University of the Virgin Islands Emergency Preparedness
A Focus on Hurricane Preparedness Meeting: June 18, 2018 | 9:00 a.m. – 11:00 a.m. | ACC142 & EVC401 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS June 18, 2018 UVI KICK-OFF MEETING AGENDA I. Welcome & Overview President David Hall, Institutional Coordinator & Shirley Lake-King, VP for Admin & Finance, Institutional Coordinator (Alternate) II. VITEMA Overview & Mass Notification System Mona Barnes, Director of the Virgin Islands Territorial Emergency Management Agency (VITEMA) III. 2018 Hurricane Season Overview Charles Martin & Nereida Washington, Campus Coordinators IV. BUCSAlert Emergency Notification Sign-Up V. Other Comments/Questions
2 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS
Are You Prepared? Things to Know…
Hazard Risks Evacuation Plan
Insurance Disaster Check-Up Supplies
Strengthen Sources of Your Home Information
Hurricane Plan
3 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS TABLE OF CONTENTS
I. UVI Emergency Response Plan (ERP) Overview & Requirements…………………………………………………………………..…………..6 II. Emergency Preparedness Organizational Structure A. VITEMA Liaisons…………………………………………………………….…………..8 B. UVI Preparedness Organization…………………………………………………9 1. Strategic Level Policy Group (SLPG)……………………………………10 2. Emergency Management Committee (EMC)……………………..11 3. Emergency Preparedness Disaster Teams (EPDT)………………12 4. Emergency Operations Area Representatives (AR)………….…14 a. Albert A. Sheen Campus…………………………………………………….…14 b. St. John Facilities…………………………………………………………….……22 c. St. Thomas Campus………………………………………………………….….23
4 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS TABLE OF CONTENTS
III. Hurricane Preparedness Plan………………………………….…………..……..30 IV. ERP Post Incident Actions…………………………………………………..……..38 V. Appendices A. 2018 Atlantic Hurricane Season Forecast……………………………..…. 39 B. 2018 Atlantic Storm Names…………………………………….……………… 41 C. Weather Websites……………………………………..…………………….…….. 42 D. UVI Hotline & USVI Emergency Numbers………………………………… 43 E. Closure Checklist………………………………………………………………….... 44
5 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Response Plan (ERP)
Overview The Emergency Response Plan (ERP) is designed as a guide for use in unusual and/or overwhelming circumstances that require actions beyond routine measures. These circumstances can include pre-planned events, as well as rapidly evolving incidents that overwhelm the scope of the University of the Virgin Islands’ Security Department (UVISD) response. The Plan is flexible in design such that sections may be used without full implementation, depending on the nature of the incident(s), yet to be effective in response to all hazards. The overall purpose is to maintain the safety and security of the University’s people, property, and vital interests.
6 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Requirements of the Comprehensive ERP Plan Specific Emergency Incidents - Address natural and man- Active Shooter made emergencies and Behavioral Concerns or Potential disasters to which the Violence Bomb Threats institution is vulnerable, and Building Damage/Infrastructure Failure Crime in Progress - Specify responders and Earthquake administrators roles and Fire, Explosion or Smoke Emergencies responsibilities regarding Flooding Hazardous Materials Release • Mitigation Mass Gatherings • Preparation Medical Emergency • Response Severe Weather • Recovery Suspicious Packages
7 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS UVI VITEMA Representatives
UVI / VITEMA Liaisons Emergency Management Coordinator (EMC) Dr. David Hall EMC Alternate Ms. Shirley Lake-King St. Thomas Campus Emergency Services Coordinator (ESC) Mr. Charles Martin ESC Alternate Mr. Ira Mactavious Albert A. Sheen Campus Emergency Services Coordinator Ms. Nereida Washington ESC Alternate Dr. Robert Godfrey
8 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS UVI Preparedness Organization
PRESIDENT Institutional Coordinator
CABINET Strategic Level Policy Group
EMERGENCY MANAGEMENT COMMITTEE Advisory
DIRECTOR OF FACILITY MANAGEMENT DIRECTOR OF CAMPUS OPERATIONS St. Thomas Campus Coordinator Albert A. Sheen Campus Coordinator
Emergency Preparedness Emergency Operations Emergency Preparedness Emergency Operations Disaster Teams Area Representatives Disaster Teams Area Representatives
9 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Strategic Level Policy Group (SLPG)
Resource Purpose & Responsibilities Resource Purpose & Responsibilities Determine what campus and off- President Overall leader of Policy Group Chief of Security & Security campus security and other Advise on all matters relating to Supervisor-STC resources are needed. Provost instructional and faculty issues. Secure university data and Chief communication resources Advise on all matters relating to Information needed. Develop and distribute VP for Admin. legal, statutory issues, insurance Officer non-internet and non-telephone & Finance and university policies. communication plan. Prepare timely electronic and printed messages for Dean of Assist in coordination of all VP for IA & non‐academic needs of students. dissemination through the local Students Director of media, VITEMA, campus alert Public Relations system and the university Vice Provost, Advise on all matters relating to website. RPS research issues. STC Director of Coordinate structural evaluations Advise on all matters relating to Campus Oper. of damaged facilities; and assist in Vice Provost, visiting or prospective students & STT Director activation and use of campus alert ACES and their families. of Fac. Mgmt system. 10 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Management Committee (EMC) The Emergency Management Committee (EMC) leads the University’s efforts in preparedness. The committee is responsible for: ! Reviewing and updating all hazard plans Preparing training curricula Serving as ex-officio members of the Preparedness Disaster Teams Training the Emergency Preparedness/Disaster Teams and Emergency Operations Area Representatives Selecting the Emergency Service Coordinators (ESC) and alternates to VITEMA annually Sharing information for promulgation to the UVI community Leadership representatives from Campus Operations, Security, Physical Plant, Environmental Compliance, Public Relations, Information & Technology Services, & Caribbean Exploratory Research Center. 11 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Preparedness Disaster Teams (EPDT) Resource Team Leaders Purpose & Responsibilities Team #1 Campus STC –Security Supervisor Remain on campus and maintain Emergency Emergency Operations STT – Chief of Security Operations. Team #2 Building STC Physical Plant Protection and Building Supervisors, & Protect and secure buildings and property. Service STT – Director of Facilities Assist in post hazard facilities evaluation. Management Team #3 Evacuation, STC & STT Deans of Coordinate the evacuation of local and off- Shelter, and Health Students island students prior to a storm. Team #4 Information, VP for Institutional Adv. & Coordinate with Public Relations to inform the Education, and Employee University community of hazard preparedness Assistance STT - Public Rel. Officer plans and post-hazard reports. Team #5 Damage Survey STC – Director of Campus Operations & Coordinate facilities reconstruction and repair. and Emergency Response STT–Director Fac. Mgmt Coordinate business continuity, financial Team #6 Business CFO, Provost, CIO, & matters, utilities and communication Operations Continuity Campus Operations-STC infrastructure, and contingency plans for academic functions and classes. Team #7 Institutional President & VP for Establish and maintain recovery efforts and communication with VITEMA and Operations Administration & Finance Government House. 12 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS
Emergency Operations Area Representatives (AR)
Preparedness Actions Response Actions Recovery Actions • Meet with team members to • Ensure all sensitive • Determine and report review Emergency Response equipment is protected condition of buildings and Plan • Close and protect all offices • Develop list of equipment and windows, shutters, and • Remove potential hazards materials needed to secure doors when possible contents of building • Secure all loose objects • Assess and record damage • Assign areas of responsibility to • Report completed actions • Obtain cleaning teams to EOC equipment from Physical • Obtain protective materials from Plant Physical Plant Dept. • Assist with clean up • Arrange to have photos taken of support as much as office and building contents possible • Back-up and secure all electronic data to ensure all sensitive equipment is protected
13 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS
Emergency Operations Area Representatives (AR) Preparedness Action Checklist Meet with Team Members and Review Meeting Agenda Listing of Team Emergency Response Plan Phone Tree Attendance Log Develop list of equipment and materials Complete Physical Plant equipment and needed to secure contents of building materials form . Assign areas of responsibility to teams Create a full listing of rooms and facilities in assigned area; Distribute rooms and facilities to team members , consider back-up support Obtain protective materials from Physical Submit completed form to Phys. Plant Plant Dept. and coordinate distribution to team. Arrange to have photos taken of office Add photos in UVI Photo-Doc report and building contents Upload and save on designated X-drive Back-up and secure all electronic data all Print and e-files needed for continuity; sensitive equipment is protected Place back-up files in zip lock bags. 14 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives Albert A. Sheen Campus St.Administrative John Facilities Area Building Facilities and Representative Equipment (Alternate) Access & Enrollment Building T Academic Admin. Francisca Barry Services (1) Evans Center Offices (Cheryl Roberts) Northwest Wing & CSS Center (Maria Fleming) NWW Annex Financial Aid Offices Faculty Offices Academic Deans (2) Evans Center Faculty Offices Debbie Joseph Classrooms (Kimarie Engerman) Administrative Suites Bldg AA Administrative Offices Shelly Jones (3) Bldg BB (1st Floor) (Chenzira Davis-Kahina) Agricultural Bldg E Offices Fiola Alexander Experiment Station (4) Labs (Marsha Bedford) Business & Facilities Evans Center BFA Offices Michelle Tuitt-Elliott Services (5) NWW Great Hall Central Supply – (Myrtle Pemberton) Receiving Mailroom Great Hall 15 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – AAS Campus
Administrative Area Building Facilities and Representative St. John Facilities Equipment (Alternate) Information & Bldg A, B, C, D, E IT Offices Celia Richard Technology Bldg N Labs (Computer) (Gideon Jagrup) Services (6) Evans Center Library Northwest Wing Network equipment NWW Annex Telephone switch Research and equipment Extension Center Smart Classrooms RTPark Video conference rooms Nursing Division (7) Bldg P Admin Offices Beverley Lansiquot Bldg Q Classrooms (TBD) Bldg R Lab Bldg S Conference Rooms Bldg U
16 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – AAS Campus
Administrative Area Building Facilities and Representative St. John Facilities Equipment (Alternate) Physical Plant (8) Bldg A (Great house) A/C chillers Cleveland Tonge Bldg B (C.E.S.) Electric switch rooms (Luis Perez) Bldg C (University Emergency generators Bound) Exterior prep (Angel Gonzales-Fish, Bldg D (C.E.S.) Gas tanks Farm Store, Bldg. E & Bldg E (A.E.S.) Library stacks Bldg M) Bldg M Outdoor furniture Bldg N (Student Ctr) Overhead storm doors (Marthious Clavier- Bldg MM (Res Admin) Phys Plant offices REC) Evans Center Public spaces Modular Bldg Pump rooms (Elroy Richard- Northwest Wing Sand bags Library Stacks) NWW Annex Shutters Physical Plant REC Sugden House
17 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – AAS Campus
Administrative Area Building Facilities and Representative St. John Facilities Equipment (Alternate) Provost, Bldg A President’s Office Maritza DeCosta President, Bldg B Provost Offices (Nicolas Drayton) RPS and Bldg C Health Services (Caira Isaac) Student Affairs (9) RPS Offices, Caribbean Writer University Bound Research And Public Bldg M (Aquaculture) Admin offices Stafford Crossman Service (10) Bldg V (Animal Institutional (Bob Godfrey) Science) Advancement (Don Bailey) Farm Store Farm Store Research and Storage Extension Labs Center
