HomeMy WebLinkAboutTB Study Session 2012-07-17
Town of Estes Park, Larimer County, Colorado, July 17, 21012
Minutes of a Study Session meeting of the TOWN BOARD of the Town
of Estes Park, Larimer County, Colorado. Meeting held at Town Hall
Rooms 202/203 in said Town of Estes Park on the 17th day of July,
2012.
Board: Mayor Pinkham, Mayor Pro Tem Blackhurst, Trustees, Elrod,
Ericson, Koenig, Norris and Phipps
Attending: Mayor Pro Tem Blackhurst, Trustees, Elrod, Koenig, Norris
and Phipps
Also Attending: Town Administrator Lancaster, Assistant Town Administrator
Richardson, Fire Chief Dorman, Director Chilcott,
Commander Rose, PIO Rusch, and Town Clerk Williamson
Absent: Mayor Pinkham and Trustee Ericson
Mayor Pro Tem Blackhurst called the meeting to order at 6:00 p.m.
Commander Rose stated an operational debriefing of the Woodland Heights fire was
held on July 5th. It was determined the operational aspects of the event were handled
well; however, communication could be improved both internally and externally. A list of
tasks to improve communications was assembled, including applying for government
emergency telephone (GET) priority to allow priority to numbers on the list during an
emergency; research wireless carrier capabilities during an event and 800 MHz
dependability; determine if the cell phone companies would increase capacity to meet
the communities maximum need during peak summer season; formalize interagency
crisis communications plan, develop and conduct emergency management training for
business owners to include accommodation evacuations, traffic plans, information
dissemination, cell phone use, etc.; formulate and distribute general emergency talking
points to accommodations and businesses through Visit Estes Park; establish clear
guidelines for Everbridge notification system; research cost and implementation for a
local AM emergency radio station to record messages that would loop; create Town
staff text message group; incorporate utilities representative at Command Post (IC);
coordinate volunteer efforts; logistics officer assignment; and use of Channel 8 and Nick
Molle for emergency information.
The Board questioned what role could VIOP and the fiber ring play during an
emergency. Staff stated VIOP communications utilize a cell tour and therefore would
not provide additional capacity. Additional capacity could be utilized through wireless or
Ethernet connections. The Board discussed the need to convert the Visitor Center into
a joint communication center, cross training the ambassadors, and convert the phone
lines to emergency communication lines during an event. The Town’s dispatch center
has the capability to set up an emergency contact line for the community to receive
information.
The Everbridge system was designed to be used during an eminent emergency;
however, the system does have a community information application. The community
piece has been used in Fort Collins with some issues such as people thinking they are
receiving an emergency message rather than community information. Additional
research on how to use this application is needed before implementing it further.
Alternate communication methods could include using the Visit Estes Park stakeholder
email list to communicate during an emergency; social media; establish an AM radio
station at a cost of approximately $10,000, and press releases on how to get the latest
updates. Protocols should be established on how to communicate during an
emergency event. Staff would investigate the availability of grants through FEMA or
CDBG.
The Board received numerous comments and feedback during and after the fire
including the incredible response and availability of the helicopters due to the High Park
fire in Fort Collins; the traffic jam created during the evacuation of the Park through the
Fall River entrance; what would have been the Park’s response if the fire had started in
the Park; the Park does not let fires in the urban interface burn, therefore, the response
would have been the same; Fire Chief Dorman stated the district is working to develop
alarm levels to improve response; and a community table top exercise is needed to
prepare the community.
Administrator Lancaster stated the County would normally take the lead on the recovery
effort because the fire occurred almost solely in the unincorporated area; however, with
the High Park fire the County has been overwhelmed. The Town has provided
information to the fire victims on how to avoid fraud, scams, and how to rebuild. The
Community Development department has prepared recovery information. There may
also be FEMA funding available for the recovery. A FEMA team recently visited the fire
area and may include the Woodland Heights fire with the High Park and Waldo fire
incidences for disaster relief. SBA funds may also be available regardless of FEMA
funding for any small business in the area.
There may be policy discussion as the recovery moves forward such as several homes
being served by one tap, which is not allowed under current policy. There would most
likely be requests for fee waivers that may benefit insurance companies; therefore,
there is a need to discuss the issue further with the Board.
The Town does not currently have a contingency plan for establishing an offsite location
for Town business including dispatch services. The Fire Station would not be a
convenient location because the district is still awaiting the fulfillment of a grant to
upgrade to 800 MHz system. The Police communication truck could be utilized as a
backup dispatch center during an emergency.
Town Administration shall develop a text group to communicate with the Board during
future emergencies because texting capacity was still available even though cell phone
usage was interrupted during the current emergency. Trustees questioned whether or
not the Board should be given scanners. The Board stated a policy should be
developed on how the Board received communication during an emergency in order to
effect policy decisions. Training should be completed after each biennial Municipal
election. Administrator Lancaster stated NIMS training would be good basic training for
the Board. He also stated the Board reacted appropriately during the fire by being
nearby and talking to the people affected by the fire.
There being no further business, Mayor Pro Tem Blackhurst adjourned the meeting at
7:20 p.m.
Jackie Williamson, Town Clerk