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Meeting Notes: July 28th VOAD/IMA Meeting

BoCo VOAD and Inter-Mountain Alliance

Meeting Minutes

July 28, 2016


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


  • 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


  • 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


  • 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


  • 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


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
Meeting Notes: 7/20 Conference Call


Meeting Minutes

July 20, 2016


Julie Phillips, Aaron Titus, Tamara Jenlink, Mickey Ellenwood, Julianna Lochte, Linda Drullinger, Mary Eldred, Lyn Heydt (Colorado Friendship), Kathy Russell, Audry (EFAA), Mike Moore, Doug and Fermin (2-1-1), Hadi (Boulder Mosque), Don Parcher, Tiernan Doyle

Next meeting:

Thursday, July 28 from 10 a.m. – Noon at the Fourmile Fire Station
  Tuesday, August 2 from 3 – 5 p.m. Location TBD

I.      Announcements and Discussion


Peak to Peak task force meeting

  • Debrief of the Nederland fire


Next VOAD Meetings

  • Thursday, July 28 at the Fourmile Fire Station
    • Joint meeting with the Inter Mountain Alliance (IMA)
  • Tuesday, August 2nd from 3 – 5 p.m.
    • VOAD debrief of fire response


Emotional/Spiritual care committee

  • Exploring option for voucher program
  • Assessing needs of the committee
  • Funding is the biggest question
    • From there, decide how to approach tiers of services, funding caps, etc


Faith Network

  • Churches are collecting donations in response to the fire
  • Coordinating with Food Pantry on how to support, write a check or gift cards
    • Chris Current directly discussing
  • Grocery gift cards is also an option
  • Kristi with Nederland Clothing Closet is working on opening a clothing “store” option
    • Deacon’s closet will work with her to support
    • Need to communicate a place/date/time to bring up clothing
    • Liz from Colorado Friendship also available to support


Clean-up Needs

  • 2-1-1 reports a total of 5 calls submitted to Crisis Cleanup
    • Other services requested from 2-1-1
  • 10 reports from the DAC
  • Downed trees
    • Saws and Slaws not going to get involved at this time
      • Not familiar with burnt trees
    • Linda has a reference for burned trees
      • Julie to contact
    • Kathy (Team Rubicon) has skilled sawyers that deal with burnt trees
      • Regional leadership is putting together an operation proposal
      • For now, assuming they can take lead in chainsaw work
        • Still a proposal, no hard dates


Volunteer work on cleanup

  • LDS Charities deploying volunteers on Saturdays, July 23rd and July 30
    • Fitting in where needed, responding to crisis cleanup work orders
    • Will avoid chainsaw work
    • Debris is usually left on property
      • Mary Eldred will investigate County resources for material disposal
    • Crisis cleanup
      • Don’t claim work orders weeks in advance
      • Days in advance and then contacting the home owners
        • Can unclaim the work if it is not completed in one day
      • Some homes may have multiple needs per work order, and unskilled volunteers can do the simple tasks and then unclaim for Team Rubicon to take over for skilled work
July 22, 2016 / by / in
Meeting Notes: 7/14 Conference Call


Cold Springs Fire Response
Conference Call Meeting Minutes

July 14, 2016


Julie Phillips, Tiernan Doyle, Julianna Lochte, Linda Drullinger, Chris Current, Lisa Ladoux (Team Rubicon), Dennis Belz, Mary Eldred, Joycelyn Fankhouser, Lance Rettig (Goodwill), Kristi Venditti (EFAA),

I.      Announcements

  • Crisis Cleanup is activated
    • Tiernan will send a link for agencies that want to participate in the response
    • Tiernan and Julie at the DAC training people
  • Mental Health
    • Emotional/Spiritual care sub-committee are working on a proposal for mental health vouchers
  • Gift Cards
    • Food pantry will be able to use funds to get gift cards
    • Boulder County is also supplying
    • More need for gift cards
  • Cleanup Kits
    • Salvation Army bringing up clean-up kits
  • DAC is located at Nederland HS
    • Open tomorrow from 9-5
  • Volunteers helped at the checkpoint yesterday

II.     Discussion


Further Action-planning

  • Deacon’s closet—discuss with Chris, Kristi, Mickey and Linda for future disasters
    • Julie will connect them via email

III.   Action Items

July 14, 2016 / by / in
State Level Support for Cold Springs Fire

The Colorado Division of Homeland Security and Emergency Management (DHSEM) notified this afternoon by Boulder Office of Emergency Management (OEM) of several wildfires within the county. The Cold Springs Fire is currently active and being supported by DHSEM and the State EOC.

State EOC Activated
The State Emergency Operations Center is activated at a Level III in support of the Cold Springs Fire and to monitor wildfires statewide. A Level III Activation means the State EOC is currently staffed using available DHSEM personnel. However, other state agencies may be requested to activate as needed. The State Resource Mobilization Plan has been activated to assist in the allocation, mobilization and deployment of resources during a disaster or large incident.

Information Sources
Boulder OEM Website:
Bouder OEM Webpage for Emergency Alerts:
Boulder OEM on Twitter: @BoulderOEM or (Use the website link if you do not have a Twitter account)
Boulder OEM on Facebook: Boulder Office of Emergency Management or

Follow hashtag #ColdSpringsFire

Evacuation Sites for Cold Springs Fire (Nederland)

Nederland High School, 597 Eldora Road, Nederland, Colo.
Gilpin County Fairgrounds, 230 Norton Dr, Black Hawk, Colo. 80422
Gilpin Recreation Center, 250 Norton Dr, Black Hawk, Colo. 80422

Animal Shelter

Arapaho Ranch (1250 Eldora Rd.) can take some and the Boulder County Fairgrounds in Longmont is open to receive animals as well. 9595 Nelson Rd., Longmont, Colo.

July 10, 2016 / by / in
July 10th Weather Forecast


From the National Weather Service:
An increasing southwest flow aloft will bring windy conditions to the higher terrain today. This, combined with hot temperatures and low relative humidities will increase the fire danger over the higher terrain and along the Front Range.


Dry and warm conditions will prevail through Wednesday. Heightened fire weather concerns will continue on Monday with gusty winds to 35 MPH in the mountains and 25 MPH on the plains combined with low relative humidity values. Temperatures will cool slightly for Monday with highs in the upper 80s.

Tuesday and Wednesday will be dry and warm, back into the low 90s. A cold front Wednesday night will increase moisture over the region, bringing a slight chance of afternoon convection on the plains by Thursday afternoon and evening along with slightly cooler temperatures. Friday and Saturday will have a slight chance of afternoon storms with
temperatures reaching back into the mid 90s.

July 10, 2016 / by / in
Fire Ban: Boulder County Sheriff’s Office

Details about the Fire Ban in unincorporated Boulder County…


1. A Fire Ban in effect and open burning and the sale and use of fireworks is prohibited in ALL of unincorporated Boulder County.

2. This order also excludes any federal, state, or local officer or member of an organized rescue, police or firefighting agency in the performance of an official duty.

3. Because sparks and hot ashes from any source contribute to the fire danger, the discharge of all fireworks including permissible fireworks, as defined in C.R.S. §12-28-101(8), as amended, outside incorporated city limits and within the unincorporated areas of Boulder County described in paragraph 1, is prohibited. In addition smoking outside incorporated city limits is strongly discouraged except within an enclosed motor vehicle or building, a developed recreation site, or while stopped in an area at least three feet in diameter that is barren or cleared of all flammable materials.

4. This Fire Ban including a ban on open burning and the sale and discharge of fireworks in Boulder County shall be in effect beginning at 5 p.m. on Saturday, July 9, 2016, and shall remain in effect unless amended or rescinded by the Boulder County Sheriff or the Board of County Commissioners of Boulder County.

5. Any person who violates this Fire Ban commits a class 2 petty offense and upon conviction thereof, shall be punished by a fine of five hundred dollars ($500) for a first offense, seven hundred and fifty dollars ($750) for a second offense, and one thousand dollars ($1000) for a third and any subsequent offense. The penalty assessment procedure provided in Section 16-2-201, C.R.S. shall be followed by the arresting Sheriff’s Deputy or other officer for any violation of these Level 1 Fire Restrictions, and the graduated fine schedule set forth herein shall be followed when issuing any summons and complaint in accordance with such procedure.

ADOPTED this 9th day of July, 2016


Joseph K. Pelle, Boulder County Sheriff’s Office

July 10, 2016 / by / in
Meeting Notes: March 15th, 2016

Meeting Minutes

March 15, 2015

Present: Mike Moore, Bernie Lodge, Rob Shoemberg, Joe Callahan, Peter Perez, Don Parcher, Joycelyn Fankhouser, Emily Flemming, Julie Phillips, Tiernan Doyle, Mickey Ellenwood, Lise Hildebrand, Linda Drullinger, Henry Mitchell, Tamira Jenlink, Katie Harrington, Aaron Titus, Chris Campbell, Andrew Notbohm, Mike Chard

Next meeting: April 19th from 3 p.m. – 5 p.m., Mental Health Partners


I. Announcements

1. COVOAD Recap
2. Retreed will be coming to Lyons to plant trees. If there are any other communities in need of trees, please contact Joycelyn.
3. The next meeting will take place on April 19th at Mental Health Partners from 3-5.

II. Discussion

4. Crisis Cleanup Demo
5. Discussion and questions related to Crisis-Cleanup

  • Make sure that privacy is protected
  • Create information around how to put projects into CrisisCleanup – for VOADs and
  • Government can participate in CrisisCleanup if the VOADs request that they be
  • CrisisCleanup does not include census data mapping to target vulnerable how individuals can connect as well as how emergent groups can connect involved or if they are interacting directly with survivors of the disaster populations. There is difficulty in updating this as the situation changes, and it works better for volunteers to use local knowledge during initial response

Overarching Questions from the Crisis Cleanup Discussion:

  • What are different access points for information? Preplanning conversations with 2-1-1 and County will continue
  • How do we want to implement it as a VOAD? What do we want our guidelines to be to use it?
  • What other questions do government partners have in order to implement it?

These conversations will form part of future VOAD meetings so stay tuned.

6. VOAD Member Presentation: Foothills United Way

  • Foothills United Way is committed to fulfilling their role of ESF 19 for the county (Volunteer Management)
  • This will include mapping out how grassroots/emergent groups will become a part of the VOAD
  • Creating disaster operations plans for volunteer management
  • Ensuring that documents and website tools demonstrating the value of the VOAD during both disaster and non-disaster times are available for all
  • Foothills United Way will also be creating policy around donated goods and materials and how to handle that during a disaster

7. Countywide Activation Participation

  • Members decide that the VOAD will not be a part of the countywide activation on May 20th
  • Instead, the VOAD will discuss how the VOAD would participate and implement CrisisCleanup

8. The spiritual care and emotional wellbeing committees are now officially two separate committees of the VOAD

9. Future training ideas:

  • Shelter Training
  • Crisis Leadership
  • Volunteer Management
  • Preparedness Training
  • If you would like to see any other trainings, please contact one of the officers

III. Action Items

IV. Tabled Topics

April 20, 2016 / by / in
White House and FEMA Seek Colorado Faith Partners

The White House Office of Faith-based and Neighborhood Partnerships & FEMA’s Individual and Community Preparedness Division are seeking local houses of worship in Colorado to participate in a series of disaster drills & exercises. No cost on the congregation’s part and up to them to decide on the hazard/threat they’re most interested in. 


Should you know a large congregation that may have interest, please have them reach out to Daniel Nyquist, FEMA Region VIII’s Community Preparedness Officer at for more information.


April 18, 2016 / by / in
OEM April Storm Update


There is a low pressure system over the four corners right now causing the red flag warnings over eastern Colorado.


A cold front will move in tomorrow afternoon causing windy conditions in the 20-25 mph range. The cold front will cause a potential for severe thunderstorms over eastern Colorado and most likely flooding conditions by Sunday.

 Locally we will have scattered showers develop in the afternoon with the chance for a few isolated intense thunderstorms here in Boulder County. The rain will turn to snow Friday night as temps drop to only around freezing. There is a winter storm watch issued until midnight Friday but could turn into a warning at that time or earlier.

 The low pressure system will move over northern New Mexico and heavy snow will fall over the Palmer Divide, urban corridor and the foothills with rain continuing over north eastern Colorado.


Lighter snow fall throughout the day and decreasing overnight.

 As you Wake Up on Monday Morning:

Urban Corridor up to Fort Collins – 8-14 inches

Foothills from El Paso to Wyoming – 24-48 inches

Palmer Divide west 2 feet and east of Palmer Divide 12 inches.

Weld County – 4-8 Inches


I included the numbers for surrounding counties for people commuting or having business in other counties.


Storm Characteristics and Impacts

This is a very wet snow,  for example Lincoln County on the Colorado / Kansas line will get 8” of rain by Monday morning and most likely flooding along the Platte River. This also gives us an idea if the snow were to be rain in Boulder it  would not be good because of the flood potential if 8” of rain fell instead of snow. We will be just below freezing again so I am expecting snow we will be watching closely.


The remainder of the week is expected to be cooler than normal so the run-off will not be large and then there is another potential for a big storm next weekend NWS is watching.


Impacts will be winter driving in the foothills, trees branches / limbs down, utility interruptions and potential roof collapse of buildings with a flat pitch roof due to added live loads from snow. Public health risks during heavy snows are listed below so be careful.


In a study several years ago, for example, researchers at Nationwide Children’s Hospital in Ohio found that an average of 11,500 snow-shoveling-related injuries and medical emergencies occur annually in the United States. More than half involve soft-tissue injuries, as well as lacerations, bone fractures and harm from slips and falls. Cardiac-related injuries account for fewer than 10 percent of the total cases, but between 1990 and 2006, they comprised more than half of the hospitalizations and all of the more than 1,600 deaths. The researchers also found that people over 55 were more than four times as likely as younger patients to experience heart-related problems while shoveling snow. Men were twice as likely as women to experience symptoms.


Bottom line it is stout Spring Storm and April is one of biggest snow producing months. This is not Snowmageddon 2016 but after seeing the dangers of shoveling it is more accurately super wet snow shovelingmaggedon.


We will generate an incident in WebEOC tomorrow as we wind down the day and update any impacts and forecast changes in Web EOC. OEM will monitor as needed and if requested will activate the EOC to support operations and provide consequence management services.


Remember use your legs to lift!

Michael N. Chard, MS, CO-CEM


Boulder Office of Emergency Management

303-441-3653– Office

303-565-7878– Cell

3280 Airport Road

Boulder, CO 80301

April 15, 2016 / by / in