November 22, 2006

 

 

Memo for:   Business Continuity Planning Committee

 

Subject:  Minutes of the November 17, 2006 Meeting

 

 

A meeting of the Business Continuity Plan Management Committee was held on Friday, November 17, 2006, in Room 208 Cone Center.

 

1.     Attendance:

a.      Present:  Susan Brooks, Ray Galleno, David Gray, Larry Griffin, P.J. Hamilton, Monica Hudson, Norm Lefebvre, Tina McEntire-Mason, Luke Pokrajac, Mark Reynolds, Brian Richardson, Morgan Roseborough, David Rousmaniere, Wally Seigler, Darin Spease,

 

b.       Absent:  Dixie Airey, Kathi Baucom, Gary Caton, Randy Duncan, Frank Fleming, Diana Gann, Laura Goodburn, Marlene Hall, Jon Hawn, Bill Hill, Tony Hoppa, Michele Howard, Larry Howell, Dane Hughes, John Jacobs, Phil Jones, Tom Lamb,  Laura Simic, Gina Smith, Gary Stinnett, Doug Thomas, Tom York

 

2.      Main topics / issues:

 

a.      Welcome:   Morgan addressed the near miss that UNC Charlotte had on the night of 15 November when tornadoes caused significant damage in Gaston, Iredell, and Columbus Counties, but none in Mecklenburg.  He also commented on the status of the outdoor warning system that has yet to be installed on the roof of Dalton Tower.

 

b.      What happened to Hurricane Season?  Morgan showed predictions and a comparison with 2005.  This year only two named storms made landfall in the U.S. and of the nine named storms in the Atlantic Ocean this year, there were only five that reached hurricane strength – none of them major.

 

c.      What’s the status of Pandemic Flu?  Morgan reported that the draft Pandemic Flu Plan for the University was submitted to the UNC General Administration on October 31st.  The World Health Organization has not changed its level of the pandemic (Phase 3) since July.  There are no new cases reported in humans and also no reported presence of H5N1 virus in any new countries since that time.  Planning and preparation continues.  Luke Pokrajac demonstrated the Portacount fit-test machine for the N95 protective mask.  He explained that this device would show N95 users how to get a proper seal on their masks.  The training and testing takes about 10 minutes per individual.  A comment was made that we should consider this for contracted vendors as well as University employees.  Each mask is good for eight hours of use and then must be discarded.  The shelf life of the N95 is approximately 5 years.    

 

d.      Where are we in our BCP plan updates?  Morgan showed charts that indicate that we currently have over 95% of individual contacts and 97% of plan documents that are current (updated within the last 180 days).  This is the best condition that we have seen in almost 4 years.  Much of the credit goes, not only to the department and unit plan administrators, but also to Monica Hudson for her diligent follow-up with those whose people and plans were overdue for updating.  Unfortunately, Monica will be moving from her present position to a new one in Academic Affairs.  Hopefully, her replacement will be as effective in keeping the plans refreshed.

 

e.      Emergency Management ID Cards.  Morgan showed the new Emergency Management employee ID card with the EM logo.  This card has been distributed to all people who would normally be expected to report to the EOC during an emergency.  The next phase is to issue cards to those who would also be called to campus in an emergency and would need access to their building(s).  Department/Unit representatives should send Morgan a list of those people (and their employee ID numbers).  Completed cards may be picked up in the ID Card / Meal Plan office.

 

f.       Sheltering.  Morgan reported on his attendance at a meeting of the Charlotte-Mecklenburg All Hazards Advisory Council (AHAC) at which the topic of large public shelters was addressed.  This is a result of lessons learned from Hurricanes Katrina and Rita – and the fact that the Charlotte Coliseum is being torn down.

 

(1)    Because of its size and the availability of ground space, buildings, and other support features, UNC Charlotte is high on the list of designated shelters in the county’s All-hazards Plan.  In the past this was limited to nuclear plant incidents that required evacuation of people within a 10-mile radius.  However, it now includes all other scenarios.

(2)    Morgan showed some equipment, supplies and services that we may be expected to provide and some requirements for personnel to support the operation of the shelter.  Details regarding what will be provided by the county (through the Red Cross and other organizations) and what will be provided by the University have yet to be confirmed. David Rousmaniere, Director of Student Health Services, related his experience from Hurricane Katrina and recommended that we add a coordinator of volunteers and donated support.  He said that they were overwhelmed with everything from people who wanted to help to large quantities of clothing, supplies, and cash that were donated.

(3)    Morgan announced that he will be hosting a meeting on Nov 28th (11 AM, Room 211 Reese) with representatives from the County Emergency Management Office, County Health Department, Red Cross, and Animal Control.  He invited BCP Committee members to attend as well, particularly those whose department/unit or processes may be affected by public shelter operations.

 

g.      Proposed date for the next meeting:  The next meeting of the committee is scheduled for 10:00 AM on Friday, January 19, 2007 in Room 208 Cone Center.

 

3.  The meeting adjourned at 11:05 AM.

 

 

 

Morgan Roseborough

Director, Business Continuity Planning

UNC Charlotte