Villages Honor Flight Squad Leader Training Mission 50

Villages Honor Flight Squad Leader Training Mission 50 Preflight Meeting: March 01, 2020 Flight Day: April 01, 2020 1

Meeting Agenda § Who's Who? § Review Squad Leader Duties § Discuss Pre-Flight Process § Identify potential issues § Plan for a successful mission! 2

Who's Who for Mission 50? Squad Leader Assignments SQL (9) Squads (44) Vets (44) Guardians Flight Staff Debbie Diroff Flight Director Al Arnold MXO Sandra Skopaz MXO Barb Hambright Bus Captain Karen Zielinski Medical Bus Squad Vicki Mc. Millan Stars A Patrick Mallory Stars B Kashi Yatto Stars C Milt Volosyn Stars D Wayne Grunewald Stripes E Paula Boulette Stripes F Arlene Clarke Stripes G Greg Wright Stripes H Duane Roemmich Stripes I 3

Squad Leader Responsibilities Ø Ø Ø Ø Focal Point for Squad Primary interface to Flight Staff Operate as a coordinated Unit Communicate: What, when, where & how Ensure that Guardians are ready Be prepared for changes Guardian ratings ASAP after flight 4

Mission 50 Overview Event Date Location Pre-Flight 01 -Mar Eisenhower Rec Ctr (one session) Flight Day 01 -Apr American Legion 02 -Apr Mission Debrief Pinellas Library (Staff/Sq. L only) 1 -3 pm 11 -Aug North Lake Reunion 1: 00 pm Presbyterian ü ü Your Squad Leader responsibilities start now and continue through the Reunion. Identify an "Assistant" in your Squad to fill-in or help if needed. (Advise MXO/FD) 5

Before Pre-Flight Ø You should have received your Squad Sheets Ø Ø You should have contacted all Guardians & introduced yourself Ø Plan a meeting with the Guardians in your Squad before PF Confirm and test contact information via phone & email (require a response) Send email reminder a couple days before meeting; Advise what items are due at meeting; (Medical info. , ID, payments, separate checks for items that they may purchase at preflight) Let Guardians know their responsibilities begin at Preflight meeting (Vets should be escorted to restrooms; escorted to their cars at end) Ø Advise Guardians they should be checking email daily Ø (and multiple times a day the week prior to the Flight) Advise Guardians regarding email protocol. Everyone on the To: line – response required to the Sender ONLY. Everyone on the CC: line- no reply 6 required. Do not use: REPLY TO ALL option.

NEW ITEM § Advise all of your guardians to bring their insurance cards for their vehicles with them to the preflight meeting. § Vehicle insurance cards will be scanned into Villages Honor Flight database in order to cover the Guardian that may be transporting their Vet at some point. 7

Squad Paperwork Worksheet 8

Check-in Sheet at Pre-flight Review with your Veterans so they are prepared when it’s time to check-in Changes on back of form 9

Check-in Sheet at Pre-flight [Grd/Staff] Make no changes on this form 10

Pre-Flight Meeting • Guardians arrive at 10: 15 am; Vets arrive at 11: 30 pm; • Squad Leaders 10 am; Staff 9: 15 am • Staff advises of any known administrative issues. • Updates on any Stand-in or Standby Guardians. • Guardian Training will start promptly at 10: 30 am • Vet introductions at 12: 00 pm, check-in; review of flight day • Maximize "table time" with Squad ‾ Introductions ‾ Ready the Squad for check-in ‾ Start on Biographies; Plan Squad Social; ‾ Begin discussions on transportation ‾ Complete Squad worksheet • Squad Leaders meet with Medical staff after main meeting (mobility, transportation & social discussion) 11

Squad Table Ø Ø Ø YOU lead the discussion (have an Agenda) Start the Team Build Make sure everyone knows their Sound Off # Review check-in process and ensure paperwork is ready. Verify vet contact information… must have two that can hear and are healthy should they be needed. Ask vets to verify service information Everyone should have ID in hand when going to check-in. Start to understand any Veteran’s special needs (hearing, restroom, dietary/allergy, oxygen, etc. ) Discuss transportation requirements / needs for flight day. Discuss possible dates and locations for Squad Social. Encourage Guardian/Vet meeting again before flight. 12

Veteran Mobility Observe Veteran's mobility: − at meetings and Squad Social. − Mobility determines wheelchair assignment, bus loading, and seat assignments. – Know that mobility level can change during the preflight process, so keep staff advised at all times. You will be asked to "rate" the level of mobility: u No mobility issues; v Fragile, but can do the bus stairs with help. w Cannot do bus stairs, but can transfer to bus seat. Will use wheelchair lift on bus. Does Vet use a cane or walker?

Wheelchair Assistants Needed: (2) for Stars bus (2) for Stripes bus Duties: ü Help load and unload wheelchairs under the bus. ü All stops except for Requirements: ü Guardians with Level 1 or 2 Veterans ü Physically capable Sendoff and Homecoming Discuss this with your Guardians at your squad Guardian meeting & Preflight (work with your Bus Captain to identify potential candidates) Submit names at Sq. L meeting after main PF session 14

Complete worksheet at Pre-flight (Squad social might need to be updated afterwards – to your Bus Captain) 15

Following Pre-Flight Meeting § Notify your Bus Captain with details of Squad Social (they will share with rest of staff) § Your Squad Social −Informal meeting such as breakfast, lunch, or other activity −Spouse/friend of Vet invited; −Honor Flight will reimburse you up to $200 −Name tags a necessity −Additional training by Staff member will be done (in lieu of PF 2) −Guardians should complete Vet Bio within 2 days after Social § Encourage Vets & Guardians to meet on their own −Become familiar with meds schedule and other possible needs −Try to determine if any restroom issues −Identify transportation needs to Squad Social or on Flight day −Find out if anything in particular they want to see/do in DC −Any planned family visits while in DC? (get contact info) 16

Squad Social Training (A Staff Member will attend to do this training) § § § Check-in Process on Flight Day. Sound Off! General Review of PF #1. What to bring / not bring; weather forecast notification. Bus loading/unloading procedures; seating arrangements. Squad assembly & movement. Itinerary review for Flight Day. Wheelchair reminders – everyone gets one; brakes, door entry. Veteran transportation reviewed and finalized. Mobility levels and medical issues reviewed with Medical Staff. Special dietary needs confirmed. 17

Flight Day § Squad Leaders should arrive about 15 min. early. § Make sure squad table is ready. −Ensure envelopes from Beyers are distributed to Guardians and Vets. −You have the Squad Flag or it is at the table. −Bag of supplies (trail mix, etc. ) is received by each team. § All Squad members are checked-in and have ID pouch displayed. § Guardians have control of the Veterans and everything going in backpack. § Bus Captains will take Wheelchair Assistants for brief training at buses. § Squad is ready for Sound-off. § Quilts can be tagged and left for Vet to pick up at Homecoming. § Restroom break before heading to bus. 18

Mental Health Crisis Awareness § What is this? Conditions where individuals get disoriented and confused, often agitated. § What causes it? Sometimes “triggers” such as noise, darkness, being with unfamiliar people or in unfamiliar places, fatigue. § What to do? Stay calm, alert a staff member (Red Shirt) if you are seeing signs of this at any time during the day. 19

Finances Ø Squad Leaders will receive VHF check for Squad Social at PF ($200 for squad of 10, might be less for squad of 8). Note: Vet, Guest, and Guardian should be covered by this allowance. Any overage is responsibility of SQL; any guest of Guardian will be responsible for cost of their meal/snack (unless SQL decides otherwise. ) Ø Submit expense report sheet along with receipts to VHF. This form will be included in envelope with your $200 check. If you did not spend the entire allowance, include a check to VHF for the remaining funds. ) Ø Remind your Guardians that after check-in process with their Vet is complete at Preflight, the Guardian returns the Vet to the Squad table, then goes to final check-in station in back of room to make Guardian flight payment (check or cash only; due at preflight meeting) 20

Mission Follow-up Ø Debrief Meeting: Thursday, 4/2/2020, 1 -3 pm @ Pinellas Library, Powell Rd (Only Sq. L & Staff to attend) Ø Let Guardians know that soon after the flight, they will receive a survey to complete online. Ø Squad Leaders to complete and submit Guardian Feedback/Ratings by 4/10/20. Ø Send a thank you to your Squad and reminder of Reunion. 21

More new info! 1. Guardian Fees must be paid at the pre-flight meeting either by cash or check (no online payments). 2. If the Guardian orders a yearbook, they must pay at the preflight meeting by cash or check ($25). 3. Guardian Roles & Responsibilities and the Do Not Sue/Web List forms will now be completed electronically prior to preflight. SQL will no longer be responsible for collecting. 22

Any Questions? 23