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Meeting Notes: April 17th, 2018

BOULDER COUNTY VOAD

QUARTERLY MEETING #2

17 APRIL 2018 / 3:00 PM / LONGMONT HUMANE SOCIETY

ATTENDEES

Rhea Moriarity (Longmont Humane Society), Sara Spensieri (Boulder County Sheriff’s Office Animal Control & ESF 21), Joycelyn Fankhouser (Boulder County HHS & ESF 6 Lead), Aaron Titus (VOAD Co-Chair, Crisis Cleanup, LDS Charities), Craig Schmidle (VOAD Chair), Liz Smokowski (Longmont Humane Society), Ron Collins (Red Cross), Richard Brandon (Mountain Health Collaborative), Jenny Tierney (Red Cross), Janette Taylor (Nederland Food Pantry, also writing emergency plan for Nederland-area nonprofits), Jerry Schmidt (Boulder County ARES), Mary Eldred (Boulder County Community Services & ESF 19), Joyce Glazier (PDA, VOAD Officer At-Large), Chris Current (Nederland Food Pantry), Barbara Brown, Karen Hammer,  & Clark Myers (Medical Reserve Corps), Stephanie Walton (VOAD Officer At-Large, Foothills United Way & ESF 19), Joan Cernich (Red Cross), Andrew Notbohm (OEM), Bob Barnaby (Volunteer with OEM, Hygiene Fire, Team Rubicon)

AGENDA

Learning About Animal Evacuations in Boulder County

  • Presenters: Sara Spensieri and Liz Smokowski
  • Topics: Procedures, Capacity, Partnerships, Use of Volunteers (This was a great session! For full information, see discussion section below)

BoCo VOAD Communications Discussion

  • The Boulder County VOAD still maintains its communications plan, which is available on the website. Contact tiernan.doyle@unitedwayfoothills.org with any questions or concerns.
  • The VOAD network encourages its members to be aware of their own internal communications plans for a disaster. If VOAD members need backup communications support or planning, then contact Craig about Amateur Radio Emergency Services. The ARES network is very robust and you can even map the HAMs closest to you.  

Next BoCo VOAD Meeting

  • Tuesday, July 17th from 3:00 to 5:00. Location TBD
  • Topic: Badging and Credentialing of Volunteers/Organizations

BoCo VOAD Member Updates

  • Medical Reserve Corps is looking for volunteers (all types of volunteers); will be certified in CPR, etc. There is lots of need, lots of requirements, lots of different opportunities
  • Foothills United Way has 2-1-1 services in the community; add your organization to the list. And Better Together Community Resilience classes are now scheduled. Contact Tiernan for more information
  • Richard Brandon represents Mountain Health Collaborative (created by Amy Skinner at Peak to Peak Counseling). They have 15 volunteers ready in Nederland to be first response for those who need mental health assistance when there is an event; volunteers will be trained through MRC or Red Cross to be providing mental health services
  • Lifebridge Church is putting together a trained disaster response group to respond during a disaster; will be able to shelter 250 people; will be using multiple groups to train to respond.

ACTION ITEMS

  1. The VOAD is looking to expand membership to make sure we are covering needs and different communities around the county. Think about the following questions and send your responses along to Tiernan and Craig: Who should be a part of VOAD? Who hasn’t been attending meetings and should be? What connections do you have that would be of use for the Boulder County VOAD?
  2. Would anyone be willing to be a VOAD liaison? This position is the front line of contact during an emergency and helps to coordinate communication between VOAD officers and Boulder County HHS. Contact Tiernan if you have even the slightest bit of interest (tiernan@bocostrong.org)
  3. What volunteer opportunities exist in your organization? What skill sets are you looking for? If there are specific gaps in your volunteer pool or needs that you have then please send that information to Craig. He is working on increasing connections between VOAD members.

DISCUSSION NOTES

Boulder County Animal Control

Process

  • Boulder County Animal Control lives in the Sheriff’s Office.
  • The agency is tasked with enforcing ordinances and assisting the public. People are number one during an emergency, animals come second
  • Animal Control’s first role is as first responder; when Emergency Center opens or backup comes then they switch to focusing on animals
  • Their main work during a disaster is animal evacuations. Residents of the county will call 911 or the EOC to request an evacuation. The requester is put on a list and prioritized by whether the area is safe or not.
  • If animal control needs help, or needs to go into unsafe areas, they will contact local fire departments to assist with animal evacuation – Animal Control officers are not red carded.
  • Sheltering in place is possible for large animals if they are not in danger. Animal Control does feeding for animals that remain at home (possible place for credentialed volunteers to play a role) and will check on animals twice a day
  • If they must be evacuated, large animals are sheltered at the Boulder County Fairgrounds. If possible, the campground next to the fairgrounds will also be opened so people can stay there and care for their own large animals
  • Boulder County is also working on agreements and facilities at the Gilpin County Fairgrounds since that is easier to access for some mountain communities during an incident. Boulder already has an agreement with Larimer County to take animals to the Ranch in Loveland

Partners

  • Animal Control is ESF 21. They work closely with the Office of Emergency Management and rely heavily on the call center at the EOC. The department also works with the staff of ESF 6, the Salvation Army, Red Cross, etc. and stays  in close contact with everyone at EOC
  • Code3 Associates provides assistance with major disasters. They are professionally trained animal rescue non-profit and they also provide trainings to others
  • Mounted Search and Rescue provides volunteers
  • Boulder County Horse Association provides volunteers

Capacity

  • Sheriff’s Office has 4 officers with Sara as supervisor
  • There are 15 animal control officers total in Boulder County, including county and individual municipalities
  • Shelters can’t have an officer assigned to them – there are simply not enough people
  • Emergency trailers have been provided to South Boulder Rec Center and YMCA to hold supplies (food and water) so there can be co-locating in shelters (Just for small companion animals – no large animal)
  • If shelters won’t accept animals, then animal control will transport animals to the humane society
  • Animal Control also helps with recovery after an incident if animal doesn’t make it through

Volunteers

  • Animal Control is looking at creating their own volunteer team for large animal evacuations. Through the sheriff’s office, they have piloted an Animal Evacuation Team by working with volunteers from Mounted Search and Rescue and Boulder County Horseman Association.
  • While volunteers are currently recruited from those organizations, Animal Control would like to develop more trainings and guidelines of their own. Once the liability waivers and all the requirements have been established then they will open the sheriff’s team to the public
  • Currently, the Animal Evacuation Team is on call through Everbridge (piloted in 2017)
  • Accepted volunteers have ICS training and trucks and trailers that have been examined by the sheriff’s office. They must be escorted by sheriff’s department when behind the incident line.
  • If not already part of the team, Animal Control tries to direct those wishing to volunteer to the Parks Office, Mounted Search and Rescue, or some other organization that accept volunteers
  • Jefferson County is really on top of animal evacuations because they have Front Range Rescue (501c3 centered on animals). There is nothing like that in Boulder County, but a stronger volunteer corp would help

 

Longmont Humane Society

Process

  • During a disaster there will be an emergency hold/impound at the Humane Society that is at no cost to the homeowner. This lasts for the duration of the incident and then the owner is given 24 hours to get settled before the Humane Society starts calling. There is approximately a 30 day limit for animals to stay at the shelter
  • The Humane Society tries to coordinate things as well as possible with Animal Control, but local residents can also go directly to the Humane Society to leave their pets without waiting for animal control
  • Look on Facebook and social media for what the Humane Society actually wants donated
  • Day to day operations change slightly during a disaster, but the Humane Society still operates under Department of Agriculture regulations

Capacity

  • The Humane Society only takes companion animals – up to great dane/small horse size
  • The Humane Society also accepts donations from the community. Some donations will be given out to other organizations, others are used for animals sheltering there.  
  • The Humane Society is a drop off location; staff doesn’t go out and retrieve donations
  • Humane Society will extend hours during disaster, but does not stay open 24/7 (though Animal Control has access 24/7)
  • Can increase capacity by transferring animals to local rescue groups (Dumb Friends League, etc) or other Humane Societies
  • There is  a pet food pantry for homeless pets at Longmont Humane in addition to the county-wide pantry

Volunteers

  • The Humane Society offers a spectrum of activities to volunteers – Longmont and Boulder Valley share volunteers back and forth. The Humane society can take 25-40 spontaneous volunteers to help with laundry, sorting donations, etc.
  • Foster homes are a key part of ongoing volunteerism. People foster throughout the year and specialize in different areas.
  • It is somewhat difficult to take on new foster homes during a disaster because homes have to be inspected by staff. But there are currently 80 active foster homes; with another 100 potential homes if inspectors are available
  • The Humane Society creates a running list of places that are offering shelter around the area so after 30 days, owner can connect directly to farmers, etc. in the region. This would not be an official foster home of the Humane Society, but would be a neighbor to neighbor connection

Questions from the Audience

    • Can there be a temporary animal shelter side by side with a Red Cross shelter?
      • Yes and no. If there is a giant disaster and there is a big enough building that has ventilation, etc then a shelter could be set up. This is difficult to do since the building would need 24/7 security, cleaning, etc.
      • The best possibility is to call Code3 or SPCA or American Humane to see if they have capacity to set up a temporary shelter or help with transport in a major disaster
    • What happens if the evacuation shelter does not accept animals?
      • In Boulder County, if the shelter will not set up a co-location shelter, then Animal Control will transport animals to Humane Societies
    • What should the main messaging be about animals during a disaster?
      • Take animals to Humane Society and contact Animal Control through EOC if necessary

VOAD Committee Meetings

Behavioral Health/Spiritual and Emotional Care

Subcommittee for emotional and behavioral health have been meeting to formalize the voucher program so it is ready to go if there is a fund available. More news will be ready in July. Presentation from CU intern. Stephanie (stephanie.walton@unitedwayfoothills.org) and Joycelyn (jfankhouser@bouldercounty.org) are leading these efforts

 

April 19, 2018 / by / in
Meeting Notes: January 16th, 2018

BOULDER COUNTY VOAD QUARTERLY MEETING #1

16 JANUARY 2018 / 3:00 PM / BOULDER OEM

ATTENDEES

Craig Schmidle (Chair), Thalia Foster (Boulder County Care Connect), Mary Eldred (Boulder County), Stephanie Walton (FHUW), Joycelyn Fankhouser (Boulder County), Dennis Whalen (Nederland Food Pantry), Jaclyn Kurle (State of Colorado), Tiernan Doyle (Secretary), Katie Arrington (Boulder County), Garry Sanfacon (Boulder County), Andrew Notbohm (Boulder County), Aaron Titus (Co-Chair), Patrick Van Horne (Team Rubicon), Ron Collins (Red Cross and Longmont CERT), Lisa Widdekin (Boulder County), Jason Bukartek (Boulder County), Philip Foster (Red Cross), Don Parcher (Red Cross), Earl Perry (Boulder Mountain Fire PIO)

AGENDA

Introduction to Officers

  1. Craig Schmidle (Chair)
  2. Aaron Titus (Co-Chair)
  3. Tiernan Doyle (Secretary)
  4. Stephanie Walton (At-Large)
  5. Joyce Glazier (At-Large)

VOAD Operations Manual

  • A guide to the Boulder County VOAD is on the website and also available in print form. This guide contains a record of past VOAD activity, current emergency response plans, current membership contacts, and can be used as a recruiting tool when discussing the VOAD with potential new members.
  • Email Tiernan with any updates or to request at print copy (tiernan@bocostrong.org )

Boulder County Office of Resilience and Recovery

Garry Sanfaçon and Katie Arrington from the Commissioner’s Office are establishing an Office of Resilience and Recovery in Boulder County. Katie Arrington will be working with the VOAD to provide a connection to that office. This office will be focused on internal county resilience. BoCo Strong is merging with Foothills United Way and will be focusing on outward facing, community resilience.

VOAD Purpose and Activities

From Craig: During a disaster, VOAD doesn’t have much of a part; it is the individual agencies that take part in actual response activities. Rather, it is the interconnectedness of the members that give a VOAD its strength.

VOAD Committee Updates

See below

ACTION ITEMS

1. The VOAD is looking to expand membership to make sure we are covering needs and different communities around the county. Think about the following questions and send your responses along to Tiernan and Craig: Who should be a part of VOAD? Who hasn’t been attending meetings and should be? What connections do you have that would be of use for the Boulder County VOAD?

2. Would anyone be willing to be a VOAD liaison? This position is the front line of contact during an emergency and helps to coordinate communication between VOAD officers and Boulder County HHS. Contact Tiernan if you have even the slightest bit of interest (tiernan@bocostrong.org)

3. What volunteer opportunities exist in your organization? What skill sets are you looking for? If there are specific gaps in your volunteer pool or needs that you have then please send that information to Craig. He is working on increasing connections between VOAD members.

4. Don’t forget that the annual CEMA conference and annual COVOAD meeting are coming up. More information can be found here (www.cemacolorado.com)

DISCUSSION NOTES

Key Areas for the VOAD to Move Forward

Trainings: share who is doing what, ideas, opportunities, current volunteer types

Credentialing: ideas, current practices, best practices

Connections and membership: As chair, Craig would like to move forward with meeting individually with member representatives to discuss organizational capacity and activities.

Volunteers: Compare lists of volunteers between organizations in order to identify where people are cross-listed so that they are not over-burdened

Communication Capacity: what capacity do organizations have to communicate, what are the backup plans for internal and external communications.

Bernie reminds us that interconnections are already an important part of the BoCo VOAD. Salvation Army cooperates closely with Southern Baptists and LDS. There is a clear recognition that one organization can’t do everything.

The faith community has a great deal of latent capacity and more could be harnessed in order to respond to disasters. How each church is engaged should be up to the individual church. Even if the church doesn’t want to be a VOAD member then they could take actions to plug into response or to identify opportunities for congregants to participate as volunteers before an event happens.

Don: Communications are vital during and after a disaster. Resources are also important and a resource list should be available after the disaster.

Public Health practices creating a dispensing point to hand out medications, etc. There are many non-clinical roles that could be filled by non-skilled volunteers

Could Public Health do an exercise with the VOAD?

Larimer VOAD has been active with a variety of exercises including podcasts about what resilience means to different community leaders. Aaron would be happy to facilitate some different activities.

Team Rubicon is now working on rebuilding post hurricane, especially in Houston. They are doing a series of projects in Boulder, Lyons, Longmont to look at not only flood recovery but also mitigation. They will keep the network updated on what support they need from other VOAD members.

VOAD Committee Meetings

Volunteer Engagement

Foothills United Way has been working on planning for executing their MOU with Boulder County on how to engage and work with spontaneous volunteers and setting up a volunteer reception center. Other representatives from VOAD members met to talk about VOAD capacity for handling volunteers and what best practices could be for managing and directing volunteers to organizations during an event. FHUW is taking the lead on a digital platform for engaging volunteers before an event. It remains an open question how volunteer energy can be harnessed and functionally employed during a disaster.

Behavioral Health/Spiritual and Emotional Care

This committee is working on institutionalizing the Mental Health Voucher Program. Boulder County has identified an intern to work with this committee. The program helps introduce people into therapy or other services so they can find the help they need after a disaster. If there are faith-based organizations interested in being part of this committee to participate in spiritual and emotional care then they are welcomed at this table. Stephanie (stephanie.walton@unitedwayfoothills.org ) and Joycelyn (jfankhouser@bouldercounty.org ) are leading these efforts

FUTURE MEETING DATES

Future BoCo VOAD meetings will be held quarterly, on the 3rd Tuesday from 3:00 to 5:00. Please mark your calendars for April 17th, July 17th, and October 16th. Details on agenda and location will be sent out closer to the date of the meeting.

Proposed meeting topics include evacuation (including large animals), sheltering and feeding, and spontaneous volunteers.

March 13, 2018 / by / in
Meeting Notes: November 7th, 2017

November 7, 2017

Longmont Justice Center
3:00 p.m. – 4:30 p.m.

Attendees:

  • Mary Eldred – Boulder County
  • Don Parcher – American Red Cross
  • Joyce Glazier – Presbyterian Disaster Assistance
  • Stephanie Walton – Foothills United Way
  • Aaron Titus – LDS Charities
  • Dennis Whalen – Nederland Food Pantry & Clothing Closet
  1. Boulder County VOAD Operations Manual
    1. Needs to send again to members for feedback
    2. Updates are needed to the website on the membership and contact page
  2. Capacity Survey
    1. Only 6 organizations have completed; request all members complete so the capabilities are known
  3. Committee Updates
    1. Volunteer Management Committee
      1. Meeting November 17, 1:00 – 2:00 p.m., at Foothills United Way
      2. Anyone interested in having their organization included are welcome to attend. Stephanie to send details to Joyce to share.
    2. Mental Health/Emotional and Spiritual Care Committee
      1. Work group continues to institutionalize the Disaster Mental Health Voucher program
      2. Future agenda item to discuss perhaps combining these groups. Seek guidance from the National VOAD guidelines and COVOAD.
  • Possible membership opportunity to include more faith-based organizations.
  1. Joyce to see if Boulder Faith Network is active, upon Linda’s departure.
  1. Elections
    1. Bylaws were consulted to establish quorum, and elections proceeded with the 5 members present.
    2. Floor opened to nominations. Slate introduced. No additional nominations.
      1. Chair – Craig Schmidle, Longmont CERT
      2. Co-Chair – Aaron Titus, LDS Charities
  • Secretary – Tiernan Doyle, BoCo Strong
  1. At-Large – Stephanie Walton, Foothills United Way
  2. At-Large – Joyce Glazier, Presbyterian Disaster Assistance
  1. Motion to adopt slate by Don Parcher. Second by Dennis Whalen. Passed unanimously.
  2. Discussion: Bylaws indicate one person per member can be represented on the board, so pending merge of BoCo Strong and Foothills United Way might require future action.
  3. Craig Schmidle, Longmont CERT needs to confirm paperwork for membership has been filed.
  4. Thank you to Joyce and Mickey for their service on the board. And to Aaron and Tiernan for their continued service.
  1. Input to board for focus in 2018
    1. Resource and contact list – Don working on for ARC
    2. Aaron mentioned personal “dream” to build out self-cleaning capacities tool
    3. Review crisis cleanup
    4. Consider functional exercises
    5. Develop memberships and programs
    6. Review the Disaster Communications Plan and Operations Coordination Plan
  2. Announcements
      1. Event: COVOAD – General Meeting / Holiday Potluck
        1. Place: DHSEM – 9195 East Mineral Ave, Centennial, CO / SEOC Policy Room
        2. Date: December 5, 2017
        3. Time: 12:00pm – 2:00pm

        2. CEMA conference is looking for speakers – Conference is Feb 26 – March 1, at Hotel Elegante Conference & Event Center, 2886 S Circle Dr.,Colorado Springs, CO, 80906. Deadlines for speakers is November 13.

        The COVOAD annual meeting is expected to be on March 1. Details pending.

Next Meetings

  • A doodle poll will be sent to the network for a holiday happy hour.
  • The new board will meet to determine the calendar for 2018.

 

Adjourned at 4:30pm

Minutes submitted by Stephanie Walton

 

March 13, 2018 / by / in
Meeting Notes: August 15th, 2017

BoCo VOAD Meeting Minutes

August 15, 2017

Present:
Julie Phillips, Ian Anderson, Julie Kurzawa, Linda Drullinger, Lyn Heydt, Craig Schmidel, Mackenzie Boli, Cat, Stephanie Walton, Dennis Whalen, Rebecca Lawrence, Joyce Glazier, Joycelyn Fankhouser, Patrick VanHorne, Aimee Kane, Joe Callahan, Mike Moore, Cecil O’Farrell, Tiernan Doyle, Mary Eldred, Aaron Titus
Next meeting:
October 10th, 3:00 p.m. – 5:00 p.m., location TBD

I.      Announcements and Discussion

 

Officer Updates

  1. Julie is stepping down as Chair
  2. According to the bylaws, the officers have appointed Joyce Glazier as Chair until November 2017 when elections will take place.

Volunteer Connections and presentation from Foothills United Way

  1. Turning SUVs into Affiliated Volunteers
    1. Volunteer Connections is an online tool that can be used by partner agencies to recruit volunteers before disaster
    2. Foothills United Way has an MOU with the county to coordinate Spontaneous Volunteers and Donations Management
      1. Four major areas
        1. Coordination through the EOC at ESF 19
        2. Creating a system to respond to SUVs
          1. Communications and updated information on needs
          2. Point of contact between ICS and SUVS
          3. Connections and assigning SUVs
        3. Identify state and national resources prepared to deploy
        4. Manage disaster fund donation capacity, financial gifts and in-kind donations
  2. Volunteer Connections can be used to identify and activate leads for future disasters
    1. VOAD member organizations can work to develop affiliated volunteers in partnership with Foothills United Way
    2. VOAD members can directly connect and affiliate prospective volunteers
  1. Action: Stephanie proposes convening a Volunteer Task Force with a timeline of 6 months to complete three objectives
    1. Develop and advise plan, protocols, and toolkit for SUVs
    2. Identify VOAD members who can affiliate volunteers during response and into recovery phases
    3. Create communication plan to communicate and coordinate with prospective volunteers upon sign-up and through recovery

Boulder County’s ESF 19 plan and coordination with the BoCo VOAD

  1. Boulder County connects volunteers and donations to needs on a very small scale basis
  2. Would like a database to send volunteers to when they call in to the EOC

Updates from any other volunteer management teams in Boulder County

  1. Team Rubicon needs a request from the City or County. They don’t deploy without a request from homeowner or government.
  2. East Boulder Baptist Church on Baseline and Lifebridge Church will take spontaneous volunteers during a disaster

Discussion on volunteer management and BoCo VOAD collaboration

  1. Consider training volunteer leads that can be responsible for projects before an event happens
  2. Use ongoing recruitment to keep volunteers engaged throughout the recovery process
  3. Consider how the BoCo VOAD will respond to emergent groups
    1. How does the BoCo VOAD establish trust with new groups

Update on Help Colorado Now

  1. Updates are in the works

Boulder County Family Assistance Center

  1. Working with Coroner’s Office and Sheriff’s Office to take lead in Family Assistance Center
    1. Similar to a Disaster Assistance Center, but created after a non-natural disaster (terrorism, mass shooting, etc.)
    2. Victim Advocates have been responding to shock events since the 1970s. They respond to events daily. Advocates from City and County of Boulder train together to respond to crises.
    3. Respond to criminal event within 10-30 minutes. Victim Advocates are dispatched to events in teams which can be scaled up as needed
    4. Family Assistance Center strives to connect people to resources within the community to help family members that need to identify bodies, deal with trauma, etc.
    5. No one will be allowed in without credentials as this is a central gathering point for people who are grieving
    6. Action: Think about how the VOAD would be able to assist with providing resources such as buildings, shelter, feeding, if a Family Assistance Center needs to be set up.
      1. The VOAD would also would be valuable to support community transition from short to longterm recovery
  • Other updates
    1. Emotional wellness committee is working on creating templates for messaging and monetary requests for mental health vouchers
    2. Boulder County Mental Health Partners will not be replacing Henry Mitchell’s position. Instead they have an MOU with Public Health to deploy therapists to meet the needs of the disaster.
  1. Events from around the area
    1. September 6th 1:00-3:00 COVOAD Meeting @ Church of Scientology in Denver
    2. September 16th 10:00-12:00 Longmont Preparedness Fair @ Boulder County Fairgrounds Barn A
    3. September 28th 8:30-5:00 BoCo Strong Resilience Summit @ the Boulder Jewish Community Center (6007 Oreg Ave, Boulder 80303)
    4. October 10th 3:00-5:00 VOAD Workshop: Connecting with Neighbors with Disabilities @ location TBD
    5. November 7th 3:00-5:00 VOAD Meeting @ location TBD

 

August 22, 2017 / by / in
Meeting Notes: May 2nd, 2017

BoCo VOAD
Meeting Minutes
May 2, 2017
Present: Julie Phillips, Stephanie Walton, Tiernan Doyle, Don Parcher, Joe
Callahan, Chris, Tamara Jenlink, Joycelyn Fankhouser, Mary Eldred,
Linda, Katie Arrington, Andrew Notbohm, Joyce Glazier, Karen Hada

Next meeting:
I. Announcements and Discussion
Nomination and Election

  • Member at large:  Joyce Glazier

Boulder County HHS

  • Joycelyn is mass care coordinator
  • Mary Eldred is volunteer and donations management
  • Coordinate with public health
  • Staff the EOC

DOC Liaison appointment

  • Tiernan Doyle
  • Linda Drullinger
  • Joyce Glazier

Communication plan to contact liaisons as well as Chair, and Tiernan
Working on a plan to streamline client intake process
DAC
Functional exercise in October to test communications plan
Field exercise

Communication Plan Notes

  • Amend communications plan to do the following
  • Initial point person for the first period of the incident, not the entire incident
  • Change the flow to Include a notification email of the incident to membership
  • Figure out the mechanism for the county contacting the liaison,
  • Call? Text? Everbridge? How do the officers get contacted?
  • Need to recruit members to help with communications
  • Learn website, email, social media etc.
  • Donations and volunteers
  • County is getting calls to dispatch and they are encouraging those people to sign
    up
  • Train dispatch on a response? Need a decided-upon avenue
  • Helpcoloradonow.com doesn’t go anywhere
  • Schedule a separate meeting to discuss spontaneous volunteers
August 21, 2017 / by / in
Meeting Notes: January 17th, 2017

BoCo VOAD

Meeting Minutes

January 17, 2017

Present:

Julie Phillips, Mike Moore, Patrick Van Horne (Team Rubicon), Julie Kurzawa (Foothills United Way), Linda Drullinger, Tamara Jenlink, Joycelyn Fankhouser, Mary Eldred, Mariah Henderson (City of Longmont OEM/Americorps), Andrew Notbohm, Tiernan Doyle, Aaron Titus, Mickey Ellenwood, Marta Loachamin, Aimee Kane (City of Boulder)

Next meeting:

Tuesday, March 7th from 3:00 p.m. – 5:00 p.m., location TBD

 

  • Announcements and Discussion

 

 

Larimer County VOAD Hosting an exercise focused on Long-Term Recovery

TBD–tentatively scheduled in April

MWVOAD Conference

Sunday April 23 to Tuesday April 25, 2017

Longs Peak United Methodist Church

1421 Elmhurst Drive

Longmont, CO 80503

$100 registration early bird

 

CEMA Conference

Tuesday, Feb 28, 2017 to Thursday, Mar 2, 2017

Colorado Springs

Hotel Elegante

2886 S Circle Dr.

Colorado Springs, CO  80906

1 Day Attendee ($125.00); Full Attendees ($275.00); free to attend the COVOAD quarterly meeting

 

City of Longmont Resiliency for All (presented by Marta Loachamin)

Inclusion of Latinos/Spanish speakers

–30% of the community in Longmont

–Identifying barriers/gap needs analysis

–Developing recommendations

–share findings with local municipalities

–expand resources to Spanish speakers, through cultural brokers

–focus groups

–compañeras (women’s group)

–presentation of findings (collaboration with BoCo Strong) will occur at the end of 2017

 

BoCo Strong 2016 Work Plan (presented by Tiernan Doyle)

Objectives:

–Focus on collecting information from member organizations

–Creating a directory/Membership information

–Membership recruitment

–Better understanding of response timeline, resources, and existing agreements

–Citizen preparedness groups that already exist/connecting them with the VOAD

–Being more cognizant of disaster trainings and programs throughout the county

–harness that energy and provide more direction to the community

–Create guidelines to better serve specific communities in the county (cultural context)

–IMA/mountain community

–communicate better regarding their specific needs/resources

–focus on documenting process and cross-training to preserve institutional memory

–Full report available on the BoCo VOAD website

 

2017 Goals

Improve Membership involvement by hosting two focused meetings (one in May and the other in Nov)

Top goals from the Nov 2016 annual meeting:

Plans/Processes

 

  • Resource guide updates/capacity survey
  • Clarify roles of existing safety net organizations (not involved in VOAD)
  • Joycelyn and Tamara to spearhead
  • Case Management Readiness Master Plan

 

Training/Exercises

 

  • Psychological first aid
  • Henry (MHP) will be able to instruct
  • Tamara Jenlink motioned to make Psych First Aid a priority
  • Linda Drullinger seconds
  • Motion passed unanimously
  • Henry confirmed willingness to instruct
  • Trauma Informed Training
  • Table Top Exercises
  • Overall suggestion: priority to have training throughout the year, not necessarily every month
  • Mary Eldred requests a calendar of all upcoming training
  • Tiernan says this already exists on BoCo VOAD website, please send any training to her to be added

 

Members/Organizations/Groups to recruit

 

  • Humane Societies
  • Via
  • Financial Assistance/Counseling
  • Community Foundations

 

 

 

  • Action Items

 

Tentative Calendar:

February: Pscyh First Aid

March: Planning meeting/COVOAD

April: Long-term Recovery training (Larimer County VOAD)/MWVOAD/State of VOAD Meeting

May: Training

June/July: Summer Exercise

August: Training

September/October: Fall Exercise and Resilience Summit

November: Training

 

Trainings to be scheduled:

Psychological First Aid (Henry Mitchell)

How to Prepare for Everything (Aaron Titus)

Disaster Communications (Andrew Notbohm)

Trauma (Tamara Jenlink)

Discussions:

BoCo VOAD discussion regarding the latino community/cultural context

Exercises:

 

August 21, 2017 / by / in
Meeting Notes: November 2nd, 2016

BoCo VOAD

Meeting Minutes

November 1, 2016

Present:

Julie Phillips, Mike Chard, Joycelyn Fankhouser, Garry Sanfaçon, Linda Drullinger, Mike Moore, Tamara Jenlink, Julie Van Domelen, Stephanie Walton, Joyce Glaser, Don Parcher, Ian Anderson, Ben Genzel, Mary Eldred, Katie Arrington, Tiernan Doyle

Next meeting:

Fun Time! Happy Hour at Fate Brewing from 4:00-6:00 on December 6th
January meeting TBD

 

  • Presentations and Discussion

 

 

Reasonable accommodations for people with disabilities during a disaster

  • Navigating the post-disaster recovery system: how does it work for those with a disability or pre-existing condition?
  • Case Study: Ben Genzel and his Lessons Learned
    • Has traumatic head injury and PTSD: can be difficult to recognize, but has major impacts on day to day life and functions
    • Examined experience post-flood as a social audit
    • Three years later, has finally collected all necessary paperwork; would advocate for ombudsman to cut through red tape and bureaucracy
    • Would like recognition for those in community with pre-existing conditions; (experienced denial of validity of preexisting conditions after the flood) and accommodation made for those conditions
    • Disasters are double disasters for those with disabilities
    • For those with disabilities, it is difficult to navigate system; advocacy and assistance are necessary throughout the entire recovery process
    • Referral to other support agencies is not enough; there cannot be an assumption that safety nets are operational or that they will catch everyone (esp. on a suitable timeline) or that they are able to address the specific needs of each individual

 

Election of Officers

  • The officers put for election were Julie Phillips Chair; Aaron Titus Co-Chair; Mickey Ellenwood Secretary; Tiernan Doyle At-Large Member
  • There were no other nominations
  • Julie Van Domelen moved that the slate of officers be approved as Julie Phillips Chair; Aaron Titus Co-Chair; Mickey Ellenwood Secretary; Tiernan Doyle At-Large Member; Mike Moore seconded the motion; the motion passed unanimously with no abstentions.

 

Review of VOAD in 2016

  • February – Smart Phone Disaster Simulation
  • March – Adopted Crisis Clean-up
  • May – Participated in Boulder County wildfire simulation
  • June – Met with Longmont OEM to discuss VOAD involvement
  • July – Held joint meeting with IMA
  • July – Present – response and recovery for Cold Springs Fire
    • Early response was very effective; partnerships with the EOC have put great plans into place and showed in coordination between DAC, Salvation Army, Red Cross, LDS, CO Baptists. The VOAD also participated in debriefs and community meetings. Approximately twenty nine community members have applied for Mental Health Vouchers. The emotional wellness committee continues to monitor this. Team Rubicon has cut down close to 300 trees and have helped 6 or 7 homeowners in Nederland and they will return in the spring.

Discussion of goals and actions for 2017: Roving Flip Charts

1) What Plans/Processes do we need to work on for Response and Recovery? (those answers receiving the most votes are in bold)

  • Resource guide updates/capacity survey
  • Clarify roles of existing safety net organizations (not involved in VOAD)
  • Case Management Readiness Master Plan
  • More robust communication between members
  • Define how VOAD is involved in Boulder County Recovery Plan
  • Compilation of Agency Assets
  • Aggregate and centralize local, state, national OEM plans
  • Define MOUs
  • DAC Coordination with Boulder County
  • Refine Voucher Program
  • Training/Exercises from After Action Report – Improvement Plan – Planning Development
  • Improve COOP for VOAD before and when emergencies happen
  • Matrix of disasters – define size/type/services for different disaster levels
  • Focus on plans for post-response

2) What Training/Exercises would you like to see in 2017? (those answers receiving the most votes are in bold)

  • Psychological first aid
  • Trauma Informed Training
  • Table Top Exercises
  • Case manager trainings
  • Resource guides
  • Needs assessment trainings
  • ICS 100, 200, 700
  • SUVs
  • Donations Management
  • Sheltering
  • Community preparedness expo/training
  • Disaster communication training/exercise
  • Evacuation exercises
  • Facilitation training

3) Whom do we want to see involved in BoCo VOAD? (those answers receiving the most votes are in bold)

  • Humane Societies
  • Via
  • Financial Assistance/Counseling
  • Community Foundations
  • LUV
  • Lyons Prepared
  • Goodwill
  • Businesses
  • Chambers of Commerce
  • More municipalities
  • Boulder County Care Connect
  • Small Business Development Center
  • Access and Functional needs org reps
  • Local university groups
  • Nonprofit legal services
  • Boulder County Fairgrounds

 

Idea for December social

  • Fate Brewing Company, Tuesday, December 6

    Action Items

  • Come to Fate Brewing Company on Tuesday, December 6th from 4:00-6:00PM and enjoy some VOAD social time!

