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October 6th, 2015

BoCo VOAD

Meeting Minutes

October 6, 2015

Present:

Julie Phillips, Justin Bukartek, Mickey Ellenwood, Laura Seraydarian, Sarah Buss, Jesse Miller, Katie Arrington, Joycelyn Frankhouser, Meghan Dunn, Tiernan Doyle, Tamira Jenlink, Lucy McConnell, Joe Bartko, Linda Drullinger, Mary Eldred, Mike Moore, Matthew Cedar, Stephanie Walton, Joe Callahan, Joan Cernich, Andrew Notbohm, Don Parcher, Aaron Titus Joe Callahan, Linda Drullinger, Don Parcher, Tiernan Doyle, Aaron Titus

Next meeting:

October 20, 2015, 3:00 p.m., Westview Presbyterian Church, 1500 Hover St. Longmont
   

I.      Announcements

 

  • CO VOAD met last week, and Aaron attended as the BoCo VOAD representative
  • Donations and Volunteer Coordination Team (DVCT) is a partnership between the VOAD and the state, BoCo VOAD was represented at this meeting as well
  • Tech Challenge is taking place October 23-25 for coders to come up with (Oct 13 deadline) tech solutions for resiliency in Boulder County
    • There is opportunity for public comment, by a link which Tiernan will send out
    • Available Oct 12-16
    • Presentation for the ideas will be on Oct. 24
  • Cargo Bike disaster relief trials, as a part of preparedness month, people will take their bikes and carry cargo of 50+ pounds through a course to simulate disaster response (by bike)
    • VOAD members can be checkpoint stations
    • Hand radio operators needed
    • Will take place in September 2016
  • Don Parcher updated the group on his progress with the Resource Guide, and is working on descriptions for the organizations
    • Anyone will suggestions should email him

II.     Discussion

 

Bylaws

  • Chairperson
    • Responsibilities: all members of the VOAD should be building relationships and recruiting more members; the Chairperson doesn’t necessarily need to be the lead for it, especially in the coming year with the help of the Project Coordinator; communicate to organizations during an emergency/disaster
  • Co-Chair
    • Support person for all duties of the chair; original language intended to not concentrate all responsibilities to one person; would not define as a deputy
  • Secretary
    • Minutes will be distributed by email for now, will not write into the bylaws to keep it flexible; Members will be voting on the minutes from here on out, and will be posted to the website as soon as approved by the VOAD
  • Meeting Structure
    • Proposal that going forward, these are the BoCo VOAD meetings, no longer “launch group” meetings; no change in frequency (twice a month) or in openness (open to everyone); no change in Quarterly meetings
    • Coordinating Committee meetings: for officers and for up to three At Large Members; proposal that Tiernan (Project Coordinator) serve as one At Large Member; proposal to fill the other two roles with persons later in the year (or decide not to fill them at all, until it is deemed necessary by the group);
    • Should meetings be open to the public? There is a clause in the bylaws that includes a provision for anyone invited, to allow room to remove anyone who is disruptive to the meetings; only Members in Good Standing can vote, but members of the public can be invited to any meeting, but will not be able to vote
      • Anyone who expresses interest in attending may be invited
    • Voting
      • Proposal is votes can always happen at the BoCo VOAD meetings and Quarterly Meetings, the difference is the level of commitment that Members want to have in regards to the VOAD. Some Members may only want to come to “special” meetings and not be bothered with the twice-monthly meetings; all Members will be invited to come to any of the meetings; there will be one Annual Election Meeting, also which will be open to all voting Members, and they will be specially encouraged to attend
      • Only Members in Good Standing can vote; Partners do not have the ability to vote; members of the public will not have the ability to vote
    • Membership
      • Membership Class: you are either a Member or Partner; Members can be either in “Good Standing” or not in “Good Standing”
        • “Good Standing” is a requirement for voting; the only requirements are that the Member shows up and that they have not been removed
        • Some Partners may qualify as being Voting Members, but only seek to be Partners (which is not in the Bylaws); Aaron wants to add in a line that mentions Members who qualify as Members but opt to be Partners
      • Individuals are different than Organizations; if an organization is not being represented accurately by an individual who claims that organization, it is up to them internally to find a consensus
      • Suggestion by group: to define Members with voting ability as “Voting Member” in the Bylaws to remove ambiguity
      • Members must appoint one representative, and are required to attend one meeting per year (which can include any of the different types of meetings)
      • Secretary will keep track of Member attendance at each meeting
    • Guiding Principles:
      • Joycelyn proposes having Guiding Principles; Julie suggests tabling that topic and revisiting it at another time. This is suggested to give flexibility to the VOAD to have functions that do not necessarily need to be outlined in the Bylaws
      • Aaron mentions the Points of Consensus from the National VOAD, which may be a start for this
    • December/LTFRG wind-down
      • Thought is to come back to VOAD in January and to have more conversations regarding the “Perfect World” scenarios and to discuss a group where to go next
      • The next two months may be focused on the transition of LTFRG closing down

 

Project Coordinator Work Plan

  • Is able to provide support in a number of ways (presented on slide); Julie is recommending that Tiernan serve as tech representative to address the identified need for tech solutions, she can gather information, resources, and can present back to the group; suggests that work for the Project Coordinator does not have on-going work, but projects with start and end dates

 

LTFRG Transition

  • Summary: different committees and different functions may need to transition from LTFRG sooner, and there are specific areas that will need continual activities: Construction, Unmet Needs, and Case Management and there are plans for those on-going needs. There is not a clear transition plan for Volunteer Coordination or for Emotional/Spiritual Care. How can these both be transitioned back to the community? Since LTFRG cannot be ongoing resources for these, there are conversations around how to best transition those to other entities:
    • Emotional/Spiritual Care (Behavioral Health Committee); how to support people in the community and to acquire resources
      • Interested persons: Tamara, Linda Drullinger
    • Volunteer Coordination (Joe, Stephanie Walton, Deb Campbell); individuals have volunteer needs that need to be addressed before Winter. Stephanie says to take the list of needs to try to maximize the resources.
      • Interested persons: Linda Drullinger, Don Parcher

 

Quarterly Meeting

  • Choosing a date: November 17, 12, 19
  • Meeting places: Four Mile can be a good meeting place; it can be a draw to more of the mountain community, which is good for a Quarterly meeting; the Public Health Building where there are large meeting spaces; Louisville has Alfalfa’s Community Room (which is a nice large space); Linda Drullinger will put out a note to the churches; Julie suggests finding a church in the East Boulder area;
    • Will follow up with Linda Drullinger on needs for a space
  • Content:
    • Voting on the Bylaws
    • Elections for Officers
    • Don Parcher suggestion: Introductions of everyone; what people would like to see in the event of a disaster, lay out expectations; communications diagrams; operations diagrams
      • Julie says the diagrams can be a good thing to focus on for the next two weeks
    • Sarah suggestion: LTFRG shout out for more help, discuss the committees that are forming

 

III.   Action Items

Bylaws

  • Coordinating Committee will take the group’s recommendations from today’s discussion and will clean up the Bylaws, distribute them electronically, and will expect further feedback to come through email thread
    • There will be a deadline for comments

NOTE: (Typo: there are two different versions of Article VI and no Article VII)

 

Quarterly Meeting space

  • Email ideas to Julie and Tiernan for the Quarterly Meeting
  • Julie will send needs for the meeting to Linda Drullinger, and she will reach out to churches

IV.   Tabled Topics

 

  • Resource Guide
    • Work with Don on creating a Member list and gathering descriptions; will circle back to this topic later
  • Guiding Principles
  • Communications Plan
  • Operations Plan
January 9, 2016 / by / in
September 1st, 2015

BoCo VOAD Launch Meeting

Tuesday, September 1, 2015 – 3:00-5:00pm

Boulder Rural Fire Protection District

 

Minutes

Attendance: Bernard Lodge (Salvation Army), John Berglund (Salvation Army), Aaron Titus (VisionLink, LDS Charities), Don Parcher (Boulder Flood Relief), Mike Moore (UMCOR), Linda Drullinger (Boulder County Faith Network) Andrew Notbohm (OEM), Justin (OEM), Amy Danzl (OEM), Mike Chard (OEM)

 

Announcements

Next Launch Group Meeting will be October 6th, 2015 3:00-5:00pm

Location TBD

 

Agenda Items

  1. Bylaws
    1. Everyone should review the draft bylaws and send any suggested changes to Julie Phillips (Julie.Phillips@unitedwayfoothills.org), Aaron Titus (titus@visionlink.org), Mickey Ellenwood (mickey.ellenwood@redcross.org), or Tiernan Doyle (tiernan@bocostrong.org). Any final changes should be sent in by 10/6.
  2. Officer roles & responsibilities
    1. Officers will meet to finalize this by 10/6.
  3. Project Coordinator job description
    1. Work for Tiernan goes through Julie, so if you have any ideas or need help then please run the ideas past Julie.
    2. Julie will work with Tiernan to finalize draft of 6 month plan for VOAD support to be approved on 10/6.
  4. 3rd Quarterly Meeting debrief
    1. Don suggests that introductions take place at the next meeting
    2. Most churches have Wednesday night meetings so another night would be better
    3. Data from the exercise will be compiled and sent out
  5. Next quarterly meeting time
    1. Thursday, October 29th in Lyons
    2. 5:30-7:00
  6. Membership Info (phone, text, email) & 2-4 sentences about how agency responds in a disaster and in what phase of the disaster.
    1. Don will work on contacting organizations and obtaining their mission statements and brief responses
  7. LTFRG Transition
    1. Subcommittee will work with Stephanie.
  8. Create a tool to collect/assess needs.
    1. Think about problem statements for the Understanding Risk tech competition which will take place October 24th-25th.
  9. Brainstorm membership list before October 6th
    1. Who is missing from the list? Who should be invited and recruited?
    2. Please send ideas to the officers or bring them to the October 6th meeting

 

 

Breakout Groups:

  • Non-disaster Information Communications Plan
    • What is the value of having a communications plan?
      • all on the same page
      • uniform information
      • consistency of process – know where to go to get information
      • vetted information
      • information sent out from specific people
    • What information should be going out
      • quarterly meeting notes
      • training and exercises
      • calendar updates
      • monthly newsletter with info from member orgs
    • Tools: Mail Chimp, Website, Member list, Google Docs
    • Process:
      • Info comes into POC
      • Info collected and emailed to communications sub-committee/officer
      • vet/verify/make sure it’s appropriate information
      • if not appropriate, POC will kickback info to sender
      • determine recipient group/audience (whole VOAD group or sub group)
      • create/edit information
      • determine whether it’s critical
        • if not, parking lot it for the newsletter
        • if critical, send out ASAP with following steps
      • send to POC
      • Update calendar
      • Add to (monthly) newsletter
      • Send out
      • If bounced back, contact membership committee
    • Create: Information POC to perform
      • calendar updates
      • additions to newsletter
      • update contact information
    • Emergency Communications Process:

Principles

  • Space for transparency and environment for collaborative accountability
  • Officers are not going to tell organizations what to do
  • Officers have responsibility for facilitating four Cs of VOAD
    • reach out to people not at table and bring them in

Actions

  • Event happens
  • Officers convene through conference call/email/etc
  • Email announcement goes out to VOAD list with current situation and information about further communications
  • Meeting is scheduled by the group – typically a conference call
    • who/what/where/when/why: roll call for who is available and what they can do
    • report out from each group on where they are and what they’re doing
  • Meeting repeated at suitable time increments
  • Ask whether VOAD can help with immediate unmet needs
    • if yes, then form plans for each need
    • report back at the next meeting (scheduled as needed during the incident)
    • if no, then work the problem, make the information available to as many people as possible to find out who can help
  • If no telecommunications possible? what is the backup plan?
    • VOADs are second responders, not first responders
    • 80% communications usually restored within 72 hours

 

  • Operations Coordination Process:
    • Situational awareness from the initial disaster communication
    • leaders from each organization call into VOAD
    • organizations analyze their own capacity
    • ESF 6 and19 can connect to VOADs for needs and opportunities
    • Upload needs to database (actual database TBD)
    • VOADs can then claim projects
    • Go out and help
    • Report status of needs and projects
    • Check back in with incident coordinators for each project
    • Do needs still exist?
    • Check back in with incident coordinators for each project
    • When needs are complete, move to After Action Report

In order to complete this process:

  • Share existing database process
  • initial shared database (establish best practices/guidelines for using the database of needs)
  • ESF 19 Planning Meeting
  • ESF 19 Training
  • AAR Process
  • Sit Rep Template
  • Membership Capacity
  • Membership Code of Conduct
  • Table Top

 

October 6th meeting goals:

  1. Approve bylaws so they are ready to be approved by membership at 4th quarterly meeting. (everyone will need to read ahead of time)
  2. Approve roles & responsibilities for officers.
  3. Approve 6-month plan for Project Coordinator.
  4. Membership list with contact info and brief description of what agencies do. This will be shared by 10/6 and everyone will need to review.
  5. Determine agenda/content of 4th quarterly meeting.
  6. Long-range goal setting/timeline:
    1. Revisit Perfect World goals –what do we work on next?
    2. What do we need to do to support LTFRG transition?
    3. What committee or work groups need to be formed?

 

January 9, 2016 / by / in
June 16th, 2015

BoCo VOAD Meeting

June 16th , 2015

Attending: Julie Phillips (chair), Tiernan Doyle, Katie Arrington, Amy Danzl, Rebecca Lawrence, Mike Chard, Don Parcher, Amy Hardy, Rebecca Shannon, Mike Moore, Stephanie Walton, Matt Cedar, Joycelyn Fankhouser

Debrief Tornado Response:

Rebecca S. and Julie just came from orientation for ESF 19 and 20 at the EOC

What questions did the recent event raise for the group?

Impressed with the Larimer County VOAD setting up the DAC for tornado victims. Should the Boulder County VOAD be ready to set up a similar DAC?

What responsibilities does the VOAD have and what does the OEM do?

When is the VOAD activated and what does activation mean?

 

The Larimer VOAD is incorporated into the OEM structure. They are working out how the Commissioners and Sheriff Department coordinate response

Boulder County operates differently. The OEM knew that 5 structures were destroyed early on.

The core activation only lasted until midnight.

As it is also the interface with NWS, the OEM was tracking the storm prior to the event. The OEM receives information, processes it, and primes the area for it so there is not widespread panic. This tornado did not appear on radar and was difficult to see with hail and heavy rain.

 

The Boulder activation was small and over quickly

The core activation of the Boulder OEM included Police, Fire, Public Works, ESF 6 – Mass Care and sheltering as well as Public Health. Decisions were made with Red Cross to help the few families affected. Lifebridge was on standby, but it was still in the tornado zone so an alternate shelter will also be identified for future events.

 

Activation of ESF 19 and 20, 2-1-1, etc. is decided by the Boulder County Housing and Human Services division. The VOAD should tie into that group to create tighter connection with the EOC if desired. They also decide on DAC location and level of support needed.

 

The decision was made to hold joint DAC with Larimer and Boulder County since event was so close to the border. This event was not close to triggering a disaster declaration in the county.

 

The EOC was tracking other weather events, and is not in charge of calling out victim advocates. That is at the discretion of the incident command.

 

Communications

Public Facing Communication:

Crisis Cleanup would be a great add to the website so people could register for VOAD help

Having an informational page will provide with targeted contacts for each event will provide a backup plan for when 2-1-1 is not active.

It would be possible to provide a VOAD email to contact in order to answer general questions, but it is vital to ensure that VOAD doesn’t provide case management.

The VOAD will not be activated by the EOC, but it is a network of services for the community.

 

Facilitating VOAD communications:

 

  • Educate local volunteer agencies as to applications and tools that will help them become aware of potential weather/disaster events
  • Work with local agencies to get ready to activate
  • The value of the VOAD comes from the information provided by its member network. The OEM will push the VOAD to ESF 6 to ask if they want VOAD to activate
  • Make contact/call plan before weather event
  • Separate notification process and communication process
  • Create multiple notification processes in order to get people together in the same place at the same time so they can communicate.
  • Identify the trigger points. Either work with Housing and Human Services to decide on triggers or determine them internally, but make sure they are defined.

 

The Communication Discussion will be tabled until the next meeting

The agenda for the next quarterly meeting will include updates on membership, how the BoCo VOAD will be communicating, update from the Larimer County VOAD on how they acted during the tornado, updates from the Launch Group.

The next Launch Group meeting will be a facilitated discussion on the perfect world scenario: What would the BoCoVOAD do in a perfect world?

July 7th, 3:00-4:30 will be the perfect world discussion led by Mike Chard

July 21st will be the meeting to check in before the next quarterly meeting

January 9, 2016 / by / in
May 19th, 2015

May 19th, 2015

Launch Group Committee Meeting

 

Mike Moore, Mickey Ellingwood, Joe Callahan, Julie Phillips, Joan Cernich, Rebecca Shannon, Amy Hardy, Katie Arrington, Garry Sanfacon, Marcelo Ferreira, Mary Steffens, Matt Cedar

 

Update on BoCo Strong

draft contract from the state

3 project coordinators

one will support the VOAD in addition to forming the resilience network

18 month position

county contract employee

VOAD leadership will direct this person’s activities

BoCo Strong steering committee will also be involved

VOAD leadership needs to be present to help guide the person

If it has leadership that is great, if it is not wanted then that is fine too

 

Regarding leadership committee:

  • It is necessary to have a leadership team
  • VOAD should have a chair and officers elected with a formal structure in order to make this help
  • The goal of the paid position is to create admin support, but not be involved as leadership team
  • Need: Outreach to interested parties to fill out form and become voting members

Elections will take place in July

 

Amy Hardy nominates Julie Phillips from FHUW as the interim chair and she accepts with unanimous support

 

 

Broomfield VERT

Grassroots Broomfield VOAD

Enthusiastic organizations to volunteer in face of disaster

Faith groups, OEM, non-profits

Led by A Precious Child and Broomfield FISH

Application for groups and individuals

Accepting individuals as part of the VERT in order to circumvent SUVs during disaster

Not managed by OEM

Want to vet everyone

Want to be activated by the OEM

Tight knit group, very connected

Good opportunity to partner

Connected to COVOAD

From Joe: Broomfield tried to set up a VOAD 6-7 years ago, but it only lasted a few weeks

 

They are most worried about a blizzard, but interested in supporting other counties

Strong faith based presence, community services network

 

Foothills United Way and OEM Partnership Update

Doug Yeiser met with Robin Bohanan

FHUW is going to sign an MOU to perform ES 19 & 20 (Volunteer and Donations Management) for the county

Priorities

  • Contact Lists
  • System for communication during and between disasters
  • Risk management strategies for existing and ad hoc groups
  • Ensure no duplication of services and efforts
  • Identify best practices around SUVs to engage individuals safely

 

Make sure there is a contact list for the launch group, including cell phones

 

VOAD remains a commitment of the OEM, and they will continue to have a representative at the table

 

It is important to have a designated representative in the EOC, or a lead to appoint representatives. FHUW will play a valuable role in that

 

Communication Systems

Everbridge could be a valuable communication tool for volunteer fire departments

Could be expanded to other groups besides ES

 

VOAD Committees

Client or advocacy committee for underrepresented, minority, or at risk populations

Organization to deal with Donations Management was a big issue for American Red Cross during the flood

 

What approach do we want to take and how many committees do we want to have?

Are there certain standing committees to always have in place?

 

Use the VOAD to interface with local communication structures, ensure consistent messaging across all platforms

 

Create outreach model for getting in contact with local communities

Work through local EOC to help local law enforcement know who is legitimate and who is not

 

Use future meetings to create goals for each committee so that staff person can help accomplish them

 

Encourage members or interested parties to be a part of a task group or committee

 

Next VOAD Quarterly Meeting

Last two weeks of July

Potential Agenda:

  • Educational piece and takeaway
  • VOAD Elections
  • Task Groups/Committees
January 9, 2016 / by / in
April 28th, 2015

Launch Group Meeting

April 28th, 2015

 

Attending: Joan Cernich, Mike Moore, Mickey Ellingwood, Rebecca Shannon, Julie Phillips, Stephanie Walton, Don Parcher, Tiernan Doyle

 

Review of 2nd Quarterly Meeting

Good turnout

Approximately 21 organizations, 14 would qualify as voting members, 7 as partners

Followup email has been sent out requesting designated point person for each organization

 

Update from Foothills United Way on MOU discussions with Boulder County OEM

Nothing decided yet

Should know more in 4-5 weeks

Discussions will continue

 

Next Steps for Launch Group:

Outreach

What gaps in services do we have?

Humane Society (Longmont, Boulder)?

YMCA?

Faith groups

local

regional

how do we network smaller scale congregations (community focus)

training video/materials (check nvoad.org)

 

What bases to cover?

shelter

animal care (incl. medical reserve corps) and shelter

who coordinates the fair grounds/large animal care?

 

 

Resource and Membership Lists

Make organization database searchable/sortable

Resource guide for county – incorporate into website?

List serv to keep in contact? Don would like to try Wiggio

 

Discussion on membership:

COVOAD membership list – find local representatives of those organizations

Recruit based on needs, not on quantity of members

We are looking to fill gaps and provide comprehensive service coverage, not to stuff ballot boxes

 

Organizations don’t necessarily have to be members

Have liaisons to networks?

Continue to be aware of geography of resources to make sure we are adequately serving all communities

 

Committees

Launch Group will draft list of standard VOAD committees so we can ensure we have recruited members to fill those committees

 

Broomfield VOAD- reach out, connect, see how resources could be shared

 

BoCo Strong VOAD Support Position

update on hiring

shouldn’t be key relationship builder

or should be part of VOAD membership

remember that this is to help get the VOAD network off the ground, it will not be a permanent solution for a sustainable VOAD.

 

Launch Group Meetings will now take place every 1st and 3rd Tuesday of the month at 3:00pm in the LTFRG Offices in Longmont

The next meeting will be May 19th, 2015

 

Agenda for next meeting:

 

BoCoStrong Discussion and Update

Update from FHUW on Broomfield VOAD/VERT

Construction of VOAD Committees

Review of Membership Recruitment List

January 9, 2016 / by / in
April 14th, 2015

BoCoVOAD Launch Group Minutes

Date: 4.14.2015

Location: Longterm Flood Recovery Office, Longmont

Attending:

Tiernan Doyle, Mickey Ellingwood, Joan Cernich, Joe Callahan, Rebecca Lawrence, Amy Hardy, Stephanie Walton, Dennis

 

BoCo Strong updates

Amy is now community resilience director

Good support from United Way for VOAD moving forward, will be meeting with OEM to move forward with MOU

 

Discussion about training from 100RC. We are looking at a training for 35 people on May 30th at the Boulder Fire Training Facility

 

Request from the Mental Health Committee for VOAD consideration:

  • We collect basic information before evacuation – lots of different people dealing with them and collecting information
  • Why can’t we collectively (agencies involved with different paperwork) create one form that will follow them through the entire disaster rather than having residents tell their story over and over again? Information doesn’t follow residents. Everyone has their own paperwork that residents have to fill out
  • Why can’t we create a form that every agency that participates in disaster response uses?
  • That is kind of what CAN is designed to do, but there are limitations to what CAN can do.
  • The Red Cross collects a lot of data, but is very picky about what they share.
  • Confidentiality is a concern

 

That is a great topic to bring up for the VOAD once there are members.

The umbrella organizations would have to work together on this

 

As recovery unfolds, more and more documentation is necessary, but to be able to expand from one point rather than recreating over and over again

 

It would be great to expand on that and create a database so that each organization could pull from this to fill in all the various forms as necessary. There may still be gaps in the forms, but it would save you from having to put in the same basic information over and over again.

 

Boulder tech company should work on this

Would Google have any tools already developed to work on this?

 

This brings up trust issues

Of course it does

 

All organizations should be prepared to deal with this

If you think about CAN, who is allowed to be in it? Government can’t be involved which makes sense because people deal with immigrants differently

January 9, 2016 / by / in
April 7th, 2015

Date: 4.7.2015

Attending: Stephanie Walton, Marcelo Ferreira, Grace Miller, Mickey Ellingwood, Amy Hardy, Joe Callahan, Mary Steffens, Mike Moore, Joan Cernich, Tiernan Doyle

 

Agenda: Continue editing the bylaws.

 

Start with the bylaws section IV, Meeting Guidelines

 

Change meeting requirements to quarterly

Should VOAD meetings be open to the public? People should be affiliated with the VOAD. Meetings are not closed, but are not a huge attraction to the public since they don’t have voting rights

Public community members could find an organization to affiliate with by coming to the VOAD meeting

 

Minutes of the Coordinating Committee shall be distributed to members and partners within two weeks of meeting

 

Keep member list private

 

Expectations of VOAD membership:

Art Storey? Matt Cedar?

Community/Service Provider

 

Here’s where we’ve come to since the last meeting

This is what a VOAD is about

Here are the qualifications of membership/structure of BoCoVOAD

Here’s what the VOAD provides for you (trainings, education)

Will you join? Will you be a leader?

 

We need to widen the scope to target people who aren’t traditionally at the table

People lose interest quickly if they don’t have something tangible to grab on to

Get member organizations to commit to talking about their projects

Self-interest is a huge motivator

 

Potentially do we need money for the meeting

January 9, 2016 / by / in
March 17th, 2015

Minutes 3-17 BoCoVOAD Launch Committee meeting – March 17, 2015

Attendees:

Tiernan Doyle – Boulder Relief Co., Don Parcher – Boulder Relief Co., Rebecca Lawrence – IMA, George Cummings – BCLTFRG Case Management Supervisor, Dennis Harris – BCLTFRG Mental Health Committee, Stephanie Walton – BCLTFRG Manager, Marcelo Ferreira – Boulder OEM, Matt Cedar – FEMA, Amy Hardy – IMA/ Foothills United Way, Joe Callahan – BCARES, Mickey Ellenwood- BCLTFRG, Mike Moore – UMCOR, Diane Elio– CoVOAD chair, Katie Arrington – Boulder County Flood Recovery Office, Mary Steffens – Red Cross

No one on conference call

Next BoCoVOAD quarterly meeting – April 23 – 5:30-6:30 p.m.

Joe – Concerned that mission statement doesn’t mention how OEM, etc. would activate this VOAD

Marcelo – OEM does activate volunteers and donations management. Usually, the VOAD won’t activate itself though it could activate itself to help other counties etc. It still needs to be determined how OEM would coordinate with the VOAD.

Joe – Is it expected that, in a disaster, when OEM wants assistance, that they will contact BoCoVOAD or a specific organization?

Matt – It’s like a club of clubs. The VOAD wouldn’t be activated. It’s just a communication network. OEM can reach out to a specific organization. Usually, OEM would contact the VOAD chair, then the chair or the communications lead notifies the members of the VOAD.

Marcelo – For example, if we needed shelter, we have agreements with the Red Cross, etc. so we can coordinate directly with them. In Lyons, there was a humanitarian crisis. It is difficult to contact all organizations for shelter, etc.

Marcelo – If the sheriff has blocked off areas, OEM would be more likely to coordinate access to members of VOAD. It’s also very helpful to get info from people in the field.

Mary Steffens – It’s also important to facilitate communication between organizations in the VOAD.

Stephanie – Leading up to events, it’s helpful to know what organizations can do and to do exercises with OEM, etc.

Marcelo – We would love to include this VOAD in exercises, in developing plans & procedures, and, in resource ordering. This VOAD can also help avoid duplication of notification, e.g., to the state.

Rebecca – OEM are the gatekeepers since they know what areas are accessible, what the needs are, etc.

Marcelo – OEM doesn’t want to be a barrier to assistance but wants to ensure safety.

Amy – Some felt that the gatekeeping was too much. One purpose of a local VOAD is to include groups like Boulder Flood Relief.

Rebecca – The VOAD allows pre-vetting.

Stephanie – The VOAD also helps quickly vet organizations after a disaster occurs.

Marcelo – After a disaster happens, Mike Chard (Boulder Community Services) will initiate a process for volunteers and donations management.

Marcelo – I think there’s buy-in and even excitement from the City of Boulder and Boulder County about having this local VOAD.

Tiernan – There’s a request for funds for staffing BoCoVOAD and for helping to establish a maintenance plan. We should know by the beginning of April. Boulder County would be hiring with input from this committee. It will be a county staff person (contracted out).

Stephanie – I talked to Laura Levy about hiring someone to staff a local VOAD. She suggested being careful to not rely too much on a few people.

Katie – The grant would be to get a web site going, etc.

George – Contact lists, etc.

Matt – Another VOAD did something similar with AmeriCorps Vista (?).

Tiernan – For the next large meeting of BoCoVOAD, on April 23, the agenda should probably include: What is a VOAD? How would a VOAD be different from the Long-Term Recovery Group. Mission. By-laws. Assignments to sub-committees.

George – CoVOAD hasn’t updated its by-laws in a long time.

Marcelo – The by-laws should probably be sent at least two weeks before the April 23 meeting and ask for inputs by certain date.

Stephanie – Perhaps we should have sub-committees meet at the April 23 meeting.

Joe – Doesn’t like the term “committee.” Prefers task force, working group and/or team.

Mickey – We probably need to determine membership before going too far with by-laws.

Amy – Where does EFFA, etc. fit in? EFFA could have played a big role in case management. The EFFA Executive Director, Julie VanDomlen, is excited to set up a preparedness arm.

Amy – United Way doesn’t have a COOP Plan. She’s working on it for Foothills United Way.

Joe – Who gets to vote?

Mike – At the April 23 meeting, tell people what it entails if they sign up.

Amy – Make sure there’s an ask at the general meeting.

Amy – There could still be breakout sessions.

Joe – At the general meeting, perhaps there should be signup sheets for teams.

Matt – Signup sheets is probably not the best way. It’s probably better to identify functional areas and encourage people to consider their potential involvement in those areas.

Matt – Might be good to avoid the word “commitment.”

Mary – At the quarterly CoVOAD meetings, it’s been great to learn about resources.

Marcelo – Liability is a huge issue.

Matt – Emotional spiritual care is important.

Joe – At the general meeting, we could have breakout groups where there’s someone who is knowledgeable in that area to lead the group.

Mary – The leader of Black Forest Together is now head of their VOAD. They could possibly speak at our April 23 meeting.

Tiernan – We probably shouldn’t do breakout sessions.

Katie – I’ve reserved the room at the Sheriff’s office.

Stephanie – How about a social hour afterwards? Networking hour?

Mary – Behind the red – at a bar – 10% of bar receipts

Katie – The Commissioners hearing room is available.

Diane – Why would people want to be a member? Partly so they could put the BoCoVOAD

logo on their website?

Matt – It would be good to talk about the 4 C’s.

Diane – The 4 C’s are important

Mary – We should emphasize that the VOAD isn’t to help us, it’s to help everyone. We could have organizations bring literature about their organization.

Amy – It’s important to reach out to organizations which may not be sure about their potential role in disasters.

Mary – We might be able to help the food pantry in Nederland.

Tiernan – It will be an ongoing process to determine the best ways to collaborate.

Marcelo – How can the VOAD make membership decisions not too subjective?

Matt – It’s ok for it to be subjective.

Stephanie – During a disaster, VOAD membership will increase.

Matt – OEM wouldn’t grant access to just any VOAD member organization.

Tiernan – Those decisions could be made at a group level.

Marcelo – I’m against credentialing due to the liability issues.

Tiernan – I added liaisons to the by-laws so increasing community involvement wouldn’t just be lip service.

Rebecca – Boulder County victim advocates were very effective.

**It was decided to delete mention of liaisons from the by-laws for now.

Marcelo – Assessments would not be done by the VOAD. Assessments should happen in the EOC.

Stephanie – Perhaps a neighborhood organization will stand up and could be a member of the VOAD.

Matt – When you start talking about resource allocation, you’re talking about case management.

Rebecca – Communications is important.

Joe – Information management vs. communication.

Marcelo – We need to do a better job of communicating.

Matt – Voluntary organizations do not necessarily not charge for any services.

January 4, 2016 / by / in