March 23, 2007
Memo for: Business Continuity Planning Committee
Subject: Minutes of the March 23, 2007 Meeting
A meeting of the Business Continuity Plan Management Committee was held on
Friday, March 23, 2007, in Room 208 Cone Center.
1.
Attendance:
a.
Present: Kathi Baucom, Rob Covert, Carla Flowers, Ray
Galleno, David Gray, Bill Harper, Carter Heath, Laura Horsky, Larry Howell, John
Jacobs, John Mack, Katie Montie, Mark Reynolds, Brian Richardson, Morgan
Roseborough, Wally Seigler, Darin Spease, Gary Stinnett, Cynthia Wolf Johnson
b.
Absent:
Dixie Airey, Susan Brooks, Gary Caton,
2.
Main
topics / issues:
a.
Welcome: Morgan welcomed
the group and reviewed a chart depicting actual disaster experiences of
colleges and universities over a period of 5 years. Although the data were old, the chart allowed
a comparison of our own experiences with those of other colleges and
universities nationwide. It also
presented an opportunity to question if we have taken adequate planning and
mitigation steps for the threats that are most likely to happen to us.
b.
PIER. Prior to the meeting, Morgan sent a reminder
message to attendees via cell phone, email, and SMS. Everyone present received the reminder on one
(or more) of those media. Morgan
reviewed the uses that can be made of the PIER system, in routine
administration as well as in emergencies.
He also encouraged training on PIER for at least two people in every
college/department/unit that has a COOP.
Morgan will plan an exercise, using only PIER, prior to the “go live”
date. PIER will be “live” and will
totally replace MissionMode on July 1, 2007.
c.
Status of Pandemic Flu. Morgan
reported that the World Health Organization has not changed its level of the
pandemic (Phase 3) since July. There a
few new cases reported in humans and three new deaths (in Egpt). Planning and preparation continues. Morgan also addressed the new (Feb 07)
guidance for communities from CDC on mitigation steps and triggers.
d.
New Campus Warning System. Morgan
reminded attendees of the siren and the actions to take when it is
sounded: 1. Go inside/seek shelter, 2. Listen/look to determine the nature of the
problem., 3. Wait for the “all clear”
announcement before continuing normal activities.
e.
CPO Tracker Upgrade (version 4.1). Morgan
reported that a new version of CPO Tracker has been “turned on”. He also demonstrated the new Phone Tree
feature.
f.
BCP Plan and Contact Updates. Morgan
displayed the current status of contact information and recovery items (COOPs
and other documents) managed by CPO Tracker.
We are maintaining a high level of current information. Morgan explained that we will be sending
monthly reminders to individuals and units who need to update contact
information and/or COOPs.
i.
Sheltering. Morgan reviewed the various types of
sheltering that may be done at UNC Charlotte:
1.
Shelter our own
students, faculty and staff.
2.
Public shelter
for local emergencies.
3.
Public shelter
for emergencies outside of our region
4.
Decontamination
site and shelter for nuclear power plant incidents.
5.
Functional
Medical Support Shelter for special needs patients.
j. Emergency
Scenario. Morgan led the group in a
tabletop exercise involving a shooter on the roof of the
g.
Proposed date for the next meeting: The next
meeting of the committee is scheduled for 10:00 AM on Friday, May 25, 2007, in
Room 208 Cone Center.
3. The meeting
adjourned at 11:15 AM.
Morgan Roseborough
Director, Business Continuity
Planning
UNC