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STATE BAR OF TEXAS …
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Language: english
Created: Tue Nov 6 14:54:46 2001
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STATE BAR OF TEXAS
DISASTER RESPONSE PLAN
(NATURAL DISASTERS)
GENERAL INFORMATION
Texas Lawyers Care Department (TLC) and the Director of Communications will take the lead in
implementing a plan to provide disaster relief in the form of legal assistance to victims of natural
disasters. Texas Lawyers Care will coordinate the compilation or updating of training materials on legal
issues commonly faced by disaster victims and will coordinate recruitment of attorney volunteers to
respond to telephone calls to a special State Bar toll-free 800-number dedicated to disaster victim calls
(the Ahotline@). The Director of Communications will be the contact with the Governor=s office and
Federal Emergency Management Agency (FEMA) in coordinating Bar activities with state and federal
relief efforts. The Director of Communications will coordinate announcements of the hotline numbers and
TLC will provide FEMA with the required statistics. FEMA reimburses the Bar for the cost of the toll-free
hotline but not staff time. Hotline costs should include the out-of-pocket costs of recruiting volunteers and
necessary communications with them.
In consultation with the President, Executive Director, Director of Communications and local groups,
Texas Lawyers Care determines the extent of the need for volunteer lawyers. In the case of disasters
affecting a large population, blast faxes are sent on behalf of the President and/or Section chairs
requesting assistance from members, certain groups of members, or local bar associations.
MATERIALS NEEDED
Volunteer attorney training materials
Prepared public service announcements
Sample press release
PROCEDURES FOR RESPONDING TO DISASTERS
1. Texas Lawyers Care confers with the SBOT President, Executive Director, and Director of Communications to begin disaster
response effort.
2. Director of Communications calls the Governor=s office to find out what Texas counties are affected and if any have been
requested to be declared disaster areas.
3. Director of Communications contacts FEMA to find out what counties are declared to be disaster areas and reports findings to
TLC.
4. Texas Lawyers Care checks with local bars and/or local legal services providers in the affected area to find out extent of damage, if
they need help with dealing with victims = needs, etc.
5. Texas Lawyers Care recruits volunteer lawyers by sending blast faxes from SBOT President or section chairs to relevant groups
with request for their pro bono assistance. (See Appendix A: Sample Blast Fax.) Assistance consists primarily of answering
telephone questions. If the need arises, volunteers may be called upon to go on-site to provide legal assistance, at a
State Bar of Texas Disaster Response Committee
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centralized disaster aid office. Assistance may also involve document preparation or legal representation if it is done strictly
on a pro bono basis and does not involve a position adverse to FEMA.
6. Texas Lawyers Care sets up a database of volunteer attorneys who have responded to requests for help.
7. Texas Lawyers Care makes volunteer lawyers aware of training materials available. Send Legal Assistance After a Natural Disaster
Training Materials (or appropriate excerpt) to volunteer lawyers if needed or requested.
8. Communications Department sets up telephone hotline at the State Bar of Texas.
C Coordinate with Assistant Manager of Purchasing and Facilities to have phone system put in place.
C Texas Lawyers Care records messages in English and Spanish for the phone system. (See Appendix B: Sample
Script.)
9. The Director of Communications coordinates the dissemination of press releases and public service announcements with the
President, Executive Director and TLC.
10. Director of Communications recruits staff to assist with answering hotline or finds a department to handle it.
C Identify who is responsible for delivering Intake Forms twice (or more) daily to TLC.
C For big disasters try to find volunteers from outside the Bar staff.
11. Texas Lawyers Care staff trains volunteer staff on intake procedures. (See Appendix C: Intake Procedure.)
12. Volunteer staff will document each call that comes in on a Telephone Intake Form. (See Appendix D: Intake Form)
13. For each request for help, Texas Lawyers Care staff calls volunteer attorneys until one is identified who is able to contact the
victim within two business days.
14. Texas Lawyers Care staff faxes the completed Intake Form to the attorney. (See Appendix E: Fax Cover Sheet.)
C File original Intake Form in pending file.
C Each day, update the database with the number of calls each attorney accepts.
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15. The volunteer lawyer responds to the caller within 48 hours and answers his/her questions or makes referral for further legal
services.
16. The volunteer lawyer faxes the Intake Form back to TLC with case notes and any follow-up required.
17. Texas Lawyers Care staff checks the pending file each day.
C If the volunteer lawyer hasn=t faxed the results back within 72 hours, TLC calls the lawyer to see if he/she has
contacted the caller.
C If staff is unable to reach the volunteer lawyer, staff calls the victim to see if they have been assisted.
C If the victim has not received assistance from the volunteer lawyer, repeat from Step 12.
18. Texas Lawyers Care compiles the statistics on how many calls were received and how many resolved and forwards the information
to the FEMA representative in Texas on a weekly basis. (See Appendix F: Sample Report to FEMA.)
19. Texas Lawyers Care and the Director of Communications report regularly to the SBOT President, Executive Director, and relevant
division heads on status of the project. When that group agrees that circumstances warrant closing the project, that
is done. At the conclusion of the project, Texas Lawyers Care and the Director of Communications submit a final
response report to the President and the Executive Director summarizing the results of the project and informing them
of any problems encountered.
20. The Communications Director files the request with FEMA for reimbursement of hotline expenses.
21. Texas Lawyers Care will retain records of the project for a period of _____ years following completion of the project.
22. At the conclusion of the project, Texas Lawyers Care will review the case notes and categorize the types of legal issues presented.
Texas Lawyers Care will summarize the responses and issues for future use in training materials.
23. Periodically, Texas Lawyers Care will enlist the assistance of Section Chairs and/or other volunteer lawyers or groups to update
training materials.
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Appendix A: Sample Blast Fax
STATE BAR OF TEXAS
URGENT PLEA FOR DISASTER ASSISTANCE
DATE: AUGUST 26, 1998
TO:
FROM: RICHARD PENA, PRESIDENT
Tropical Storm Charley=s heavy rains have caused severe flooding in South Texas and along the Rio Grande
River, devastating the homes and lives of thousands of Texans. The hardest hit communities are among the
poorest in the country.
The State Bar of Texas, through its Disaster Response Committee, has organized volunteer attorneys to
provide legal advice and assistance to those victimized by disasters that have hit our state in recent years.
Once again we are faced with that challenge. Volunteers are needed for three kinds of service:
(1) return calls from victims who call the State Bar disaster hotline;
(2) pro bono representation in matters related to the flood (may be partly on-site);
(3) join a team of volunteers traveling to the site for several days to provide legal advice and
assistance (training provided).
If you can help, please fill out the form below and return it to the State Bar as soon as possible. Spanish
speaking ability will be helpful but not required. If you have questions, please call our pro bono office, Texas
Lawyers Care, (800)204-2222, ext. 2155.
Name:
Address:
Phone: Fax: E-mail:
Spanish speaking: Q No Q Yes If yes: Q Fair QGood QFluent
I agree to help with the following:
Q Disaster Hotline Q Pro Bono Representation Q On-site Assistance
I have expertise in the following areas:
Q Consumer Q Immigration Q Powers of Attorney Q Real Estate
Q Employment Q Insurance Q Probate Q Other___________
Q Health Care Q Landlord/Tenant Q Public Benefits _________________
Q Debtor / Creditor Q Family Law
Please fax to Texas Lawyers Care at (512) 477-8302 or E-mail to: prangel@texasbar.com
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STATE BAR OF TEXAS
Appendix B
PROPOSED SCRIPT FOR FLOOD VICTIMS LEGAL LINE
1-800-504-7030
Press 1 to continue in English.
Para Espanol, oprima el numero 2.
#1
Welcome to the State Bar of Texas disaster assistance hotline.
If you are a victim of the Rio Grande flood and have legal concerns, a volunteer lawyer will be glad to call
you back with advice. A lawyer will return your call as soon as possible. This service is free. When you
hear the tone at the end of this message, please leave your name, home county, day and evening
telephone numbers, and a brief description of your legal problem. Please speak slowly and clearly, and
include the area code with each phone number. Thank You.
#2
Bienvenidos a la linea de ayuda legal de la Barra de Abogados de Tejas
Si usted tiene problemas legales relacionados a la inundacion del Rio Grande, un abogado esta
dispuesto a regresar su llamada lo mas pronto posible para darle consejo legal. Este servicio es
gratuito. Cuando escuche la señal al final de este recado, haga favor de dejar su nombre, condado, sus
numeros telefónicos de dia y de noche, y una breve explicacion de su problema legal. Haga favor de
hablar despacio y claro, y ponga la clave de area con cada numero de telefono. Gracias.
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STATE BAR OF TEXAS
Appendix C
INTAKE PROCEDURE
GENERAL INFORMATION
The Communications Department sets up the telephone hotline at the State Bar of Texas. The Director
of Communications coordinates with Assistant Manager of Purchasing and Facilities to have phone
system put in place. Texas Lawyers Care Department staff records messages in English and Spanish
for the phone system. The Director of Communications will recruit staff to assist with answering hotline or
finds a department to handle it. For big disasters, volunteers will be recruited from outside the Bar staff.
MATERIALS NEEDED
Intake Forms
Calls Taken box
Fax Cover Sheets for various counties
Volunteer Database
Pending file
RECEIVING CALLS
1. Designated SBOT staff or volunteers answer calls in Hotline Center as they occur.
2. For each call received, complete an Intake Form with the information needed.
3. Place completed Intake Forms in the Calls Taken box.
INTAKE FORMS PROCESSED
4. Designate a person to pick-up intake forms from Hotline Center throughout the day and take to TLC office.
5. Texas Lawyers Care staff assistant receives the Intake Forms and distributes to the TLC attorneys for initial contact and
identification of client's problem.
