Harvey Storm Update - Sam Houston State University C - Harvey updates to... · 2017. 9. 19. · •4- 1779 (PRES) •4- 4627 (PIO, Academic Affairs) •4-1770 (Student Affairs, Aramark)

Harvey Storm Update

• Situation

–Current weather update

– Events schedule on campus

• Key Tasks for the Staff

• Recommendations

–Decision Timeline

–KatSafe Messaging

–Campus closure or schedule modifications

– EOC Activation

Situation Update (NWS 0615AM)

Situation Update (NWS 0400AM)

NWS Warning (as of 24 AUG)

Weather Outlook 25-28 AUG(as of 24 AUG at 0730)

SHSU Events Scheduled FRI - SUN

Assumptions

• We do not expect contraflow to kick in

• Closure will include non-essential personnel and buildings

• We expect heavy rain will close intersection at Bobby K Marks and Bowers BLVDs

• Some flooding may occur at historical trouble spots in campus buildings

• We will not experience significant sheltering demands, but prepared to receive students

Staff ActionsH-

Hour ACTION REQUIRED AGENCY Phase

PRE Update staff as the storm develops or is downgraded Emergency Prep

PRE Review food service plan Ararmark

PRE Review emergency power generation plans Facilities Mngt

PRE Set up phones in PACE Information Tech

120 Attend TSOC updates at Walker County EOC Emergency Prep

120 Notify of possible activation of Volunteers Volunteers

120 Confirm University Hotel availability Emergency Prep 20 rms

120 Update Communications Plan for EOC (cell phones, email, etc.) IT

120 Receive notification from EOC of activation Emergency Prep

120 Monitor Weather Channel, national news sources Emergency Prep

120 1000 TSOC Update, INVITE 1100 Conference Call, 1200 Recommendation Emergency Prep

96 Tracking costs and payroll Finance

96 Disseminate essential information to students residing in dorms Residence Life

96 Preparation of Public Information PIO

96 Face to face update to leadership on recommendations Team

96 Activate minimal KatSafe alerts, soft notifications (social media) PIO

Staff ActionsH-

Hour ACTION REQUIRED AGENCY Phase

72 Confirm evacuation status (voluntary/mandatory) with Walker County EOC Emergency Prep

72 Tracking costs and payroll Finance

72 Identify Vehicle assets available Fleet

48 Develop recommendation for closure of main campus and TWC All

48 Update volunteer needs and availability Volunteers

48 Conduct Information Update via KatSafe and social media PIO

48 Confirm Storm Track to determine continued operations, project landfall Emergency Prep

48 Facilities protected (tropical force winds) Facilities Mngt

24 Update recommendation for closure of main campus and TWC All

24 Update recommendation for changes to athletic competitions Athletics

24 Conduct Information Update via KatSafe and social media PIO

24 Confirm Storm Track to determine continued operations Emergency Prep

24-72 Publish After the Storm website with essential recovery information PIO

24-72 Conduct Walk through of facilities for necessary repairs Facilities

24-72 File claims for reimbursement and damage Finance

Recommendations

• Decision Timeline

• KatSafe Messaging

• Campus closure or schedule modifications

• EOC Activation

Decision Timeline Recommended

• THURS 24 AUG:– KatSafe Messaging approval

– Events scheduled on campus for FRI

• FRI 25 AUG:– Events scheduled on campus for SAT and SUN

– EOC Activation

– Modifications to Game Day schedule

• SAT 26 AUG (most severe Wx)

• SUN 27 AUG: – Campus closure and modifications to work schedules

• MON 28 AUG:– Resuming normal campus operations

KatSafe Notifications (23 AUG)

Recommended if monitoring

Last Update: TBD (FRI 24 AUG)

In the event essential personnel are needed, confirm with your supervisor if you will be needed.

Assess areas vulnerable to flooding based on previous storms.

Notify family members of your plans.

Forward office phones to your cell phones.

Visit KatSafe webpage for hurricane preparedness and readiness checklists.

Recommended if Closure

Last Update: TBD (USED ONLY IF NEEDED SUN 28 AUG FOR UNIVERSITY CLOSURE)

Due to the inclement weather, Main Campus and The Woodland Campus are closed.

Essential Personnel. Confirm with your supervisor.

The following events on campus are cancelled: (identified events)

Food is available at Old Main Market and General’s Market during the following times:

Continue to monitor KatSafe for resumption or normal operations.

Stadium Evacuation Videos

Two video announcements ready:

• Monitoring:

– “We are monitoring the Inclement Weather”

• Stadium Evacuation:

– “We are evacuating the Stadium”

Stadium EvacuationMonitoring Inclement Weather

Continuity of OperationsCampus Conditions (as of 1000 on 24 AUG)

Condition Description Status

Trafficability Incident or weather impacting trafficability to campus

Food and Residence Halls Interruption to basic services and lodging

Counseling and health services Services available with appropriate staffing

Power to Buildings Power loss with expected time to regain power

Montgomery County Warnings Warnings issued via emergency networks Weather Warnings Issued

Walker County Warnings Warnings issued via emergency networks Weather Warnings Issued

Commuting to campus Significant delays on I45 affecting operations

Public Perception News and Social Media Reports about safety

Imminent threat to campus Law enforcement determining imminent threat

Hunstville School District Closing of schools in Huntsville

Montgomery County Schools Closing of schools in vicinity of TWC

Hazardous Matrials Chemicals, lab animals, waste

Recommendations

Decision Timeline

KatSafe Messaging

Campus closure or schedule modifications

EOC Activation

Power GenerationPriority Area Location Capability Status (as of 23 AUG)

Food Services

Old Main Market Freezers and Coolers

General's Market Full capability

Public Safety Services

University PD Full capability

Information Technology

AB1 IT Equip and Offices

Sheltering Operations

HKC Egress lighting only

Coliseum Egress lighting only

Incident Command

PACE Conference Room Full Capability

Health Services

Powell Health Center Full back-up capability

Psych Services Full back-up capability

Existing Egress Generators

Woodlands Center Egress and IT only

Library Egress and Radio tower

CJC/Hotel Egress only

Library Egress and Radio tower

STAFS Research Equipment

Pirkle BLDG Research EquipmentTRIES Research Equipment Expected online by 24 AUG

Dr. Hoyt’s Concerns

• Class and instruction Mary - Robbins• Possible animal evacuation to our area – Stanley Kelley • Game day - Greg Hinze• Construction- facilities prep - Juan Nunez • Res Halls - Joellen Tipton • Dining - Brad Blackburn • Evacuation center and historic issues - Keith Jenkins • Technology - Mark Adams • PR-communication plan Julia May, Jeff Olsen

Have a communication plan ready to begin late Thursday for preparation etc.

Bus Route and Drop OffFrom HWY 19

Take Bearkat BLVD

Turn Left into Stadium Parking

lot

DROP OFF

Turn Left on Bowers

Turn Right on Bearkat to HWY 19

To SHSU Shelter from ShelterFrom 75

Turn left onto 11th

streetTo Sycamore

Turn right onto Sycamore to Bearkat

BLVD

Turn left into parking lot to

DROP OFF

Turn Left on Bowers

To SHSU Shelter from I45From I45

Take HWY 19 exitTo Bearkat BLVD

Take Bearkat BLVD to Stadium Parking lot

Turn left into parking lot to

DROP OFF

Turn Left on Bowers

Turn Right on Bearkat to HWY 19

AAR Topics

• Planning, Execution, Recovery phases

– Information needs

–Meeting rhythm

–Methods of communication

– Format for staff and leadership updates

–Decision Making cycle

–Messaging (text, social media, email, voice)

–Planning group composition

– Sources of information

Information Packets• Contact lists

• Address to shelter and maps to key locations– Animal Shelters

– UPD

– PACE CR

• Sources of information– Weather

– Roads

– Shelter

• Resources– Freezers, lodging, washers/dryers, food, generators

• Conference call procedures– Skype for Business

EOC Primary - PACE CR

• 4- 1779 (PRES)

• 4- 4627 (PIO, Academic Affairs)

• 4-1770 (Student Affairs, Aramark)

• 4-1998 (EM, Facilities, ATH )

• 4-4616 (OPEN EOC)

LAPTOP Login:

$H$UEMERMNGT

Sheltering OperationsACTION REQUIRED AGENCY

Confirm all required equipment for Emergency Prep and Reception is available Emergency Prep

Review food service plan for shelters Ararmark

Review emergency power generation plans Facilities Mngt

Determine cooling fan availability (athletics) Emergency Prep

Confirm personnel available to support shelter leaders Shelter

Review Security Plan for shelter sites UPD

Review road conditions, construction, etc. on established evacuation routes Facilties Mngt

Confirm availability of teams to support shelter set-up Shelter

Review and activate feeding plan as needed Red Cross

Review and activate logistical needs for shelter hub Red Cross

Alert volunteers about possible activiation Shelter

Confirm availability of supplies and materials that will be needed Volunteers

Activate Traffic plan at Check-in/reception center Shelter

Issue PO's under MOU for emergency equipment, fuel, and tools at 72 hours, delivery Facilities Mngt

Confirm signage Shelter

Prepare area to receive evacuees Shelter

Set-up Orientation for incoming staff Shelter

Set-up staff shelter and meals Shelter

Move equipment and supplies to shelter Shelter

Confirm WiFi and entertainment packages Information Tech

Initiate media advisories and/or press releases as needed PIO

Confirm evacuation status (voluntary/mandatory) with Walker County EOC Emergency Prep

Initiate traffic patrol of evacuation routes and review traffic plan for affected areas UPD

Coordinate with Shelter managers to determine Shower and Porta Pottie needs Shelter

Confirm communications needs at shelters IT

Deploy cots to shelters Logistics

Prepare for EOC Activation with equipment and communications Emergency Prep

Activate Shelter Registration Shelter

Monitor map requirements, produce, distribute additional maps for bus drivers Facilities Mngt

Monitor water supply Volunteers

Monitor portable toilets for sanitation Shelter

KatSafe Message Hurricane Harvey

KatSafe Notifications (23 AUG)

KatSafe Notifications (23 AUG)

28 AUG

KatSafe Notifications (26 AUG)

KatSafe Notifications (26 AUG)

Weather Outlook

Continuity of OperationsCampus Conditions (as of___________)

Condition Description Status

Availability of personnel Displaced faculty and staff

Trafficability Incident or weather impacting trafficability to campus

Food and Residence Halls Interruption to basic services and lodging

Counseling and health services Services available with appropriate staffing

Damage to BuildingsSafety (electrical, structural, wet floors, elevators)

County Warnings and Restrictions Warnings issued via emergency networksAdjustments to Academic Calendar

Financial aid, add/drop, refund -Banner, online courses

Modifications to traffic/parking Adjustments due to debris and sheltering

Public Perception News and Social Media Reports about safety

TransportationIncreased shuttle service from Montgomery County

Hazardous Materials Chemicals, lab animals, waste

Document Costs and HoursFEMA reimbursement and After Action Review (AAR), capture hours reportable, pictures

Reporting

Student Support

Volunteering

Support Operations