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