Meeting Minutes 9/1/15

BoCo VOAD Launch Meeting
Tuesday, September 1, 2015 – 3:00-5:00pm
Boulder Rural Fire Protection District

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)
Next Launch Group Meeting will be October 6th , 2015 3:00-5:00pm, Location TBD
Agenda Items
1. Bylaws
a. Everyone should review the draft bylaws and send any suggested changes to Julie Phillips (, Aaron Titus (, Mickey Ellenwood (, or Tiernan Doyle ( Any final changes should be sent in by

2. Officer roles and responsibilities
a. Officers will meet to finalize this by 10/6.
3. Project Coordinator job description

a. Work for Tiernan goes through Julie, so if you have any ideas or need help then please run the ideas past Julie.
b. 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
a. Don suggests that introductions take place at the next meeting
b. Most churches have Wednesday night meetings so another night would be better
c. Data from the exercise will be compiled and sent out

5. Next quarterly meeting time
a. Thursday, October 29th in Lyons, 5:30-7:00

6. Membership Info (phone, text, email) and 2-4 sentences about how agency responds in a disaster and in what phase of the disaster.
a. Don will work on contacting organizations and obtaining their mission statements and brief responses

7. LTFRG Transition
a. Subcommittee will work with Stephanie.

8. Create a tool to collect/assess needs.
a. Think about problem statements for the Understanding Risk tech competition which will take place October 24th -25th.

9. Brainstorm membership list before October 6th
a. Who is missing from the list? Who should be invited and recruited?
b. 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

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

o Event happens
o Officers convene through conference call/email/etc
o Email announcement goes out to VOAD list with current situation and information
about further communications
o 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
o Meeting repeated at suitable time increments
o 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
o 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:
o Situational awareness from the initial disaster communication
o leaders from each organization call into VOAD
o organizations analyze their own capacity
o ESF 6 and19 can connect to VOADs for needs and opportunities

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