October 3, 2005
Memo for: Business Continuity Plan Management
Committee
Subject: Minutes of the September 30, 2005 Meeting
1.
A meeting of the Business Continuity Plan Management Committee was held on
Friday, September 30, 2005, in Room 208 Cone Center.
2.
Attendance:
a.
Present: Ed Adams, Dixie Airey, Susan Brooks, Gary
Caton, Carla Efird, Ted Elling, Ray Galleno, Diana Gann, Larry Griffin, Carter
Heath , Michelle Howard, Debra Joyce, Norman Lefebvre, Craig Nance, Mark
Reynolds,
b.
Absent:
Kathi Baucom, Randy Duncan, John Gandar, Barry Godlewski, Lee Gray,
William Harper, Jon Hawn, Bill Hill, Tony Hoppa, Dane Hughes, Phil Jones, Tom Lamb,
John Mack, Laura Simic, Darin Spease, Tom York
3.
Main
topics / issues:
a.
Welcome: Morgan reviewed
headlines from the recent Chronicle of Higher Education, highlighting the
impacts on and actions by colleges and universities hit by hurricanes Katrina
and Rita. There were several examples of
pre-disaster mutual aid agreements that helped them deal with the
emergencies. One of those was an
emergency web site, hosted by University of Texas-Dallas for
b.
UNISYS Audit Results: Carter Heath
reported on the independent audit conducted by UNISYS. He commented that UNC Charlotte received
positive comments on our planning efforts and regular scheduled meetings of our
Business Continuity Planning Committee.
c.
Resource Tracker Contact and Recovery Item Status: Morgan
presented charts (below), with data current as of September 28, 2005, depicting
the current status of individual emergency contact information and planning
documents [Recovery Items] included in the University’s Business Continuity
Plan. The percentage of current contact
files has increased from 28% in July to 79% at the end of September. This is due to efforts on the part of
department-level coordinators. The same
is not true of our planning documents.
The percentage of current documents decreased from 58.6% (or 51
documents) to 39% (34 documents). It is
essential that these also be maintained in a current status. For departments that have moved to new
buildings, their plans may need complete overhauls. This should be done as soon as possible. The goal is to have contacts and planning
documents brought up to date at the beginning of each semester.
|
|
|
|
Information is Current for 253 of 321 Team Members as of Sep 28, 2005 |
Of 87 Recovery Items: 34 are current as of Sep 28, 2005 |
d. Evacuation/Shelter Preparedness: Morgan addressed the issue of how well
prepared we are (or not) to shelter our own people (students, faculty and
staff) as well as people from the surrounding community. From input received, it appears that we have
in stock: 100 beds and mattresses; one
week (or more) supply of toilet paper, paper towels, liquid soap; three days
supply of food and water.
From this,
we can support a shelter (for up to 100 people) on campus for two days without
external support and/or restocking.
However, we will need to get support from the Red Cross, Salvation Army
and other sources for clothing, additional bedding, food, water and sanitary
supplies. We also need a written plan,
outlining responsibilities for sheltering operations. Morgan will begin work on this right
away.
e. Disaster
Scenario: Morgan led the committee in
a tabletop exercise that centered on an emergency event off-campus in a
neighborhood heavily populated by University students and employees. The committee walked through a series of
steps that required them to identify which department (or individual) would
take specific actions to shelter students, faculty and staff. In addition, they discussed the
administrative requirements to relocate or reschedule classes, pick up and
deliver bedding and other supplies, and coordination with external resources
(County Emergency Management Office, Red Cross, Salvation Army, etc).
f. Proposed date for the next meeting: 10 AM, Friday, November 18, 2005, in Room 208
Cone Center.
4. The meeting adjourned at 10:15 AM.
Director, Business Continuity
Planning
UNC