6. The contact person identifies the problem by case type, using the areas of expertise listed below, and assigns it to the next
available attorney on the volunteer list.
AREAS OF EXPERTISE: 3Consumer 3Immigration 3Powers of Attorney 3Real Estate
3Employment 3Insurance 3Probate 3Landlord/Tenant 3Other
7. Update the "No. of Cases Taken" column on the volunteer list database. (See Sample Database
Printout.)
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8. Once the volunteer attorney is designated, the contact person calls the attorney to confirm availability and prepares a fax cover
sheet according to county.
C Be sure to initial fax cover sheet when finished faxing.
9. Give Intake Form, with fax cover sheet stapled to the back of it, to TLC staff assistant for entering/updating
the database with the number of cases assigned to the attorney.
10. Staff assistant files the Intake Form and fax sheet in the Pending file and checks the dates on the pending Intake Forms.
C If a sent Intake Form is still pending after 72 hours, call the volunteer attorney to see if he/she has contact the caller.
C If unable to reach the volunteer lawyer, call the victim to see if they have been assisted.
C if the victim has not received assistance from the volunteer lawyer, repeat from Step 6.
11. Staff assistant will update, print and distribute volunteer lists from the database periodically.
INTAKE FORMS RETURNED BY ATTORNEY
12. Staff assistant gives Intake Forms that are returned by the attorney to initial contact for review.
13. Initial contact reviews Intake Form and files in the "Completed Intakes" folder.
C Be sure to pull and discard the pending copy .
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STATE BAR OF TEXAS
Appendix D
INTAKE FORM
PLEASE PRINT
Intake Operators= Name: Intake Date: 9 Voice mail message
Date recorded:
Name of Client: 9 Spanish speaking County:
9 English speaking
9 Other
Birthdate:
Daytime Telephone: Evening Telephone:
Best time to call: Best time to call:
Current Address: (Street, City, County, Zip Code) Pre-Disaster Address: (Street, City, County, Zip Code)
Client=s Description of Problem
This Portion For Attorney Use Only: Legal Problem - Advice Provided
Referrals Provided
Attorney Name (type or print): Date:
Attorneys, please return to Texas Lawyers Care by fax to 1-512-477-8302 or mail to P.O. Box 12487, Austin, TX 78711-
2487 Telephone: 1-800-204-2222, extention 2155
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Appendix E: Sample Fax Cover Sheet
STATE BAR OF TEXAS
TEXAS LAWYERS CARE
FAX NO: 512/477-8302
FAX COVER SHEET
TO:
Phone: Fax:
SUBJECT: Telephone Intake Forms, Disaster Legal Services
Brazoria,Burleson, Colorado, Fort Bend, Harris, Montgomery, Galveston & Wharton.
COMMENTS: Pursuant to our telephone conversation I am sending you intake form(s) regarding flood victim(s) who need legal
advice. Please call the victim(s) within two business days. Complete the form(s), and return to us at your earliest convenience.
If the client needs continuing representation please refer him/her to Gulf Coast Legal Foundation at 713-652-5911 (Monday - Thursday,
9:00 a.m. - Noon). If the matter is obviously a fee generating case (e.g. personal injury) then please refer the client to the local Lawyer
Referral Services: Harris Bar Association at 713-236-8000. Also, the Houston Bar Association offers Spanish-speaking service and
low fee panel, serving Harris, Montgomery, Fort Bend, Brazoria and Galveston counties) at 1-800-289-4577 or 713-237-9247. For
Burleson, Colorado and Wharton, please refer fee-generating cases to the State Bar Lawyer Referral Service at 1-800-252-9690.
ADDITIONAL INFORMATION:
$ FEMA Teleregistration: 1-800-462-9029 [Hearing-impaired: 1-800-462-7587]
$ FEMA Disaster Assistance Helpline (information on pending applications) 1-800-525-0321
$ Texas Attorney General=s Consumer Protection hotline: 1-800-337-3928
$ Texas Department of Insurance disaster information line: 1-800-578-4677
Thank You.
THE INFORMATION CONTAINED IN THIS FACSIMILE MESSAGE IS ATTORNEY PRIVILEGED AND
CONFIDENTIAL INFORMATION INTENDED FOR THE USE OF THE INDIVIDUAL NAMED ABOVE. IF THE
READER OF THIS MESSAGE IS NOT THE INTENDED RECIPIENT, OR THE EMPLOYEE OR AGENT
RESPONSIBLE TO DELIVER IT TO THE INTENDED RECIPIENT, YOU ARE HEREBY NOTIFIED THAT ANY
DISSEMINATION, DISTRIBUTION, OR COPYING OF THIS COMMUNICATION IS STRICTLY
PROHIBITED. IF YOU RECEIVE THIS FAX IN ERROR, PLEASE IMMEDIATELY NOTIFY US BY
TELEPHONE AND DESTROY THE ORIGINAL MESSAGE.
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