18 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – AAS Campus
Administrative Area Building Facilities and Representative St. John Facilities Equipment (Alternate) Research And RTPark Admin offices Julene Chapman Technology (Facility Off-Line Offices (Jewel Cumberbatch) Park (11) 2017-2018) Labs (Lorna Sutton) Classrooms Conference Rooms SBDC Small Business Sion Farm Shopping Offices Hazel Jones Development Center Center (TBD) (12) Temp On-Campus: Administrative Suites Security (13) Evans Center Security Office Riise Thurland Motor Pool Vehicles (Anthony Laurent) Student Affairs (14) Evans Center Counseling & Anyha Lord-Jerris Placement (Patricia Towal) Student Affairs SGA Office
19 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – AAS Campus
Administrative Area Building Facilities and Representative St. John Facilities Equipment (Alternate) Student Center (15) Bldg N Bookstore Angela Sanes Bucs Fitness Club (Keyra Moolenaar) Food Service Areas (Ethlyn Matthew) Recreation Areas Student Activities Office Student Enrichment Modular Bldg Call Center Maria Fleming Centers (16) Writing Center (Linda Smith) Offices (PE & ROTC) (Nicolas Drayton) Classroom Computer Science Storage
20 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – AAS Campus
Administrative Area Building Facilities and Representative St. John Facilities Equipment (Alternate) Residence Halls (17) Bldg BB (2nd Floor) Admin Offices Trudi Golphin Bldg CC, DD Student Suites (Maria Friday) Bldg EE, FF Supervisor Residence (Maritza DeCosta) Bldg GG, HH Nurse Residence Bldg JJ, KK Bldg LL, MM Nurse Residence Supervisor Residence (CMES) Center for Bldg D Admin Offices Marcia Taylor Marine & Sea Grant Offices (Olassee Davis) Environmental Studies, Boat RPS, and CES (18)
21 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – AAS Campus
Administrative Area Building Facilities and Representative St. John Facilities Equipment (Alternate) (VIUCEDD) Center Golden Grove Offices Kimberly Mills for Excellence in (Sharon Williams) Developmental Disabilities (19) (CELL) Community Our Town Frederiksted Admin offices Heather Amrhein Engagement and (Valicia Burke-France) Lifelong Learning (20)
22 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS
Emergency Operations Area Representatives
St. John Facilities Representative Building/ Location Administrative Area (Alternate) Academic Center DPNR Building Xuri Allen (Facility Off-Line 2017-2018) Virgin Islands Environmental Resource Lamshur Bay Paul Jobsis Station (VIERS)
23 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives St. Thomas Campus Building/ Location Administrative Area Representative (Alternate) ACC 1st Floor Access & Enrollment Monifa Potter Management (David Wuinee) Human Resources Neville Williams Information Technology Sharlene Harris (Data Center) (Erik Pattison) Campus Operations Diana Claxton Cashiers Office (Robert Chen) ACC 2nd Floor Accounting Office Sharleen Fahie Internal Audit Office Alan Bray Public Relations Lois Rivera Purchasing Eric Christian (Valderie Abramsen)
24 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – STT Campus Building/ Location Administrative Area Representative (Alternate) ACC 3rd Floor President’s Office Una Dyer (Haldane Davies) Administration & Finance Delicia Greenaway-Henley (Marlene Thomas) Provost’s Office Leslyn Tonge (Henville Pole) Vice Provost RPS Lorna Chesterfield Business Administration Academic Building – Business Lucy Reuben (Facility Off-Line 2017-2018) (Old) Business Office Building EPSCoR/Green Technology Kostas Alexandridis (Facility Off-Line 2017-2018) GEOcas (Paul Jobsis)
25 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – STT Campus Building/ Location Administrative Area Representative (Alternate) CA Bldg. 1st floor Little Theater David Edgecombe University Bound Yvette Richards Learning Center & Center for Ikysha James Student Success (CSS) (TBD) CA Bldg 2nd Floor & 3rd Floor Science & Mathematics Marlene Parrott- Gokool CA Building, Library Computer Lab Erik Pattison Bus. Admin Building/IT (Dawn Matthew) Cafeteria Cafeteria/Dining Pavilion Tamara Lang (Verna Rivers) East Campus CELL – East Campus Kima Gaton ECC – East Campus Stevie Henry EPSCoR – East Campus Frank Mills Estate Bonne Resolution Etelman House Observatory/ David Morris Physical Plant (Sandra Romano)
26 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – STT Campus Building/ Location Administrative Area Representative (Alternate) Extension Services New House Cooperative Louis Petersen, Jr. Faculty West Institutional Advancement Mitchell Neaves (Cherilyn Browne) Golf Course Recreation Center Leon LaFond (Verna Rivers) Gordon House Health Services Ronda Herbert ACA – Student Affairs (Verna Rivers) Humanities Humanities Dian Levons Jerome House Bookstore Mervin Taylor Library Library 1st and 2nd Floor Sharlene Harris Marine Science CMES Ian Byrne (Paul Jobsis) Music Education Music Education Building Dion Parson (TBD) Nisky Center 202 Small Business Development John Osoinach Center
27 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – STT Campus Building/ Location Administrative Area Representative (Alternate) Nursing Building Academic Building - Nursing Kendra Frett Penha House Computer Center Sharlene Harris (Erik Pattison) WUVI – Radio Station & Alex Randall Communications Lab. Security Theodore Glasford Physical Plant Offices Building Charles Martin (Ira Mactavious) Generators/Fuel Dispensing Roy Sterrod Physical Plant – 2nd Floor Mailroom and Central Corrine Lindquist Receiving (Eric Christian) Quarters B CERC Gloria Callwood (Facility Off-Line 2017-2018) Reichhold Center for the Arts Reichhold Center Denise Humphrey (Facility Off-Line 2017-2018) Residence Halls: Middle A-E, Residence Halls Jennifer Crawford
North A-E, East, Faculty East, (Student Life) (Verna Rivers) 28 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Emergency Operations Area Representatives – STT Campus Building/ Location Administrative Area Representative (Alternate) Residence Halls Additional Residence Halls Jennifer Crawford South A-F, & West Hall (Student Life) (Verna Rivers) Roupp House Counseling & Placement Jennifer Crawford (Verna Rivers) Science & Math Science & Math Building Moriah Sevier Social Sciences Quarters C – Social Sciences Dian Levons Sports & Fitness Center Sports & Fitness Center Wilberto Ramos Building Building Student Activities Building Student Activity Center Leon LaFond Student Government (Verna Rivers) Teacher Education Teacher Education Janet King (Linda Thomas) Upper Campus Academic Computing – Erik Pattison Computer Labs (Kelly Harrigan) Wellness Center Wellness Center Wilberto Ramos
29 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS APPENDIX
June 1 – November 30
30 University of the Virgin Islands Emergency Preparedness A Focus on Hurricane Preparedness
Campus Coordinators Nereida C. Washington & Charles Martin Director of Campus Operations Director of Facilities Management Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Hurricane Preparedness
• Pre- Season Phase 1 • April 1 - May 30
• Hurricane Alert Phase 2 • 72 hours before strike
• Hurricane Advisory Phase 3 • 60 - 48 hours before strike
• Hurricane Watch Phase 4 • 48 - 36 hours before strike
• Hurricane Warning Phase 5 • 36 hours or less before strike
• Post Storm Damage and Security Assessment Phase 6
32 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Pre-Season Phase 1 April 1 – May 30 Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators.
Area Representatives • Disseminate hurricane preparedness information for each area in staff meetings, on area bulletin boards, and through other channels of communication.
Facilities Management • Inventory emergency supplies. • Test emergency tools and equipment.
Campus Coordinator • Convene meeting of Emergency Management Committee, Emergency Team Coordinators, and Area Representatives at the beginning of the season. • Review Emergency Response Plan and assess state of committees and campus readiness.
33 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Hurricane Alert Phase 2 72 hours before strike Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators. Area Representatives • Check telephone hotline extensions, 4168 or 1016, and website for status of preparations. • Assign team members to back up mission critical data on computers. • Assign Area Team members to distribute plastic bags to cover equipment and files. Bags are distributed to individual work stations by area teams, not by Physical Plant. Facilities Management • Top off diesel and gasoline fuel storage. • Test emergency communications. Campus Coordinator • Convene meeting of Teams and Representatives to determine status of readiness and ensure that response plans have been completed. • Institute procedures for preliminary notification of possible evacuation to be implemented when closure of the University is declared. • Inform essential staff of their functions and responsibilities before, during, and after the hurricane. • Maintain hotline and website for status updates. 34 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Hurricane Advisory Phase 3 60 – 48 hours before strike Administration • The University President will meet with the Strategic Level Policy Group, Campus Coordinators, Emergency Management Committee, Team Coordinator, and Area Representatives. Policy decisions will be made regarding sending students home, securing food service, and securing campus shelter areas, and closure of the University. Area Representatives • Assign team members to confirm that contents and equipment in area have been protected. Facilities Management • Clean storm drains. • Store outdoor furniture and equipment. • Secure recreation court equipment. Campus Coordinator • Meet with President and Team #7 (Institutional Operations) to discuss a course of action (COA). • Institute proceedings to phase down work operations in all University departments and prepare for impending hurricane. Prepare to close all university facilities. • Inform essential staff of their functions and responsibilities before, during, and after the hurricane. 35 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Hurricane Watch Phase 4 48 – 36 hours before strike Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators to make a decision on closure of campus based on the severity of the hurricane. Area Representatives • Assign team members to reposition contents of offices that are on floors. • Assign team members to secure contents in windowless "safe room" where available. • Assign Area Team members to secure chemicals and other hazardous materials. Facilities Management • Close hurricane shutters on all buildings. • Seal underground mechanical rooms. Campus Coordinator • Meet with President and Team #7 to discuss status of preparedness course of action (COA). • Meet with Emergency Management Committee, Team Coordinators, and Area Representatives to ensure that all aspects of the preparedness plan are in place.
36 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Hurricane Warning Phase 5 36 hours or less before strike Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators. • Final preparations will be in place; activation of EOC. • Evacuate local students from residence halls. • Closure of University (6 hours required). Area Representatives • All tasks have been completed. • Report securing/closure of area to EOC. Facilities Management • Shut off electricity in all buildings. • Shut off generators when deemed necessary. • Shut off and secure LP gas for all buildings. • Clear and lock all buildings. Campus Coordinator • Consult with President and Team #7 regarding next COA. • Activate EOC and University Command Posts (UCP). • Ensure that all plans for securing the campus have been taken and residents are evacuated or sheltered-in-place. • Implement evacuation plan of facilities. • Check recovery plans. 37 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS
Phase 6 Post Storm Damage & Security Assessment Administration • The University President will meet with the Strategic Level Policy Group and Campus Coordinators, Cabinet Members, and EOC staff for an update on the condition of campus, students still on campus, and preliminary damage reports, if available. • Additional meetings will be held with Policy Group to review and implement recovery COA's. Area Representatives • Assign team members to assist with damage assessment. Facilities Management • Survey and test electrical distribution system before engaging generators. • Perform emergency repairs. Campus Coordinator • Meet with President and Team #7 to discuss preliminary recovery strategies. • Prepare a preliminary damage assessment report. Coordinate with VITEMA and FEMA. • Reactivate all teams. • Meet with Emergency Management Committee, Team Coordinators, and Area Representatives to mobilize response and recovery efforts. 38 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS Post Incident Actions Demobilization Demobilization involves those actions that return responding units to their normal operational functions or duties. This may occur at the end of the entire incident, or in phases as a way to control size and cost of the response. When determining the appropriate level of demobilization, the IC must consider the factors at hand as well as the potential for the hazard to increase in scope. After Action Reports In any incident in which the Emergency Response Plan is utilized, an after action report (AAR) should be prepared. This involves the distribution of the “Preliminary Debriefing Form” to personnel involved in the incident. Communication & Press Releases Post Incident Provide campus status updates daily following an incident. This involves the communication to internal and external university community utilizing radio, media, and printed press releases. Use of electronic and telephone communication as availability of resources exist. 39 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 2018 ATLANTIC HURRICANE SEASON FORECAST
40 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 2018 ATLANTIC HURRICANE SEASON FORECAST (June 1 – November 30) Near- or above-normal hurricane season is most likely this year.
Weather Colorado State 30-Year NOAA* System University** Average Named Storms (top winds of 39 mph or higher) 10 – 16 13 12 Hurricanes (top winds of 74 mph or higher) 5 – 9 6 6 Major Hurricanes (Category 3, 4 or 5; winds of at 1 – 4 2 3 least 111 mph)
* NOAA predictions calls for an above-normal 2018 hurricane season (35%); near-normal season (40%); below-normal season (25%). Information for the 2018 predictions were presented by NOAA on May 24, 2018. ** CSU predictions based on May 31, 2018 data. (By Dr. Philip Klotzbach and Michael Bell, in memory of Dr. William Gray.)
