March 28, 2008

 

Memo for:   Business Continuity Planning Committee

 

Subject:  Minutes of the March 28, 2008 Meeting

 

 

A meeting of the Business Continuity Plan Management Committee was held on Friday, March 28, 2008 in Room 208 Cone Center.

 

1.      Attendance:

a.       Present:  Sherry Elmes, Ray Galleno, Carter Heath, Laura Horsky, Larry Howell, Norm Lefebvre, John Mack, Katie Montie, Brian Richardson, Morgan Roseborough, Wally Seigler, Gary Stinnett, Doug Thomas

b.       Guests:  Sherry Elmes, Barbara Seyter

c.       Absent:  Ed Adams, Dixie Airey, Kathi Baucom, John Bland, Susan Brooks, Gary Caton, Rob Covert, JoAnn Fernald, Frank Fleming,, Carla Flowers, , John Gandar, David Gray, Lee Gray, Marlene Hall, Jon Hawn, Bill Hill, Michele Howard, Dane Hughes, John Jacobs, Phil Jones, Maurice Keith, Tom Lamb, Paul Nowell, Mark Reynolds, David Rousmaniere, Darin Spease, Cynthia Wolf Johnson , Tom York

 

2.       Main topics / issues:

 

a.                   Welcome:   Morgan welcomed the group and reviewed incidents that have taken place at colleges and universities since the last BCP Committee meeting.  These included:  Tornado at Union University – Feb 5, Elizabeth City State University active shooter drill – Feb 22, UNC Chapel Hill murder of Student Body President - Mar 5, Auburn University freshman murdered – Mar 5, University of California Davis bomb threat – Mar 6, and Student disarmed at University of Louisville after killing her children at home – Mar 27.  Morgan also reported on the mock exercise at CPCC on Mar 13 that involved 3 active shooters and an explosive device.  Responders included CMPD, SWAT, CFD, Bomb Squad, EMS, Meck County Sheriff, and others.  Morgan also announced two exercises involving our campus:  May 14, shelter exercise as part of Catawba Nuclear Plant exercise.  Also, the next exercise for our Crisis Management Team will held on May 16th.  Morgan solicited input and participation in the exercise from the committee.

 

b.         Campus Safety & Security Committee. Morgan reviewed the progress of this committee and presented the timeline on which they will be working.  He also encouraged participation in the campus-wide survey that will be sent out in the near future.  Some of the input received to date includes requests for information/ procedures related to the active shooter scenario.  Morgan reviewed several steps that are being taken.  These include information on what to do when confronted by a shooter.  In addition, he announced the webinar on April 15th (1PM-2PM, 5th floor Boardroom, Reese Bldg), a Power Point Presentation to be released in the near future, and the emergency information cards that will be issued to all faculty, staff and students.

 

c.         Pandemic Flu Update.   Morgan shared concerns voiced by the WHO on the potential for outbreaks of H5N1 flu in Indonesia, China, and India.  The populations are so dense in those countries that rapid spread is very likely.

 

d.         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 (1/21/2008), our current contact information has increased to around 95%.  The number of out of date planning documents (COOPs and others) increased to approximately 95% during the same period. Cathy Bolen continues to send out reminders to departments and units to update their plans and contact information. Several appendices to the Pandemic Flu Plan are also in need of updating.

 

e.         Disaster Scenario.  This scenario opened with a construction accident on campus in which a crane working on the bioinformatics building.  As the situation developed, CFD, EMS and CMPD responded to the CRI campus.  There were several serious injuries to contract workers on the site, one requiring helicopter evacuation.  There was also damage to Duke Centennial Hall, requiring evacuation of that building.  The Incident Commander also closed Phillips Road, from Cameron Blvd to Hwy 29 to all but emergency vehicles.  The CRI campus was expected to remain closed for at least 12 hours.  As decisions were being made concerning classes, research projects and other activities scheduled for the CRI campus, an additional factor emerged.  There was information that indicated the accident was intentional, perhaps caused by a student animal rights group.  This led to media inquiries and speculation, causing a need for extensive crisis communication efforts.  The point of the exercise was to emphasize that the incident itself was taken care of by the responding agencies, but the information management challenge remained with the University.

 

 

f.         Proposed date for the next meeting:  The next meeting of the committee is scheduled for 10:00 AM on Friday, May 30, 2008.  The location will be announced in the meeting invitation. 

 

3.  The meeting adjourned at 11:05 AM.

 

 

 

 

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte