Hurricane Disaster Preparedness and Recovery Plans of Departments and Support Services Dr. Rodney R. Lafon, Superintendent Revised Summer 2011
Hurricane Disaster
Preparedness and Recovery Plans
of Departments and
Support Services
Dr. Rodney R. Lafon, Superintendent
Revised Summer 2011
HurricaneRecoveryPlan/Summer2011 Narrative
Narrative
This document describes the hurricane disaster recovery planning process
used by St. Charles Parish Public Schools in August – September 2005.
HurricaneRecoveryPlan/Summer2011 Narrative 1
Recovering from Hurricane Katrina:
A Quality Plan
St. Charles Parish Public Schools, located 25 miles from New Orleans, is
recognized as a bellwether school district. Student achievement, innovative programs
and practices, excellent teacher salaries, and a highly professional staff are factors that
characterize the district‟s success. The school system is fortunate to have both an
adequate tax base and the support of a community willing to approve taxes. With the
financial support of the community, the district is ranked number one in the State in per-
pupil expenditures at a rate of $8,296 per student (compared to a state average of
$6,906).
The school system has received numerous honors and recognition. In the last
five years the district has produced the Louisiana Superintendent of the Year, the
Louisiana Teacher of the Year, the Louisiana Elementary Teacher of the Year, the
Louisiana Middle School Teacher of the Year, and the High School Teacher of the Year.
In late August 2005, St. Charles Parish Public Schools faced challenges that
would have overwhelmed most school districts. Prior to the start of the school year, the
district was in the process of implementing a district-wide messaging system (Connect-
ED) for employees and parents. In addition to utilizing the system for standard outreach
calls, its key component was its ability to deliver messages to multiple numbers in the
event of an emergency and, more specifically, a hurricane evacuation. Employee data
had already been gathered; however, student data was being collected within the first
few days of school. Parents were allowed to submit up to six numbers to be called for
an evacuation order and to notify them of when schools would reopen.
Early during the week of August 22, Hurricane Katrina loomed off of Florida‟s
east coast, not posing a threat to the residents of South Louisiana. At this time, schools
were working tirelessly to make sure that all phone data collected for Connect-ED was
entered into the system. Approximately 60,000 phone numbers were entered. On the
morning of Friday, August 26, Hurricane Katrina still did not pose a threat, as it was
predicted to hit somewhere along the Florida panhandle.
HurricaneRecoveryPlan/Summer2011 Narrative 2
The Office of Emergency Preparedness had called for a mandatory 4:00pm
meeting that afternoon for the Emergency Operations Center team, which included a
small cadre of key school system personnel. They were put on notice that a possible
mandatory evacuation could be called on the morning of Saturday, August 27; with that,
a 7:00am meeting was scheduled for the following morning. With a potential threat
approaching, the decision was made to stay late into Friday night to ensure that all
numbers were uploaded into the Connect-ED system, a process which took over four
hours to complete.
School system EOC team members received a phone call at 5:00am Saturday
morning asking them to report promptly to the EOC. Within a 12-hour period, Hurricane
Katrina had jumped 150 nautical miles to the west, putting it into the direct path of
Southeast Louisiana. The decision was made that a mandatory evacuation of St.
Charles Parish would be issued at 9:00am.
After conferring with the Superintendent, a message was created for the new
emergency phone system, indicating that the parish was under a mandatory evacuation,
schools would be closed and that everyone would be informed of when schools would
re-open via this system. When the call was made, with one press of a button, the
school system‟s message was delivered to 31,000 phone numbers with a 92% success
rate.
By Sunday evening, the parish was a ghost town while EOC team members
awaited the landfall of Katrina. The impact of Katrina left the parish without power,
sewer, and water. In addition, telephones, both land lines and cell phones, were
extremely limited. The school system‟s representatives ventured out to assess
damages to all of the district‟s schools and additional facilities.
The district had sustained $5 million in damages from Hurricane Katrina. Fifty of
the system‟s teachers had lost their homes. While St. Charles Parish announced
schools were closed temporarily, school officials in three neighboring parishes declared
schools closed indefinitely. It was clear that St. Charles Parish Public Schools would
need to develop a plan to welcome and offer a quality education to hundreds of
HurricaneRecoveryPlan/Summer2011 Narrative 3
students displaced by the hurricane, while maintaining its high standards for the 10,000
students previously enrolled in its schools. Fortunately, the school system was poised
to accept this challenge and accomplish this mission.
Initially, as district administrators began returning to the school system, they
recognized that recovery planning and communicating with each other would have to be
done without the benefit of technology. Drawing on previous training and extensive use
of quality tools, leadership development, and compression planning strategies, staff
members selected a planning facilitator, identified a workroom, and developed ground
rules for the recovery planning process. Brainstorming was selected as the most
efficient method of generating recovery issues and questions that would need to be
addressed. Using large sheets of paper, the facilitator listed a department/support
service on each one. Issues and questions that were raised in the brainstorming
sessions were recorded on yellow post-its; purple post-its described the potential
solutions and answers. All post-its were placed on the appropriate department‟s chart.
(See Issues and Questions.) As additional staff members returned to the district, the
planning process kept everyone focused. Soon the workroom walls were covered with
charts displaying the recovery planning notes. It was determined that a priority should
be established for the recovery action steps. Reopening schools became the number
one priority.
Planning notes were compiled, typewritten, and distributed to all key staff
members. To encourage teamwork and to generate as many ideas as possible,
directors and supervisors met frequently with their staff members to continue the
brainstorming sessions. As issues and questions were addressed, the individual
designated as the recorder in each department updated the department‟s chart in the
workroom. Daily meetings of all key staff members in the workroom were essential in
keeping everyone current and were used to address the most challenging problem –
determining the most cost-effective method of providing a quality education to the 1,300
displaced students whose parents had requested enrollment in St. Charles Parish
Schools.
HurricaneRecoveryPlan/Summer2011 Narrative 4
Two categories of displaced students were identified:
Students who already resided in the parish but previously attended out-of-
parish private schools (“R” students).
Students who were previously residents of surrounding parishes but were
currently living with a St. Charles Parish resident. These students were
labeled as 1603 (homeless) students.
The recovery planning staff determined it was best to address each category of
displaced students separately. Two different planning rooms were used to generate the
issues and questions related to each category of student enrollees.
In the budget planning process, a list of resources needed to accommodate
displaced students was developed. The list included but was not limited to additional
portables, personnel, buses, textbooks, instructional materials and supplies, computers,
and furniture. The projected cost was in excess of $7 million. (See Budget
Projections.) In an effort to ensure the district‟s financial stability, the staff members
considered as many as eight options for serving the additional students. Using such
quality tools as the Affinity Diagram and Force Field Analysis, the recovery planning
staff reduced the number of options to those most viable for the School Board‟s
consideration.
The Superintendent and the Executive Staff met with the School Board in two
committee meetings to explain and discuss each of two phases of the recovery planning
process and to review the most reasonable options for serving the displaced students.
(See Superintendent’s Meetings.) The School Board determined that increasing the
student ratio from 20:1 to 22:1 was the most cost-effective method of serving the
displaced students. The School Board also approved a plan for staggering the return
to school of current students, displaced resident students, and, finally, 1603 students.
(See Registration Procedures.)
The Superintendent believed it was imperative that the district receive state and
federal aid for the increase in expenditures. He scheduled a meeting in mid-September
with the State Superintendent of Education to discuss recovery issues and proposals.
Later in the month, he was requested by the American Association of School
Administrators to make a presentation to the Congressional Subcommittee on
HurricaneRecoveryPlan/Summer2011 Narrative 5
Education and Early Childhood Development. At this meeting the Superintendent
explained Hurricane Katrina‟s impact on Louisiana‟s school districts, described the
extraordinary recovery efforts made by school systems, and requested reimbursement
for the additional costs associated with enrolling displaced students. In December
2005, three months after St. Charles Parish Public Schools began serving students
displaced by the hurricane Congress passed a bill authorizing $29 million in aid to
Louisiana districts educating displaced students. The plan allowed school systems to
receive up to $6,000 for each displaced regular student and $7,500 for each special
education student. Louisiana also committed to a reimbursement of $1,250 per
displaced student.
Simultaneously, as the district staff addressed recovery issues and questions,
the Superintendent also held four meetings with principals to ensure their knowledge
and understanding of all relevant recovery developments and details. The meetings
were held in the recovery planning workroom. At the beginning of the meeting,
principals were given an opportunity to participate in a „gallery walk‟, reading the
recovery planning notes, and posting their own questions and answers. Examples of
topics discussed include: status of facilities, payroll procedures, staffing, procedures for
hiring replacement teachers, calendar changes (Recovery Phase I) and FEMA services,
options for educating 1603 students, and registration plans (Recovery Phase II). (See
Principals’ Meetings.)
Due to the quantity of new information to be presented at the meetings,
Administration recognized the need to respond to the principals‟ concerns while
expediting the lengthy agendas. A question bin was used for this purpose. The
principals‟ written questions were placed in a bin and then read and answered by staff
periodically and at the meeting‟s end. This tool also served as a review of all
information previously shared.
Students‟ return and entry into schools occurred on a staggered schedule. On
September 15, students enrolled in St. Charles Parish Public Schools prior to the
hurricane returned to school. Two days later, “R” students were permitted to attend
school; 1603 students attended school three days following the “R” students. As a
result of the school system‟s skillful recovery planning, all students were in classrooms
HurricaneRecoveryPlan/Summer2011 Narrative 6
by September 26. Administrators who participated in the recovery planning process
have praised the teamwork, the use of the workroom to keep the staff focused, the
frequency of principal and staff meetings that kept everyone informed, and the expertise
of the group facilitator. An Assistant Superintendent stated, “During the 2004-2005
school year, St. Charles Parish was awarded district accreditation by Southern
Association of Colleges and Schools. The relationships and understanding of roles and
responsibilities among staff built during this process enabled the district to efficiently
develop a successful recovery plan.”
The school system has documented the August-September 2005 hurricane
recovery planning process and the recovery action plans of the Executive Staff and all
departments and support services. This information is included in a separate document
entitled Recovering from Hurricane Katrina: A Quality Plan.
Administration also requested each department and support service to use the
lessons learned from Hurricane Katrina and recommendations generated during the
recovery planning process to develop a hurricane disaster preparedness and recovery
plan. Working in teams, staff members have identified critical tasks to be completed
prior to hurricane season, steps to be taken immediately after the disaster, and a
recovery response. For review and future use, this document includes the following
information:
Narrative – Explains hurricane recovery planning process
Hurricane Disaster Preparedness and Recovery Plans of Departments
and Support Services
Actions Taken Post-Katrina for Refining the Hurricane Disaster
Preparedness and Recovery Plan
HurricaneRecoveryPlan/Summer2011 Recovery Plans
Hurricane Disaster Preparedness and Recovery Plans
of Departments and Support Services
Reflecting on lessons learned from Hurricane Katrina, staff members in
each department have identified critical tasks to be completed prior to
hurricane season, steps to be taken immediately after the disaster, and a
recovery response.
HurricaneRecoveryPlan/Summer2011 Recovery Plans TOC
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
(alphabetized by department or support service)
Page
Business Office 1
Child Nutrition 3
Child Welfare and Attendance 6
Curriculum, Instruction and Assessment 9
Distribution Center/Warehouse 11
Special Programs, Health and Social Services 13
Human Resources 15
Information Technology Services 18
Physical Plant Services 20
Public Information 24
Sales Tax 28
School Sites 29
Special Education 32
Transportation 34
HurricaneRecoveryPlan/Summer2011 Recovery Plans 1
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Business Office
Pre-Hurricane Planning () Person(s) Responsible
Back up all computer files. All Employees
Load all payroll documents. Payroll Specialist
Transport payroll documents and checks to disaster recovery site.
Payroll Specialist
Evacuate with backed up files. All Employees
Notify Chief Financial & Administrative Officer as to location and contact numbers.
All Employees
Post-Hurricane Immediate Response () Person(s) Responsible
Contact Business Office employees & check on status.
Chief Financial & Administrative Officer
Communicate to employees time frame and sites for beginning operations.
Chief Financial & Administrative Officer
Post-Hurricane Recovery () Person(s) Responsible
Payroll Determine if payroll can be run from office. Check status of banks for direct deposit. Order payroll checks if direct deposit not
available. Prepare payroll from recovery site. Notify Public Information of any changes in
delivery of payroll checks.
Payroll Specialist Payroll Specialist Payroll Specialist Payroll Specialist Business Office Coordinator
Accounts Payable Determine if accounts payable can be run from
office. Check status of postal service. Notify vendors in areas where the Post Office is
not operational to contact accounts payable to arrange to pick up checks.
A/P Bookkeeper
HurricaneRecoveryPlan/Summer2011 Recovery Plans 2
Business Office
Post-Hurricane Recovery (continued) () Person(s) Responsible
Insurance Verify that the health insurance company is
operational to approve medical coverage.
Insurance Bookkeeper
General Business Office Contact Sales Tax department for revenue
projections. Work on staffing projections for remainder of
year. Contact SDE for projections of State funding. Review effectiveness of hurricane preparedness
and recovery plan.
Chief Financial & Administrative Officer
HurricaneRecoveryPlan/Summer2011 Recovery Plans 3
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Child Nutrition Department
Pre-Hurricane Planning () Person(s) Responsible
Create duplicate backups of information on each individual PC; i.e., My Docs, etc.; take one copy offsite and put the other in the Director‟s office closet.
Child Nutrition Staff
Create backup from server (SOL2); take offsite. Child Nutrition Staff
Review procedure to document pre-disaster conditions with managers. Cafeteria equipment Cafeteria contents
Director
Contact cafeteria managers to remind them to do the following: Back up FastLane data. Print perpetual inventory prior to leaving; keep
offsite. Back up individual data; i.e., My Docs, etc. Ensure production records are up-to-date. Place all milk and bread in freezers. Return Child Nutrition vehicles to the Central
Office. Contact Area Manager or Director within 48 hours
after the disaster has passed.
Child Nutrition Staff Cafeteria Managers
“ “ “ “ “
Cafeteria Managers Cafeteria Managers
Call vendors to reschedule pending orders, if time permits.
Child Nutrition Staff
Contact Louisiana Department of Agriculture to request freezer/cooler space.
Director
Contact transport vendors (currently Capitol City Produce) to negotiate pick up & delivery of warehouse foods should it become necessary; three 20-ft-bed trucks or two 18-wheelers would be needed for 40 pallets.
Director
HurricaneRecoveryPlan/Summer2011 Recovery Plans 4
Child Nutrition
Pre-Hurricane Planning (continued) () Person(s) Responsible
Ensure that all keys for all schools (cafeterias, freezers, coolers, etc.) are in the Child Nutrition office. During an emergency evacuation, keys need to be given to Administrator of Ancillary Services.
Child Nutrition Staff
Ensure contact information for all cafeteria managers and Central Office-Child Nutrition employees are up-to-date (several contact #s should be included).
Area Manager
Keep lines of communication open for further instructions.
Child Nutrition Staff
Relocate food to distribution center warehouse where applicable.
Post-Hurricane Immediate Response () Person(s) Responsible
Child Nutrition Central Office Contact immediate supervisor once the disaster
is over to receive instructions.
All CNP Employees
Post-Hurricane Recovery () Person(s) Responsible
Child Nutrition Central Office Determine timelines for recovery. Contact managers that have not called in to area
manager. Make arrangements to have goods returned from
offsite storage to Child Nutrition warehouse when power returns.
Place orders for food and supplies, as requested by managers.
Start computers up and make sure network is functioning properly.
Coordinate receipt of food and supplies with Child Nutrition warehouse supervisor.
Report information to supervisor.
Director Area Manager Director CNP Staff CNP Staff CNP Staff Director
Cafeterias Contact Area Manager for instructions within 48
hours after disaster has occurred. Contact all assigned employees to disseminate
information supplied by Area Manager. Take an accurate physical inventory upon return;
forward new inventory to Child Nutrition office.
Cafeteria Managers Cafeteria Managers Cafeteria Managers
HurricaneRecoveryPlan/Summer2011 Recovery Plans 5
Child Nutrition
Post-Hurricane Recovery (continued) () Person(s) Responsible
Cafeterias (continued) Relocate food to distribution warehouse where
applicable. Discard all spoiled food from coolers and
freezers. Wash walls, shelving, floors, etc. with warm
soapy water. Rinse all walls, shelving, floors, etc. with a
mixture of water and bleach. Add 1 oz. of bleach to every gallon of water.
Enter all student/adult meals that had not been entered prior to evacuation.
Enter all invoices that had not been entered prior to evacuation.
Complete all production that had not been entered prior to evacuation.
Print a perpetual inventory after production records have been completed.
Identify and highlight all items that appear on the perpetual inventory that do not appear on the physical inventory.
Save all paperwork pertaining to losses. Calculate the value of the items missing from
inventory, separating commodity and purchased goods values.
Enter new physical inventory data. Deposit all funds that had not been deposited
prior to evacuation. Complete and print end-of-month reports. Complete the Cost of Food Used report. Place orders for goods needed. Report information to Area Manager.
School Food Services Technician(s) School Food Services Technician(s) School Food Services Technician(s) Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers Cafeteria Managers
“ “ “ “ “ “ “
All Child Nutrition Employees Portray a positive attitude. Emphasize the need for patience. Remind employees of the important roles they
play. Emphasize the need for good attendance. Review effectiveness of hurricane preparedness
and recovery plan. Report information to immediate supervisor
All Employees
HurricaneRecoveryPlan/Summer2011 Recovery Plans 6
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Child Welfare and Attendance Department
Pre-Hurricane Planning () Person(s) Responsible
Secure all files and records. Supervisor and Secretary
Back up all computer files. Secretary and ITS Rep.
Obtain accurate communication information from staff.
Supervisor
Move all technology equipment to a secure location within department.
Supervisor and Secretary
Post-Hurricane Immediate Response () Person(s) Responsible
Establish communication with supervisor and Superintendent.
Supervisor
Establish communication with department staff members.
Supervisor
Notify staff members of return-to-work date. Supervisor
Post-Hurricane Response () Person(s) Responsible
Determine damage to office site and report to appropriate person.
Supervisor
Return office to order. Supervisor, Staff
Meet with Assistant Superintendent regarding district plans for student evacuees.
Supervisor
Discuss with staff issues related to Child Welfare for student evacuees entering our system.
Supervisor, CWA Staff
Meet daily with the central office team to plan for the evacuees.
Supervisor
Meet with Human Resources Director to review and edit the data collection form.
Supervisor
HurricaneRecoveryPlan/Summer2011 Recovery Plans 7
Child Welfare and Attendance
Post-Hurricane Response (continued) () Person(s) Responsible
Post issues daily in the workroom that address needs for student evacuees.
Supervisor
Distribute district news regarding registration to parents of student evacuees at central office.
CWA Staff
Assist in determining dates and organization for completing the data collection forms.
Supervisor
Assist parents with the completion of the data collection forms.
Supervisor, CWA Staff
Set up a data base to input information regarding future enrollees, identifying residents, students identified by state, nonresidents.
Supervisor, Secretary
Provide daily reports to central office recovery planning team regarding numbers of enrollees.
Supervisor
Assist in setting up plans for the enrollment of the resident students.
Supervisor
Meet with Transportation Department to determine plans for identifying the buses students will ride and creating bus passes.
Supervisor
Meet with Director of Special Programs to arrange for nurses and immunization information at registration.
Supervisor
Arrange for all necessary personnel needed at enrollment site(s) to be present: school nurses, transportation, school personnel.
Supervisor
Coordinate enrollment of resident students. Supervisor, CWA Staff
Notify schools of process to enroll teachers‟ eligible children.
Supervisor
Assist in plans to enroll the students identified by the state
Supervisor
HurricaneRecoveryPlan/Summer2011 Recovery Plans 8
Child Welfare and Attendance
Post-Hurricane Response (continued) () Person(s) Responsible
Arrange for necessary enrollment materials to be delivered to sites.
Supervisor, CWA Staff
Assign a CWA staff member to oversee the student enrollment process at each site.
Supervisor, CWA Staff
Enroll students identified by the state. Supervisor, CWA Staff
Provide daily reports to central office regarding the number of registrants.
Supervisor, CWA Staff
Update the data base from new data collection forms completed and turned into CWA during the entire process.
CWA Staff, Secretary
Maintain all data collection forms in centralized location.
CWA Staff, Secretary
Meet with parents who have questions about our process and whose children are not enrolled for numerous reasons.
Supervisor, CWA Staff
Continuously monitor the eligibility and needs of students identified by the state in our system.
Supervisor and CWA Staff
Sort data collection forms by city of evacuation. Secretary
Meet with the Superintendent to determine a plan for investigating fraudulent information and residency.
Supervisor
Investigate the residency of students identified by the state and notify schools of follow-up action.
CWA Staff
Provide for assistance per the McKinney Vento Act for students in dire need.
CWA Staff
Meet with Comptroller regarding compiling the data needed for state audit of displaced students.
Supervisor, Secretary
Compile data collection forms for the state audit. Supervisor, Secretary
Continuously monitor and investigate the eligibility and needs of students identified by the state.
CWA Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 9
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Curriculum, Instruction and Assessment
Pre-Hurricane Planning () Person(s) Responsible
Back up files Develop directions for backing up files Purchase mini-drives Create a secure list of computer passwords Take master files (e.g., district assessments,
resource center inventory) on CD or place all on one hard drive that could be taken.
Curriculum Specialist Assistant Superintendent Secretaries
Move important records away from windows. All C & I Staff
Secure essential printed records. Designate a person/persons who will take
essential records with them (e.g., EHS checklist)
C & I Staff
Get contact information for administrators, teachers, and students in summer programs (e.g., LEAP Summer School, high school summer school, ESYP).
Assistant Superintendent – CIA; Summer School Principals
Identify phone numbers for out-of-parish relatives and friends of C & I Staff members.
Assistant Superintendent – CIA
List major priorities to be addressed upon return (All C & I members).
All C & I Staff
Post-Hurricane Immediate Response () Person(s) Responsible
Maintain communication, if possible. All C & I members
Contact consultants to cancel workshops. Contact Person for each Workshop
HurricaneRecoveryPlan/Summer2011 Recovery Plans 10
Curriculum, Instruction and Assessment
Post-Hurricane Recovery () Person(s) Responsible
Establish a designated time and place to meet. Assistant Superintendent – CIA
Survey current status of textbooks and other instructional materials.
Curriculum Specialists
Survey offices to identify and document losses/damages.
All C & I Staff members
Stay flexible and offer help where needed. All C & I Staff members
Assist schools in surveying damage and with recovery.
All C & I Staff members
Establish contact with families of HS and EHS. EHS and HS Directors
Establish procedures for timely testing of non-public and home school students who transfer to the district.
Assistant Superintendent – CIA
Identify needs (e.g., housing) of employees and assist when possible.
All C & I Staff Members
HurricaneRecoveryPlan/Summer2011 Recovery Plans 11
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Distribution Center/Warehouse
Pre-Hurricane Planning () Person(s) Responsible
Review procedure to document pre-disaster conditions with employees Building Contents Building Exterior, Interior, & Grounds
Supervisor
Bring in empty pallets and other loose items. W/C-2
Ensure all items are on pallets; leave nothing on the floor.
W/C-1
Ensure trucks are fully fueled. W/C-3
Park trucks inside and/or as close to building as possible.
W/C-3
Inventory warehoused items. W/C-1
Back up computer systems to include server. Supervisor
Take copy of backup‟s offsite. Supervisor
Verify employee contact numbers. Supervisor
Instruct employees to contact supervisor with their destination plans and to check in periodically.
Supervisor
Contact immediate supervisor and make him aware of evacuation plans and contact information.
Supervisor
Post-Hurricane Immediate Response () Person(s) Responsible
Establish communication with employees and supervisor.
Supervisor
Key: W/C-1, -2, -3: Warehouseman Courier
HurricaneRecoveryPlan/Summer2011 Recovery Plans 12
Distribution Center/Warehouse
Post-Hurricane Recovery () Person(s) Responsible
Assess area for damage, including Copy Center and HLC.
Supervisor
Check freezer and cooler temperatures. Supervisor/W/C-2
Coordinate with Child Nutrition on status of warehouse food.
Supervisor
Restore electronic equipment. W/C-1/CC
Move out empty pallets. W/C-3
Inventory warehoused items as well as equipment (trucks, pallet jacks etc.)
Supervisor
Report information to supervisor. Supervisor
Establish contact with essential vendors; make orders if necessary.
Supervisor
Prepare to support district. Staff
Continue communication with supervisor. Supervisor
Contact staff with a return date. Supervisor
Review effectiveness of the disaster plan. Staff
Key: W/C-1, -2, -3: Warehouseman Courier
HurricaneRecoveryPlan/Summer2011 Recovery Plans 13
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Department of Special Programs, Health and Social Services
Pre-Hurricane Planning () Person(s) Responsible
Distribute Crisis Response charts to all personnel to be used as a quick reference.
Counselors/Nurses/ Childcare Personnel
Encourage childcare and nursing personnel to be a member of Crisis Response Teams at assigned school.
School Administrator/Safe School Chairperson
Train personnel in first aid procedures. Nursing Staff
Make sure all schools assigned have current phone numbers (home, cell) and Connect-ED.
Counselors/Nurses/ Childcare Personnel
Update school emergency phone list which includes counselors/nurses and childcare personnel (if the school site has the childcare program).
School Office Specialists
Secure all equipment. Counselors/Nurses/ Childcare Personnel
Unplug computers and back up files on disks. Counselors/Nurses/ Childcare Personnel
Post-Hurricane Immediate Response () Person(s) Responsible
Contact the Supervisor of Nursing and several Coordinators to assess needs.
Director of Special Programs Coordinator of Nursing
Utilize internet websites – school system and parish government.
Director of Special Programs
Listen to WWL (870) for updates. Director of Special Programs
HurricaneRecoveryPlan/Summer2011 Recovery Plans 14
Special Programs, Health and Social Services
Post-Hurricane Recovery () Person(s) Responsible
Meet with supervisors to share plans for assisting personnel district-wide.
Director of Special Programs
Coordinate a core team of mental health professionals to develop a plan of action.
Director of Special Programs Supervisor of Pupil Appraisal
Assess displaced students for special medical needs at all school sites.
Director of Special Programs Coordinator of Nursing Special Service Nurse School Nurse
Review mandatory dates for State reports and discuss with immediate supervisor.
Director of Special Programs Coordinator of Nursing
Participate in district-wide placement for 1603 and residential students and prepare a list of required immunizations.
Director of Special Programs School Nurse Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 15
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Human Resources
Pre-Hurricane Planning () Person(s) Responsible
Send email to all supervisors/principals requesting that they review employee contact procedures and have up- to-date contact numbers for their staff members.
Executive Director
Direct HR staff to backup all computer files and secure backup disks.
Executive Director
Post-Hurricane Immediate Response () Person(s) Responsible
Seek and establish communication with HR department members.
Executive Director
Seek and establish communication with Executive Staff.
Executive Director, Assistants
Seek and establish communication with principals and key supervisors.
Executive Director, Assistants
Post-Hurricane Recovery () Person(s) Responsible
Assess initial impact on Human Resource needs for district.
Executive Director, Assistants
Secure relocation site, if needed, and set up temporary worksite.
Executive Director, Assistants
Order hardware and basic operational materials. ITS Director, Assistants
Establish contact with principals and other supervisors to begin process of assessing staffing needs.
Executive Director, Assistants
Determine if a Job Fair for additional teachers/employees is needed. If needed, schedule Job Fair, securing date and
location and send information to principals and other supervisors who may assist in interviewing process.
Executive Director Assistants, Clerical Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 16
Human Resources
Post-Hurricane Recovery (continued) () Person(s) Responsible
Determine if a Job Fair for additional teachers/employees is needed (continued). Provide C. O. receptionist (if available) with
application packets and/or information about online application process (www.teachlouisiana.net).
Provide district contact center (if established) with information on staffing process to share with public.
Create database (in ACCESS) of applications received as result of disaster.
Paper-screen applications as received and indicate acceptability including certification.
Select applicants to be invited to scheduled Job Fair.
Direct HR secretaries in contacting applicants by telephone to invite to Job Fair and secure commitments for attendance. Assign interviewees to a morning or afternoon arrival time.
Prepare packets for interviewer and interviewees, including writing requirement information.
Arrange reception/registration area for Job Fair and provide for refreshments for participants.
Allow interviewees to browse and sign up for interviews during first 30 minutes of each session.
Complete writing requirements and return to registration table.
Return the sign-up sheets to HR with ratings of each interviewee (i.e., scoring 1-5).
Notify principals of their allotments for additional teachers.
