November 1, 2004

 

Memo for:   Business Continuity Plan Management Committee

 

Subject:  Minutes of the October 29, 2004 Meeting

 

1.       A meeting of the Business Continuity Plan Management Committee was held on Friday, October 29, 2004, in Room 111 Cone Center.

 

2.       Attendance:

a.       Present:  Kathi Baucom, Susan Brooks, Carla Efird, Ted Elling, Diana Gann, Jon Hawn, Carter Heath, Dane Hughes, Debra Joyce, Charlie Puckett, Morgan Roseborough, Wally Seigler, Laura Simic, Doug Thomas

 

b.        Absent:  Dixie Airey, Rick Conboy, Randy Duncan, Barbara Edwards, Ray Galleno, Barry Godlewski, Lee Gray, Bill Hill, Tony Hoppa, Michelle Howard, Phil Jones, Marlon Lynch, Mark Reynolds, Randy Ross, Gary Stinnett, Tom Lamb, John Mack, Darin Spease

 

3.        Main topics / issues:

 

a.       Status of Automated Notification System:   The University has  subscribed to the automated notification system offered by MissionMode Solutions, Inc.  Morgan showed a demo clip of the system to preview its features.  Currently 25 University personnel are subscribed as full users of MissionMode.  There are additional subscriptions for the Extended Notification Service (for notification only) at a reduced price of $.75 per person per month, and $1.25 per person per alert message (minimum of 1000).  Departments may subscribe any (or all) of their personnel to the ENS as they see fit.  Coordinate this through Morgan.

 

b.       Issues from EOC Exercise, 7/15/04:  Morgan reported on the status of several issues that surfaced at the EOC Exercise. 

 

(1)  Alternate Internet connection for EOC members. (ITS) 

At the present time, ITS is experimenting with Nextel/Blackberry to see if this is a suitable alternate Internet connection. 

 

(2)    We should designate “mission essential” or “emergency personnel” who may be required to report to (or remain on) campus in an emergency situation. (HR) 

Gary Stinnett is working with Phil Jones, Jackie Simpson, and others to address this issue. 

 

(3)    We should have a means to identify “mission essential” or “emergency personnel” who will be authorized access to the campus and/or facilities on campus following an emergency.            (BCP/BA) 

Morgan is working with Keith Wassum to determine how many [based on (2) above] and what kind of card they will be issued.

 

(4)    We need a policy/procedure for reporting information to the EOC (or appropriate office) during an emergency.  This would include reports from departments who may only be indirectly impacted by a disaster situation.  These reports should update the status of facilities (buildings), infrastructure, people, and critical processes. (BCP)

Morgan is working on a policy/procedure to address this.

 

c.        Resource Tracker Contact Update Status.  As of today, we have 84 of 137 people with up to date contact information.  The remainder are out of date by more than 180 days.  This despite an effort (originated in August) to start the semester with updated contact information.  The next mass update should be done at the beginning of the second semester (early January).

 

d.       Resource Tracker Recovery Item Update Status.  As of today, we have all but two recovery items published and posted on the network storage site (r:\SHARED\BCP…).  Of those, 75% are up to date.  There are 19 items (of 85) that require updating.

 

e.      Disaster Scenario.  The scenario for this meeting involved a suspicious package that arrived in the mail room.  This progressed to notification of CMPD, Fire Department, Bomb Squad, and USPS Postal Inspector.  Much of the discussion centered around what information to disseminate to the campus at-large, and how to do it.  The scenario was based on an actual event that occurred a few weeks prior.  Fortunately, in that event, there were no explosives in the package.  However, all procedures were followed as if it were a live bomb.  Some issues surfaced concerning people (students, faculty, staff) crossing police lines around danger areas because they block their preferred routes of travel around campus, or in trying to regain access to evacuated buildings before they are “cleared” by the Incident Commander.  We also discussed the subject of colored flags to identify rally points for occupants of specific buildings – particularly when the assembly areas designated in their evacuation plans are not accessible.  

 

4.       Proposed Date for next Meeting:  The proposed date for the next meeting is December 17, 2004, at 10 AM in Room 268 Cone Center (behind After Hours).

 

5.       The meeting adjourned at 11:05 AM.

 

 

 

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte