May 30, 2008
Memo for: Business Continuity Planning Committee
Subject: Minutes of the May 30, 2008 Meeting
A meeting of the Business Continuity Plan Management Committee was held on Friday,
May 30, 2008 in Room 208 Cone Center.
1.
Attendance:
a.
Present: Rob Covert, Carla Flowers, Carter Heath, Laura
Horsky, Larry Howell, Dane Hughes, John Jacobs, Maurice Keith, Norm Lefebvre, John
Mack, Brian Richardson, Morgan Roseborough, David Rousmaniere, Wally Seigler, Gary
Stinnett, Doug Thomas
b.
Absent: Ed Adams, Dixie Airey, Kathi Baucom, John
Bland, Susan Brooks, Gary Caton, Tammie Cauthen, Sherry Elmes, JoAnn Fernald, Frank
Fleming, Ray Galleno, John Gandar, David
2.
Main
topics / issues:
a.
Welcome: Morgan welcomed
the group and reviewed incidents that have taken place around the nation (and
the world) since the last BCP Committee meeting. These included: Over 1000 Tornadoes – mainly in the Midwest
and South (including several in
b.
EOC Exercise, May 21, 2008: Morgan
reviewed the exercise, which was based on the scenario from a previous BCP
Committee Meeting. In this exercise,
both the Shelter Plan and the Campus Evacuation Plan were involved. Some observations:
(1) There
were several new faces in the EOC, and several alternate members of the CMT
present.
(2) Among the group there was limited ability
to use the PIER communications system.
(3) There was a lack of knowledge of the basic
EOC roles and procedures.
(4) This
exercise reinforced the need to have a standing EOC staff of 6-8 people who are
proficient with PIER, know the reporting and communications procedures, and are
familiar with University operations across the board. This will free the Vice Chancellors and other
executive level managers to deal with higher level issues of managing the
University.
c. New Risk Management, Safety, and Security
Department: Morgan described the new
organization within the Business Affairs Division.
(1)
It will be formed by assembling Police & Public Safety, Business
Continuity, Safety & Environmental Health, and a new Risk Management
office.
(2)
These will report to a new Associate Vice Chancellor for Risk
Management, Safety, and Security.
(3)
The objective is to merge the organizations that share responsibility
for prevention, protection, and preservation into a focused unit.
(4)
The primary focus of the unit will be on people and property.
(5)
This unit will also provide guidance for Enterprise Risk Management
across the University.
(6)
This new unit will not
change the current risk responsibility at the division/department/unit
level. Risk Management is everyone’s
responsibility.
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 (3/28/2008), our
current contact information has increased slightly to around 98%. The number of out of date planning documents
(COOPs and others) increased slightly to approximately 24% during the same
period. Cathy Bolen continues to send out reminders to departments and units to
update their plans and contact information.
e. Pandemic Flu Update. Morgan reported that the WHO Pandemic Flu
Alert Level is still at 3, indicating “No or limited
human-human-transmission. However, some
recent developments are:
(1)
(2) Human-to-human transmission was found to be
likely in the recent outbreak in
(3) New scientific findings traced major
outbreaks of H5N1 Avian Influenza in
f.
Campus Safety & Security Committee. Morgan reviewed the progress of this committee. The surveys of faculty/staff and
students revealed the following:
(1)
The majority of
people responding to the surveys feel pretty safe on campus.
(2)
Some frequently
cited areas of concern are: Poor
lighting, parking decks (and lots), building security (especially after dark),
and lack of visibility of Campus Police.
g.
Proposed
date for the next meeting: The next
meeting of the committee is scheduled for 10:00 AM on Friday, July 25,
2008. The location will be Room 208,
3. The meeting
adjourned at 11:15 AM.
Morgan Roseborough
Director, Business Continuity
Planning
UNC