June 1, 2006
Memo for: Business Continuity Plan Management
Committee
Subject: Minutes of the May 31, 2006 Meeting
A meeting of the Business Continuity Plan Management Committee was held on
Friday, May 31, 2006, in Room 208 Cone Center.
1.
Attendance:
a.
Present: Ray Galleno, Diana Gann, Laura Goodburn, Lee Gray, Carter Heath, Tony Hoppa, Michelle
Howard, Monica Hudson, John Jacobs, Phil Jones, Debra Joyce, Jeanne Madorin,
Mark Reynolds, Morgan Roseborough, Wally Seigler, Laura Simic, Tom York
b.
Absent:
Dixie Airey, Kathi Baucom, Susan Brooks, Gary Caton, Randy Duncan, Frank
Fleming, Jon Hawn, Bill Hill, Bill Hill, Larry
Howell, Dane Hughes, Tom Lamb, ,
Norm Lefebvre, John Mack, Darin Spease, Gina Smith, Gary Stinnett, Doug Thomas
2.
Main
topics / issues:
a.
Welcome: We are
officially entering hurricane season and it has been predicted to be another
year of high activity.
b. Presentation
by School Messenger (Sabrina Gardner) A major
issue to come out of the emergency on April 13-16 was the inability of
the EOC to effectively communicate with the Campus
students, faculty and staff.
We are looking into a notification system that will have mass coverage
of the campus. School Messenger can be
activated from any touch tone phone or any web browser. It has a site capability to send 5K-10K calls
per minute. Easy application/test module
has report, voice mail ability, email, call groups, text to speech, and is easy
to upload database information via Excel or Word. Has the ability to call either up
to 4 contact numbers (1x) or 1
primary number multiple times (15x). In order to be
effective in transition, there should be a standardization of database phone
numbers. The system database can be populated from any
common database or ASCI, comma delimited file.
Pricing ranges from $2.65 pp/yr (with unlimited
calls) or .65˘ pp/5 calls and a $100 per person access fee for
the person(s) who will be doing the updates and/or maintenance. Legal issues
were addressed regarding offering an opt in/opt out option to students. We will continue
to look at other available options.
For further discussion:
1.
Can UNC Charlotte
piggy back on Charlotte Mecklenburg School
System’s notification system? What do they use?
2.
Issues regarding
power outage if we have hardware here on campus.
3.
Are there other
institutions that have a similar system?
If so, what?
4.1.Chancellor wants
an 800 # set up to accept calls that will have continual update of University
status recorded.
5.1.Caller I.D.
6.1.Parental issues
6.
c.
After Action Review of Power Outage, April 13-16. Morgan
provided an after action summary of the EOC and University response, with
observations and recommendations.
(1) Chancellor Dubois discussed in the Chancellor’s
Cabinet meeting last week that he want the issues identified along with a
recommended course of action, with
an agent
identified, and a target date offor
completion. These will
be presented to the Advisory Council on June 19th.
(2) One of the issues brought up - Is Atkins the right
location for the EOC? Originally, Atkins
was chosen because it has a wireless network and was in the center of
campus. We must now look to options that
will sustain power and consider a location that provides us with a place with
the ability to do what needs to get done vs. proximity. A future exercises can
include their participation from remote locations (i.e., outside the EOC).
(3) Decisions to open or close the University must be made
earlier.
(4) Some Ddepartment
heads said that they received no
notifications. It appears that a
delineation of responsibility must be established. What was the responsiveness/responsibility of
the Department vs. the responsibility of the University? The only division currently using MissionMode is Business Affairs.
(5) What went well -
·
Campus Police
response to the incident.
·
Facilities
Management personnel responding to the incident.
·
Food Services
(which has a Day 1 requirement) continuing to
provide feeding to students, faculty, and staff with only one
dining facility on commercial power and one on auxiliary power.
·
Non-essential
employees who remained on campus to help, even though the University was officially
closed.
(6) For improvement-
·
Communication –
this is essential in any emergency.
·
Next
of Kin notification -
oWho’s responsibility is it? What are the procedures? Faculty/Staff
Death or Injury vs. Student Death/Injury
o·
·
Auxiliary
Generators
o
Priority
locations need to be established
o
Phil
Jones held a meeting on May 30th
to address the issue of emergency / standby power
for critical facilities.
oChilled water
source failed even though the HVAC worked
o·
Liaison
with Incident Commander – Who was doing this?
·
Status Reporting (Public
Relations) to the mediafrom departments
up to the EOC.
·
The
Morgan showed a prototype “Dashboard”. is up and running. This will provide a good source
of current operational capability for decision
making. However, it will require input
from departments and divisions to make it an effective tool.information
and a place of general input.
·
Decision
making. Who ultimately
has decision making abilitiesWe need to make decisions
and announce them with sufficient lead time for people to respond
appropriately.
·
EOC
– Selection of specific location should be based on:
o
Location
o
Power
o
Equipment
o
Availability
of support / services
·
Resident
Student Option – water issues up on the high floors
·
This exercise
emergency did not entail an actual
loss of academic space. However, if we
were not able to open onpower was not
restored to the remaining buildings by Monday, we would have been short by
200 classrooms. We need to identify a more responsive means
to identify and accommodate academic space needs, particularly near the end of
a semester.
d.
Outdoor Warning System. Morgan
informed the committee that the Outdoor Warning System has
been ordered and is expected to be installed by
Facilities Managementarrive
towards the end of June. There will be
some roof reinforcement that needs to take place on Atkins to support the structureequipment. When installed, it will have a tone decibel
of 70 decibels that will cover
the central part of campus and will weaken to a 60 decibel tone as
you get out towards the athletic fields and fringes of
campus. It will also have
voice capability so an verbal
announcement can be made.
e.a.the
a plan for Avian Flu Response by to Phase 1-3. Can expect a
domino affect in the event of an emergency and can expect a 40% absentee rate
before there is even a confirmed case on campus.
e.
More
information will be available following the workshop (June 7) and the county
exercise (July).
f.
Proposed date for the next meeting: The next meeting
of the committee is scheduled for 10:00 AM on Friday, July 20, 2006, in Room
208 Cone Center. .
3. The meeting adjourned at 11:30 AM.
Morgan Roseborough
Director, Business Continuity
Planning
UNC