January 30, 2008

Memo for: Business Continuity Planning Committee

Subject: Minutes of the January 25, 2008 Meeting

A meeting of the Business Continuity Plan Management Committee was held on Friday, January 25, 2008 in Room 208 Cone Center.

1. Attendance:

a. Present: Marlene Hall, Carter Heath, Laura Horsky, Larry Howell, John Jacobs, Maurice Keith, Norm Lefebvre, Morgan Roseborough, Wally Seigler, Gary Stinnett, Tom York

b. Guests: Edd Hauser, Sherry Elmes, Paul Smith, David Weggel

c. Absent: Ed Adams, Dixie Airey, Kathi Baucom, John Bland, Susan Brooks, Gary Caton, Rob Covert, JoAnn Fernald, Frank Fleming,, Carla Flowers, Ray Galleno, John Gandar, David Gray, Lee Gray, Jon Hawn, Bill Hill, Michele Howard, Dane Hughes, Phil Jones, Tom Lamb, John Mack, Katie Montie, Paul Nowell, Mark Reynolds, Brian Richardson, David Rousmaniere, Darin Spease, Doug Thomas, Cynthia Wolf Johnson

2. Main topics / issues:

a. Welcome: Morgan welcomed the group and introduced the committee to a web link (http://www.globalincidentmap.com/home.php) with a global map highlighting all the reported terrorist incidents and threats that are occurring worldwide. The map updates automatically every 5 minutes. Morgan also informed the committee of the formation of the Campus Safety & Security Committee, under the chairmanship of David Spano. This committee will review (and make recommendations for implementation) the findings and recommendations of the Attorney General’s and the UNC General Administration Task Forces on Campus Safety and Security. Morgan also reviewed the recent weather-related closing. In the future, PIER will not be used to send broadcast announcements of weather closings or delays. We will continue to follow procedures already in place for notifying local media and putting an announcement on the weather hotline.

b. Individual Readiness. Morgan reminded the committee that people are the key element in responding to and recovering from any incident. As such, it is important to stress individual preparedness. The main ingredients are a Family Emergency Plan and a Personal Emergency Plan. Morgan also displayed sources of information and help on the web for putting these plans together: American Red Cross, Department of Homeland Security, North Carolina Emergency Management, and Charlotte Mecklenburg Emergency Management.

c. Pre-disaster Mitigation Project. Morgan introduced Edd Hauser and Sherry Elmes from the Center for Transportation Studies, David Weggel from Civil Engineering Department, and Paul Smith from GIS. Edd Hauser provided an overview of the project, its scope and desired outcomes. He solicited the committee for their help and input as the project develops. It will mainly focus on protecting critical infrastructure.

d. Pandemic Flu Update. Morgan provided an update on the case of human-to-human transfer of the H5N1 virus in Pakistan, resulting in the death of a father who apparently contracted it from his son who works in a poultry processing plant. Since this is the only documented case of human-to-human transfer, the WHO has kept the threat level at 3. Morgan also reminded the committee that several parts of the Pandemic Response Plan are in need of update.

e. Plans and Contact Information. Morgan displayed the current status of recovery items (COOPs and other documents) and individual contact information recorded in CPO Tracker. Since the last meeting (11/20/2007), our current contact information has increased to around 83%. The number of out of date planning documents (COOPs and others) increased to approximately 20% during the same period. Cathy Bolen continues to send out reminders to departments and units to update their plans and contact information.

f. Disaster Scenario. This scenario involved an off-campus incident, a fire at an off-campus polymer plant on Union School Road. As the situation developed, the UNC Charlotte shelter was activated by Charlotte Mecklenburg Emergency Management, which required relocating, cancelling, and or rescheduling classes and activities that were scheduled in the SAC and Belk Gym. In addition, parking lots near those facilities had to be cleared to make room for the Red Cross, Salvation Army, and other outside support agencies to bring their equipment trailers and vehicles for unloading. As this was taking place, the Incident Commander (Battalion Chief Jones) called for evacuation of a larger area, now including UNC Charlotte. This caused discussion of how to evacuate (immediate, or deliberate-phased). Other discussion centered on where the UNC Charlotte Emergency Operations Center should be located, when it should activate, and whether it should move in the first phase or last phase of the evacuation. Due to the size and complexity of the University (and its daytime population), it is difficult to respond to abrupt changes. Once people leave campus, our ability to communicate with them is also diminished. The PIER external web site and local media will be our best chance of providing up to date information.

g. Proposed date for the next meeting: The next meeting of the committee is scheduled for 10:00 AM on Friday, March 28, 2008, in Room 208 Cone Center.

3. The meeting adjourned at 11:30 AM.

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte