Memo for: Business Continuity Plan Management Committee
Subject: Minutes of
the
1. A meeting of the Business Continuity Plan Management Committee was held on
2. Attendance:
a. Present: Susan Brooks, Randy Duncan, Barbara Edwards, Ted
Elling, Ray Galleno, William Harper, Jon Hawn, Tony Hoppa, Phil Jones, Shannon
Mason, Charlie Puckett, Mark Reynolds,
b. Absent: Kathi Baucom, Rick Conboy, Barry Godlewski, Lee Gray, Carter Heath, Bill Hill, Michelle Howard, Tom Lamb, John Mack, Steve Mosier, Lars Powell, Randy Ross,
3. Main topics / issues:
A. Update on Critical Business Processes: No change from last month. Initial input for all Critical Business Processes (CBP) is overdue. Attendees were requested to speed up efforts to complete this step so we can proceed with exercises.
B. Exercising the Plans. Morgan reviewed the results of the most recent communications exercise (conducted on November 6th). The overall results were good (8 out of 10 primary and 2 of two alternates contacted). The only areas that need improvement are access to the Emergency Response Plan by key individuals and knowledge of the Emergency Response Plan and procedures by alternate contacts. Efforts are in progress to develop exercise plans for the Critical Business Processes. Morgan and his student assistants have been meeting with “owners” of CBP’s to get their input on how exercises should be conducted.
C. BCP Web Site. Morgan reviewed the resources available on this site. They include the Emergency Response Plan and minutes of past meetings, two items for which he has been asked for copies recently. Attendees were asked to tell their respective organizations about the web site at their next department/unit staff meeting. The broken link to the University Emergency Procedures Manual was mentioned. It has since been repaired.
D. BCP Workbook and Planner. Morgan reviewed the goal of completing the “Planner” for each Critical Business Process. Again, the template for the Planner (and the accompanying Workbook) is available on the BCP web site.
E. Practice Disaster Scenario. The committee was introduced to a scenario in which a non-toxic gas similar to tear gas was introduced into the HVAC system of an academic building. This resulted in several casualties (non-life-threatening), and closure of the academic building for 24 hours. The committee talked through steps from initiating the Emergency Response Plan to declaring the building safe for occupancy. Bill Harper said that the University experienced an incident similar to this several years ago.
F. Discussion of Tornado Warning. As a result of the tornado warning issued by the National Weather Service on November 19th, the committee discussed how the University reacted. Several observations were noted:
(1) The University has no means to contact personnel (on short notice) who are not next to a desk phone. Since the message goes directly to voice mail, they must respond to the flashing light. This is not an effective means of getting their attention. Some people did not get the warning at all. This was particularly true of people in classrooms, dining facilities, or out on the campus grounds. Morgan will contact Charlotte Mecklenburg Emergency Management Office about the feasibility of installing a warning siren on campus.
(2) Secretaries of those on the Campus Police call list (Chancellor, Vice Chancellors, etc) must know what actions to take (whom to notify) in the absence of their bosses.
(3) Many (if not most) people are not aware of the tornado warning instructions contained in the University Emergency Procedures Manual.
Attendees were reminded that this
manual is available from the Safety Office and on the web site.
4. There
will be no meeting of the BCP Management Committee in December. The next
meeting of the committee will be
Director, Business Continuity Planning
UNC