 

August 21, 2017 / by / in
Meeting Notes: August 2nd 2016

BoCo VOAD Cold Springs Fire Debrief

Meeting Minutes

August 2, 2016

Present:

Lise Hildebrand, Tiernan Doyle, Julie Phillips, Aaron Titus, Mickey Ellenwood, Tamara Jenlink, Dennis Belz, Mike Moore, Don Parcher, Andrew Nothbom, Chris Campbell, Lisa Drullinger, Joe Callahan, Joyce, Joycelyn Fankhouser, Mary Eldred, Bernie Lodge

Next meeting:

August 2, 3:00 p.m. – 5:00 p.m.

 

  • Announcements

 

 

Overview of Cold Springs Fire response

  • Staffed the EOC for ESF 19/20
  • Held conference calls
    • Members in Nederland participated/communicated with support in Boulder/elsewhere
      • On the ground needs/not needs
  • Staffed the DAC
  • Launched Crisis Cleanup
  • Organized a select few volunteer activities
  • Monitoring social media
    • Community/Volunteer support

 

Boulder County Faith Network

  • Linda has gathered support in the form of gift cards for the fires
  • Pastor from Presbyterian Disaster Relief
    • Target, Ace hardware, etc.
  • Bernie (TSA) has offered to give more
  • Send out survey for individual capacity/services offered by churches

 

BoCo Strong Resilience Summit

  • September 22nd, 1 p.m. – 5 p.m.
  • Community speakers on engagement
  • Resilience practice in Boulder County
  • Moving forward in the community, continuing collaboration
  • Resilience awards, submit nominations at bocostrong.org

 

  • Discussion

 

 

Cold Springs Fire response from VOAD

  • What went well
    • Collaboration
    • Communication between organizations and representatives
    • Implementation of lessons learned from previous disasters
    • Involvement with local/community leaders/practitioners
    • Focus on supporting local processes/cultural attentiveness
    • Communication with the COVOAD
  • To be improved
    • Getting feedback
    • Research on the impact of MHV program
    • Research on timeline of recovery—get information from community
    • Communication around feeding with volunteers
    • Identifying needs such as showers/water/sleeping quarters for volunteers prior to arrival
    • Education on resources available, communicate about issues before making decisions regarding other organizations’ resources
    • Better communication from law enforcement
      • Delays with signatures
      • Delays with checkpoints/communication within law enforcement
  • For the future
    • Build relationships with other local mental health professionals
    • Identify other local resources that can be supported by the VOAD
    • Have a communication plan for out-of-state affiliated volunteers/feeding
    • Identify other VOAD Members that can assist with early response such as entering information into crisis cleanup
    • Discuss with law enforcement better process for balancing public safety with efficiency at checkpoints

 

Crisis Cleanup

  • Marked down the burned trees into the map
  • Getting correct information is easier when you ask the clients the questions and walk them through
    • The DAC was helpful
    • 211 another option
  • SBDR volunteers have been completing ash-outs on households that are NOT in crisis cleanup

 

Government Partners

  • Helped to be aware of various conversations in EOC
  • Conference calls included all members and partners and was an example of good communication
  • Setting up the FUW fund for donations was fairly smooth, quick
    • $13500 raised
    • Additional $2500 that is through a Presbyterian Disaster Assistance grant
  • Setting up the helpcoloradonow.org website for volunteers
  • Coordinating with the Fairgrounds on needs
  • Hearing about community-offered resources, such as available temporary homes, etc
    • Bernie mentioned Amazon wish-lists
  • To be improved
    • 211 call center information
    • Situational awareness

 

  • Action Items

 

 

August 21, 2017 / by / in
Meeting Notes: July 28th VOAD/IMA Meeting

BoCo VOAD and Inter-Mountain Alliance

Meeting Minutes

July 28, 2016

Present:

Amy Hardy, Katie Harrington, Tiernan Doyle, Janike, Julie Phillips, Deanna Coffey, Karelle Scharf, Amy Danzl, Grace Miller, Lois Ott, Dawn Baumhover, Marcia Converse, Rick Andris, Charlie Van Houten, Jane Van Houten, Pam Sherman, Lise Hildebrand, Mary Eldred, Joyce Glazier, Mike Moore, Jaime, Henry Mitchell, Joycelyn Fankhouser, Andy McGregor, Mike Mussler, Jan Mussler, Maya, Gary Sanfacon, Kyle McCatty, Ken Lenarcic, Bill Ellis,

Next meeting:

August 2, 3:00 p.m. – 5:00 p.m.

I.      Announcements

Peak to Peak Task Force meeting from last week

  • Lessons learned
    • Communications plan
    • Learned about Boulder County Plan
    • No animals to the Boulder County Fairgrounds
    • Better iron out community plan
  • Discussed how to support surrounding towns with Nederland resources in case of future events
    • Ramping up Ned services
    • Accurate communications

DAC

  • Over $20,000 in gift cards
    • 290 individuals, 117 households
    • Came from BoCo HHS fund
  • Three SNAP replacements
  • Four brand new applications for medical and SNAP
  • Case Management activated for homeowners that lost property
    • Community feedback: the proactive contact was appreciated
  • FUW raised between $13,000 and $14,000
    • Used for MHV program
  • Go Fund Me pages

Irresponsible Camping

  • Not to refer to it as homeless/transients
  • Seven unattended campfire calls on Saturday in Indian Peaks
  • Not all fires are from homeless
    • Denver people
    • Alcohol involved
  • Meeting with Forest Service on Tuesday, August 2nd from 5 p.m. – 8 p.m. in the Auditorium of the Community Center

Commissioner’s meeting

  • Fire mitigation/ban
  • 11 a.m

OEM

  • Updates on flash flooding risks
  • Updates on debris on roads from CDOT
  • Fire mitigation outreach

II.     Discussion

Event activation steps

  • Sherriff activates OEM
  • Open the EOC
  • Activating ESFs
    • Mass care, etc.

Mass Care/Boulder County EOC Process

  • Handles logistics/MOUs with shelter locations
    • Utilities
    • Transportation of animals
    • Evaluating road closures/etc. to make decisions
  • Lessons learned
    • Better communication with police/fire/first responders

Indian Peaks Radio Club

  • Checked in with EOC/BCARES
  • Tied in with IC—attending daily briefings
    • Updates on communications
  • Fully staffed—help from Allenspark
  • BCARES hats worked for credentialing

Nederland Shelter process

  • Public Works brought up cots
  • Red Cross arrived with Shelter trailer and set up their cots
  • Three spaces for firefighters, people with animals, people without
    • Showers available
  • Food pantry set up inside shelter
  • The Salvation Army serving meals
  • Lessons learned:
    • Iron-out the animal sheltering plan
      • Having additional volunteers to watch animals

Mental health

  • Local group of mental health providers first responders
    • Communicated needs to EOC
    • Shaped the MHP behavioral health response
    • Equipped/staffed to handle first 48-72 hours
      • Support from Boulder County/MHP
    • ESF8 activation
      • AFN assessments
    • MHV
      • $500 for an individual
        • Will allow massage therapy and acupuncture

VOAD Role

  • Behind the scenes
  • Staff the EOC
  • FUW manages donation
  • Working with other agencies
    • BC and HHS takes lead in recover
  • Donations/member agencies help
  • Messaging to the community
    • Social media
  • Connecting agencies to utilize resources
  • Needs in recovery
    • Cleanup/volunteers
    • Mold, chainsaw, etc.
  • Crisis Cleanup
    • Property information/needs information
    • Partner with 211, Disaster Assistance Center

OEM

  • Suggestion: to update the online information better
    • Evacuation notices
    • Road closures
    • Information on the fire
    • PIO/working with the media
    • Even if the “update” is “there are no updates”, it will be better perceived by the public

Fire mitigation

  • Contact Wildfire Partners for more information

 

August 1, 2016 / by / in
Meeting Notes: Peak to Peak Human Services

Peak to Peak

Meeting Minutes

July 20, 2016

Present:

Next meeting:

I.      Announcements

 

298 individuals

117 households

$19,750.00 in gift cards to 109 households

20 bus passes

3460 downtown

Email option

 

 

II.     Discussion

 

Communications Plan

  • Notifying Town Administrator
  • Comm from OEM/Fire Dept needs to be centralized
    • Updates on a 24-hour basis not enough
    • Displaced persons won’t come up from Boulder/surrounding areas for meetings
    • Town of Nederland PIO
    • Social Media
    • Can Town of Ned take initiative on comm/updates
      • What if disaster is elsewhere? Ward?

 

Sheltering (American Red Cross)

  • Turnover with shelter managers was challenging
  • Firefighters didn’t want to fill out paperwork
  • Building security
  • Partitioning off the sleeping quarters

 

Mental Health Response

  • Nederland Mental Health Team is on call
    • Amy Skinner
    • Various practices and licenses
  • Felt dismissed by Boulder County
    • Need to have a communications plan between MHP, Boulder County and Mental Health team in Ned
  • First 72 hours can be handled by local mental health team
    • Beyond 3 days, look to supporting organizations for mental health workers

 

Animal evacuation

  • Need a communications plan for large animal evac
  • Boulder County Fairgrounds is not a viable option
    • Larimer County/Estes is closer
  • Pet shelter at Nederland HS
    • Formalize, MOU
    • Decide a process/rules and regs
  • Town should not be responsible for animal evacuation/rescue
  • Small animals and Large animals
    • Need to formalize care
    • Food/supplies and medical
      • Where do resources come from?

 

Elderly/Access and Functional Needs

  • Some seniors were unable to get things out of their home during evacuation, because they just don’t have the strength/ability
  • How can we get people to assist in evacuations?
  • EPAC (Emergency Preparedness Action Committee)
    • PODS system
    • Phone tree
    • Identify persons who may need help in an evacuation, outreach
    • Individual safety plans

 

Disaster Assistance Center

  • Closing today
  • Still option to go downtown, or get in touch by email
  • Can set up appointments
  • There is about $2250 left in gift cards
  • Faith Network is working on getting more support
  • How can we connect people that need volunteers for removing debris/slurry
    • People can call 2-1-1
    • Add to Peak to Peak resource guide
    • Get Crisis Cleanup information posted on Town of Nederland
      • Also, put it up in the hardware store

 

United Way Fund

  • $12,000 unofficial number
  • Helping to support Boulder County with gift cards

 

Campers/Transients in the mountain community

  • There is a reduction in hitchhiking
  • Will be a community meeting to discuss on August 2nd
    • Location and time TBD
  • Community concerns of trash and fires in restricted areas
    • Reduced resources to be monitoring fires/campsites

 

 

July 22, 2016 / by / in