41 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS 2018 ATLANTIC TROPICAL CYCLONE NAMES
Alberto Florence Kirk Patty Beryl Gordon Leslie Rafael Chris Helene Michael Sara Debby Isaac Nadine Tony Ernesto Joyce Oscar Valerie William Saffir – Simpson Hurricane Scale
Tropical Storm Category 1 Category 2 Category 3 Category 4 Category 5 39-73 mph wind 74-95 mph wind 96-110 mph wind 111-129 mph wind 130-156 mph wind > 157 mph wind
42 Emergency Preparedness: A Focus on HURRICANE PREPAREDNESS HURRICANE & WEATHER WEBSITES
• National Hurricane Center VI Hurricane History www.nhc.noaa.gov Hurricanes and tropical storms that have hit the Virgin Islands in recent • VITEMA years include: http://vitema.vi.gov • Intellicast 2017 – Hurricane Maria www.intellicast.com 2017 – Hurricane Irma • The Weather Channel 2008 – Hurricane Omar www.weather.com 2004 – Tropical Storm Jeanne 1999 – Hurricane Lenny • The Weather Underground www.wunderground.com 1998 – Hurricane Georges 1996 – Hurricane Bertha • Stormpulse 1995 – Hurricane Marilyn www.stormpulse.com 1995 – Hurricane Luis • Caribbean Hurricane Network 1989 – Hurricane Hugo www.stormcarib.com 1984 – Tropical Storm Klaus 1979 – Hurricane Frederic 1979 – Hurricane David 43 UVI Hotline, Security & USVI Geographical Coordinates St. Croix St. Thomas UVI HOTLINE: Audix Messages on 692-4168 693-1016 Hurricane Related News Releases Campus Security 692-4155 693-1530 Geographical Coordinates For USVI 18.20 N, 64.50 W (St. John) 18.2N, 64.7W 17.75 N, 64.8 W 18.35 N, 64.92 W USVI EMERGENCY NUMBERS St. Croix St. Thomas St. John VITEMA 773-2244 774-2244 776-6444 POLICE 778-2211 / 911 774-2211 / 911 693-8880 / 911 RED CROSS 778-5104 774-3075 774-0375 FIRE/AMBULANCE 911 911 911 HOSPITAL 778-6311 776-8311 776-6400 WAPA 713-9272 777-9272 777-9272 44 University Closure Checklist In the event that the University suspends normal operations in response to the threat of a tropical storm or hurricane, it is important that each functional unit complete the following activities. Protect vital records. Clear desktops, table tops, floors and exposed horizontal surfaces of materials likely to be damaged by rising water, leaks or wind. Back-up computer hard drives. Place flash drives and CDs in zip-lock bags or other protective containers and take/send duplicate copies off site. Be sure to consult with Supervisor or Dept. Head. Shut down and unplug computers, printers and other electrical appliances. Assure that equipment that must remain energized is connected to “surge protectors”. (Applicable only to buildings with emergency power capability.) Relocate equipment, books, papers and other items away from windows to interior areas of the building. (Assure that equipment and items that are relocated are tagged for easy identification and retrieval.) Ground floor occupants of buildings that are likely to flood should, if necessary: oRelocate equipment and other items to a higher floor. oRelocate contents from bottom drawers of desks and file cabinets to locations safe from damage due to rising water. (Assure that equipment and items that are relocated are tagged for easy identification and retrieval.) In labs, as appropriate, de-energize and protect sensitive apparatus and properly store glassware. Assure back-up availability for critical utility-dependent processes. Assure all hazardous materials are properly stored and protected. Check contents of refrigerators and set to coldest temperature setting. Cover equipment and other valuables with plastic, and tape or wrap in thick garbage bags. Assure that view panels allow clear view into labs and corridors. Close and latch all filing cabinets. To the extent possible, turn bookcases and shelving units in exterior offices to face the wall. Empty trash receptacles of items likely to decompose. Remove all personal items of value from University premises. Update office/department voice mail. Close and latch all windows. Close and lock all doors behind you as you leave. Check with your supervisor for tentative post occurrence work schedule.