August 1, 2005
Memo for: Business Continuity Plan Management
Committee
Subject: Minutes of the July 29, 2005 Meeting
1.
A meeting of the Business Continuity Plan Management Committee was held on
Friday, July 29, 2005, in Room 208 Cone Center.
2.
Attendance:
a.
Present: Dixie Airey, Susan Brooks, Joey Cochran, Ray
Galleno, Diana Gann, Carter Heath , Tony Hoppa,
Debra Joyce, Norman Lefebvre, Marlon Lynch, John Mack, Doug Pierce, Mark
Reynolds,
b.
Absent:
Kathi Baucom, Randy Duncan, Barbara Edwards, Ted Elling, John Gandar,
Barry Godlewski, Lee Gray, William Harper, Jon Hawn, Bill Hill, Michelle
Howard, Dane Hughes, Phil Jones, Tom Lamb, Wally Seigler, Laura Simic, Darin
Spease
3.
Main topics / issues:
a.
Presentation by W. W. Grainger, Inc: Bernard Geist, Pamela Eubank, and Laurie
McDermott, representatives of W.W. Grainger, Inc. gave a presentation outlining the disaster
recovery and emergency management products and services their company can
provide from local and regional distribution centers. In addition to a local office in
b.
Resource Tracker Contact and Recovery Item Status: Morgan
presented charts (below), with data current as of July 27, 2005, depicting the
current status of individual emergency contact information and planning
documents [Recovery Items] included in the University’s Business Continuity
Plan. Only 25% of individual contact
information is current (i.e., less than 120 days since the last
update/confirmation). Of 87 Recovery Items, 36 are past due for update
or verification (more than 180 days). The
semi-annual update campaign is underway, with a goal of having all individual
contact information and COOPs verified or updated by the end of August. Committee members are encouraged to get their
divisions and/or departments’ individual contact information and recovery items
brought up to date before the start of the Fall Semester.
|
|
|
|
Information is Current for 90 of 321 Team Members |
Of 87 Recovery Items: 36 are Past Due; 0 are Not
Established |
c. UNISYS
Audit Results: Carter Heath was to
have given a summary of the results of an independent audit conducted by
UNISYS. However, due to time
constraints, he had to defer this report until the next meeting.
d. Tornado Warnings: Morgan gave a recap of the tornado warning the
University received two weeks earlier.
Delays in getting the warning disseminated were discussed. These were mainly due to having to contact a
different individual to issue the warning by broadcast mailbox, instant email, Channel
22, web site, and Mission Mode. Just to
get the message out by broadcast mailbox took 20 minutes. What Morgan recommended is a special MissionMode
team (or list) consisting of those people who are authorized to issue alerts in
each of those mediums. By sending one
MissionMode alert to that list, all would receive the message at approximately
the same time. This should significantly
reduce the time required to issue an alert message, and it should reach a much
wider audience. The issue of an outdoor
warning system (siren) was also discussed.
This has been an open issue for at least one year (or more), but has
been deferred due to lack of funds.
e. Post-Disaster Scenario: Morgan led the committee in a tabletop
exercise that centered on measures to communicate to employees and students,
and resume University operations, following a closure for approximately 4 days. Issues reviewed included:
·
Damage assessment
and salvage teams.
·
Essential
personnel and means to identify them. [Note:
Ray Galleno announced that the new employee identification cards will have
distinctive markings for those who are “Essential Personnel”.]
f. Proposed date for the next meeting: 10 AM, Friday, September 30, 2005, in Room
208 Cone Center.
4. The meeting adjourned at 11:15 AM.
Director, Business Continuity
Planning
UNC