Caught in the Storm Successful Steps to Disaster

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 Please leave this area empty for possible sponsorship acknowledgement July 10, 2005 Date 10: 30 a. m. Time

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 Please leave this area empty for possible sponsorship acknowledgement July 10, 2005 Date 11: 00 a. m. Time

Tracking Maps – Charley, Frances, & Jeanne

If that weren’t enough, Ivan struck the Panhandle

Fill Up With Gas!

They are buying plywood – you should buy Home Depot stock

Pretty typical sight the day before…

Hurricane Frances satellite image at landfall

Another view – the radar image

Not one of our evacuation shelters

There’s always one idiot

Covered almost the entire state

Anyone want to buy a good used car?

Looking for valuables

A not-so-mobile home

NASA Vehicle Assembly Building

Anyone for a nice stroll?

Hey, I saw that dude at Home Depot!

Before After

Home Depot sells tarps too

Waiting for the next high tide?

Want to buy a condo on the beach – cheap?

Roof Effects

Roof Damage

More roof damage

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

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

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

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

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

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

Disaster Planning • Brevard Community College just completed a six month committee process to rewrite our disaster Disaster Planning 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

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

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

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

Your School is a Public Shelter? Good Luck!

Power is King - and other miscellaneous comments

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)

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

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

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

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

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

Frances’ Projected Path September 2, 2004 5: 00 PM

Many Types of Major Disasters • Natural Disasters • Hurricanes, Fires, Floods • Tornados, Blizzards, Earthquakes • Mudslides, Volcanoes • Other Disasters • Terrorism, Riot • Homicide, Epidemic

Many Types of Major Disasters • Assess Risk to All Kinds of Disasters and Make Plans • In Florida – you plan for Hurricanes, not Earthquakes or Blizzards

Assess the Scope and Range of the Impact • Fire could be devastating to institution but limited impact on Community • Hurricanes impact is great on entire community • Scope and Range affect Recovery Efforts

Lessons Learned – Beyond what can be Foreseen • Disasters, even isolated ones, disrupt operations for a long time • Recovery is a sprint that turns into a marathon

Tips you might not think of – In any kind of disaster • Good relations with contractors is a huge asset • Damage continues to occur after the storm • Without electricity, water and HVAC • Indoor air quality and other contamination issues • Providing for needs of staff including food & water • Safety and security • Electricity and water are restored on a priority basis negotiate

Impact on Many Fronts • • • Facilities Personnel Students Enrollment Revenue Community

Challenges • • Communications Access Including Transportation Loss of Utilities and Essential Services Loss of Available Materials and Services Loss of Network and Communications Systems Curfews and Other Restrictions Involvement in Community Recovery Disruption of Local Economy

Estimated 80 -90 % of Citrus Industry destroyed after two hurricanes in three weeks

Impact of Personnel • • • They have serious issues at home Returning from evacuation Homeless Obligations to family The same people putting the College back together have to put their homes back together

Four Phases • Preparation • During the storm • Immediately after the storm • Long-term recovery process

The IRCC Recovery Story

Saturday September 4, 2004 Frances arrives in Florida Fort Pierce Cocoa Beach Orlando Brevard County Malabar

September 5, 2004 First views of East and Central Florida Damage Ft. Pierce

September 5, 2004 First views of East and Central Florida Damage Jensen Beach

September 5, 2004 First views of East and Central Florida Damage Vero Beach

September 5, 2004 First views of East and Central Florida Damage Hutchinson Island

September 5, 2004 First views of East and Central Florida Damage

September 6, 2004 First views of East and Central Florida Damage

September 6, 2004 First views of North West Central Florida Damage

Recovery Team Formed • Physical Plant • Business Affairs • Risk Management • Scheduling

• Insurance and FEMA process is Huge Workload • Enrollment drop affects State Funding and Fee Revenue • Insurance costs will rise double digit %

Student Impact • Community College students generally have more: • Family obligations • Work obligations • Less secure financially • Many reasons to “stop out”

Storm Timeline • • Fall classes began - August 24, 2004 Refund period ends - August 30, 2004 Hurricane Frances visits - September 4, 2004 Hurricane Jeanne visits - September 25, 2004 Hurricane impact within 60% of term

IRCC opened up the refund period • • • No interest loan funds were established Damaged books were replaced Significant Title IV Financial Aid issues Large institutional liability Took on some student liability to assist Debt from Title IV – barrier to continuation of students

Instructionally • • • 4 days lost from Frances 3 days lost from Jeanne Some days made up Instructors given flexibility on syllabus and exams Scheduling and classroom changes

In Conclusion • There is always a silver lining to dark clouds • We will be back better and stronger than ever

Questions or Comments for the Panel?