Caught in the Storm Successful Steps to Disaster Recovery

1. Caught in the Storm Successful Steps to Disaster Recovery Albert P. Little, Vice President, Finance & Administrative Services Brevard Community College Glenn W. Little, Vice President for Business Affairs South Florida Community College Barry A. Keim, Vice President of Administration & Finance Indian River Community College July 10, 2005 Time 10:30 a.m.

2. When Pigs Fly…You Better Take Cover! Albert P. Little, Vice President, Finance & Administrative Services Brevard Community College Glenn W. Little, Vice President for Business Affairs South Florida Community College Barry A. Keim, Vice President of Administration & Finance Indian River Community College July 10, 2005 Time 11:00 a.m.

4. Tracking Maps – Charley, Frances, & Jeanne

5. If that weren’t enough, Ivan struck the Panhandle

7. Fill Up With Gas!

8. They are buying plywood – you should buy Home Depot stock

9. Pretty typical sight the day before…

10. Hurricane Frances satellite image at landfall

11. Another view – the radar image

12. Not one of our evacuation shelters

13. There’s always one idiot

14. Covered almost the entire state

15. Anyone want to buy a good used car?

16. Looking for valuables

17. A not-so-mobile home

18. NASA Vehicle Assembly Building

19. Anyone for a nice stroll?

20. Hey, I saw that dude at Home Depot!

22. Before After

23. Home Depot sells tarps too

25. Waiting for the next high tide?

29. Want to buy a condo on the beach – cheap?

30. Roof Effects

31. Roof Damage

32. More roof damage

33. About Brevard Community College • Comprehensive Institution • General Fund Unrestricted - $57 Million • 1.7 million square feet on four campuses • County is 14 miles wide and 70 miles long

34. Disaster Planning • Disaster Plan does not equal IT Backup Plan • Also must consider: • Facilities and Maintenance Concerns • Security Concerns • Payroll Concerns • Custodial Concerns

35. Disaster Planning • Payroll Considerations • Who will you pay if college closes? • How much will you pay? FT? PT? Adjuncts? • How will employees be paid if: • Check printer is damaged • Check stock is damaged • Computer or Network is down

36. Disaster Planning • Maintenance Considerations • Keep generators in good working order • Inspect ventilator caps and other roof penetrations to make sure they are secured • Test backup communication systems • Train workers on procedures in event communications are down • Keep several wet-vacs on hand with small generators to run them

37. Disaster Planning • Security Considerations • Who’s in Charge after a disaster • Know who is on campus during/after a disaster • Staffing plan for shifts during/after a disaster • Evacuations

38. Disaster Planning • IT Considerations • Verify all backups are in order • If staff is evacuating out of area, give them backup copies to take with them • Consider staffing main server room to “babysit” the most critical machines • Physically protect CPU’s from water damage • Plan should address procedures if main servers are damaged

39. Disaster Planning • Brevard Community College just completed a six month committee process to rewrite our disaster plan • Incorporates all potential natural disasters • Plan to expand to include civil emergencies If you want a copy, email Al Little at littlea@brevardcc.edu Disaster Planning

40. Communications in a Disaster • Cell Phone network • Backup Communication System • Multiple Campus considerations • Your telephone system and your IT network

41. Communications in a Disaster • Phone lines and Power • When one works and the other doesn’t • Emergency call-in number • Media relations • Communications Room • EOC – your link to current situation

42. Safety During the Storm • Safe rooms for staff required to stay • Restrict entry to other buildings • Don’t park right next to a building

43. Your School is a Public Shelter? Good Luck!

44. Power is King - and other miscellaneous comments

45. ABOUT SOUTH FLORIDA COMMUNITY COLLEGE • Fully comprehensive institution • $17.8 million dollar operating budget • 600,000 sq. ft. of facilities at eight different sites, including a vintage hotel, a residential drug/alcohol treatment center, and a historic school building • Serve three large rural counties in south central Florida—strong agricultural base (citrus, cattle, sod, and caladiums)

46. RECOVERY—AFTER THE STORM • Public Hurricane Shelter Issues • FEMA/SBA Office Problems • National Guard Approach • 24/7 Operations • Refrigerated Goods • FEMA City • Contracting with the GSA

47. Recovery, Cont’d. • Lack of contractors, even for emergency repairs • Roof replacement not an option • Mold/mildew remediation • Increased cost of building materials and labor • Communication problems with vendors and staff • Procurement rules/negotiation takes on a whole new meaning • Very slow process, interfering with normal operations

48. LESSONS LEARNED • Make every effort to be prepared for all contingencies • Don’t believe the people who track hurricane paths—hurricanes are extremely unpredictable! • Focus on an alternative communication plan for recovery efforts following a major storm • Structural damage may be minimal, but water intrusion can destroy million dollar buildings • Water can go where nothing else can • A slow moving tropical storm can cause as much damage as a fast-moving hurricane

49. About Indian River Community College • Comprehensive Instructional Programs • General Fund Unrestricted - $58 Million • Total Expenditures for 03/04 - $102 million • Financial Aid expenditures - $8.2 million • 5 campuses, 10 permanent locations • 1.2 million square feet

50. About Indian River Community College • 11,992 FTE • 36,000 Unduplicated Headcount • Service District – 4 Counties • Saint Lucie • Martin • Indian River • Okeechobee