Meeting Minutes: August 29, 2003

Memo for:   Business Continuity Plan Management Committee

Subject:  August 29, 2003 Meeting

1.  A meeting of the Business Continuity Plan Management Committee was held on Friday, August 29, 2003 in Rm 208 Cone Center.

2. Attendance:

a. Present:  Mary Allen, Rick Conboy, Barbara Edwards, Ray Galleno, Lee Gray, William Harper, Michelle Howard, John Mack, Mark Reynolds, Morgan Roseborough, Randy Ross, Wally Seigler, Laura Simic, Darren Spease, Gary Stinnett, Doug Thomas, Richard Yount.

b. Absent:  Kathi Baucom, Susan Brooks, Ted Elling, Barry Godlewski, Jon Hawn, Carter Heath, Bill Hill, Tony Hoppa, Phil Jones, Tom Lamb, Steve Mosier, Charlie Puckett, Anthony Purcell.

3. Main topics / issues:

A. Critical Business Processes.   Morgan displayed an updated chart showing which critical processes have been submitted.  All with RTO’s within the first seven days following a disaster have been received, except Feeding and Payroll.  Two CBP’s with RTO’s between 8 and 14 days have been received (Library Services and Health Services).  Two CBP’s with RTO’s between 15 and 21 days have been received (Distance Instruction and Issue Student Transcripts).  All Critical Business Processes must be completed by the end of September.  The status chart is located on the BCP Web Site at http://www.uncc.edu/bcp.  Exercising of plans is scheduled to begin in October.

B. The Campus Emergency Response Plan was approved by the Chancellor.  Copies are being distributed to members of the Crisis Management Team Core Group (hard copy and CD ROM).  Others will be able to download the documents from the BCP web site on 2 September.  The web site version will not include names and contact numbers for Emergency Response personnel.

C. Update on BCP Software.  Morgan announced that the RFI for the software resulted in several responses.  However, funding for this software has yet to be identified.  John Mack said that he heard there is a possibility that the Office of the President is considering purchase of a license for Strohl Systems’ LDRPS product for the entire UNC System.  Although this is not our first choice, it will meet our needs and, in the absence of funds to purchase a software system, appears to be the best choice.

D. BCP Web Site.  Morgan discussed the web site and informed members of the location of the BCP Workbook and BCP Planner. 

E. BCP Workbook and BCP Planner.  Both are available via the BCP web site.  We will use the Planner in lieu of BCP software (until it becomes available).  The Workbook is an instructional guide that explains what information should be placed in the planner.  Academic departments and administrative units should complete the Planner for their operations by the end of October.

4. The committee engaged in a table top exercise based on a scenario involving an off-campus incident (train derailment).   Several aspects of the University’s response were addressed.   The committee discussed the nature of the incident, the variables that could cause different reactions (specifically wind direction), who should be notified, what specific actions should be taken, relationships with local authorities (CMPD, Fire, EMS, CMEMO), means of communicating to students, faculty, staff (both on and off-campus), sheltering in place, use of the Belk Gym (and/or SAC) as a temporary emergency shelter, and evacuation of the campus.

5. The next meeting of the BCP Management Committee will be Thursday, September 25, 2003, at 10:00 AM.  Location will be announced.

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte