
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
ORGANIZATIONAL CHART
Joe Underkoffler
Hospital Administrator
Kathleen Henson
Voluntary Services Chief
New Volunteers Until
Assigned to Network
Alvy Chapman
DAV Commander
DAV Transportation
Committee
Doug Backeberg
Western MT HSC
Western MT
Local Coordinators
Western MT
Drivers
Finance, Security, Scheduling,
Human Resources, etc…
Dick McCracken
Eastern MT HSC
Eastern MT
Local Coordinators
Eastern MT
Drivers
Organizational Chart
• The importance of each level is up side
down. Veterans – Drivers – Coordinators –
HSC – Department heads – VA Director
Director
Veterans
Veteran
Director
DAV VTN GOALS
• Educate more veterans on how to use the
program
• Getting areas to come to Fort Harrison on
a more regular basis
• Get new areas on line so we can serve
more of Montana’s veterans
• Continue to build continuity into the
program
DAV VTN Challenges
• Travel pay was increased from 11 cents
per mile to 28 cents per mile.
• We need to keep the program growing and
usage increased to help justify serving
new areas in the future
• Volunteer process and annual training and
what the DAV is doing about it
• Future funding of the program
Security/Privacy
• WE WILL NO LONGER ASK FOR LAST
FOUR OF SOCIAL SECURITY
NUMBERS
• FULL NAME, ADDRESS AND PHONE IS
SUFFICIENT
• IF YOU SUSPECT SOMETHINGS
WRONG, GIVE INFORMATION TO HSC
AND THEY WILL CALL AND WORK
THINGS OUT.
MANIFESTS
DATE:
VAN #:
LOCATION:
DRIVER:
PHONE:
DESTINATION:
LAST
NAME
FIRST,
M.I.
APPT
TIME
PICK-UP
PHONE
Doe
John P.
1300
Butte
555-5555
safeways
Public
John Q.
1130
555 Main
444-4444
FREIGHT
• If any van hauls freight it is to pick up
freight at one location and drop off at one
location.
• We don’t want drivers running around
doing special deliveries
• Driver still has final say on whether or not
to haul freight
• Ft. Harrison pick up and drop off will be at
the loading docks.
VAN USAGE
VANS ARE CLEARED FOR ONLY TWO
REASONS:
1. Taking veterans to and from medical
appointments
2. Taking vans to and from maintenance
activities
ALL OTHER USAGE MUST BE CLEARED
THROUGH THE HSC’s
Problem Documentation
• Send a statement of any problems with
passengers to the HSC as soon as
possible
• Problems include no-shows, not following
rules, etc.
• HSC’s will keep a track record in their
office
• Often documentation is needed when a
veteran contacts politicians to complain