Turn in recommendation to HR. Follow procedures for offering positions including
reference checks, if possible. Notify successful applicants. Provide benefit information during new teacher
orientation. Assist local universities in placing student
teachers, if needed.
Executive Director, Assistants Clerical Staff Assistants Clerical Staff Assistants Assistants Assistants Clerical Staff Clerical Staff Executive Director Applicant Principal/Supervisor Assistant Supt, Director Principals Assistants Assistants Assistants Assistants
Compile list of displaced teachers from district and continue communication regarding their return to district.
Executive Director, Assistants
HurricaneRecoveryPlan/Summer2011 Recovery Plans 17
Human Resources
Post-Hurricane Recovery (continued) () Person(s) Responsible
Continue to counsel employees as to options with regard to their employment status if they are not able to return to work for an extended period of time.
Executive Director, Assistants
Attend principals‟/supervisors‟ meetings during initial weeks following disaster to serve as a resource and to gain better perception of their needs.
Executive Director, Assistants
Reflect on action plan and revise during process as well as afterward.
Entire HR Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 18
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Information Technology Services
Pre-Hurricane Planning () Person(s) Responsible
Facilitate meeting to discuss assignments and plans for recovery.
Director
Notify Excel Software Professionals (ESP) pending disaster declaration.
Systems Analyst
Work with ESP to determine the best course of action for the backup alio server.
Systems Analyst
Prepare tapes, forms, and disaster recovery documentation for shipment.
Help Desk Coordinators Systems Analyst
Remove and relocate NAS servers to safe area Network Engineers Server Administrator
Ensure that travel reservations and accommodations have been made and confirmed.
Director Systems Analyst
Ensure that travel advance has been secured including monies for supplies, tapes, etc.
Director Systems Analyst
Post-Hurricane Immediate Response () Person(s) Responsible
Notify administrators of status of data center, etc. Network Technician
Post-Hurricane Recovery () Person(s) Responsible
Set up temporary work area within the recovery site. Network Technician
Install portable building, including furnishings and environmental controls, at the designated alternate site. (The determination of the location of the alternate site can be made at this time.)
Network Technician
HurricaneRecoveryPlan/Summer2011 Recovery Plans 19
Information Technology Services
Post-Hurricane Recovery (continued) () Person(s) Responsible
Relocate phone lines from ITS Department (Fax 785-9926) and Help Desk Coordinator (785-3126) to the recovery/alternate site for use as communications lines to the Recovery Services Computer Center.
Network Engineers
Establish temporary Help Desk and notify users of the disaster and recovery plans.
Help Desk Coordinators
Install terminals, servers, printer, and networking. Network Engineers Systems Analyst
Load the servers with the most recent set of backups available.
Director Systems Analyst
Operate and maintain all functions of the recovery/alternate site.
Systems Analyst
Establish plans to return to pre-disaster levels of facilities, equipment, supplies, documents, etc.
ITS Staff
Review the effectiveness of the disaster plan as carried out.
ITS Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 20
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Physical Plant Services
Pre-Hurricane Planning () Person(s) Responsible
Disaster Preparation Meeting (accomplished by second week in August)
Executive Director of PPS, PPS & Admin.
Administrative (site) Review disaster prep/recovery plans with site
administrators. Check emergency phone/radio (cell phone) with site
administrators. Determine emergency custodian for site with
administrator.
Coordinator of Safety, Security and Emergency Preparedness Executive Director of Physical Plant Services
All Groups: Custodial, Distribution, Child Nutrition, Maintenance, Transportation Review disaster prep/recovery plans with all groups. Review use of 800-trunking radio with all groups. Review/revise emergency contact information. Test 800-trunking radios.
Respective Supervisor
Custodial Review procedure to document pre-disaster conditions
with custodians.
Building Contents
Building Interior
Executive Director of Physical Plant Services
Maintenance Recruit emergency maintenance crew. Review procedure to back up/secure files (inventory)
with crew. Review procedure to check vehicles/machinery for
emergency use.
Maintenance Director
HurricaneRecoveryPlan/Summer2011 Recovery Plans 21
Physical Plant Services
Pre-Hurricane Planning (continued) () Person(s) Responsible
Disaster Preparation Meeting (accomplished by first week in June) (continued)
Executive Director of PPS, PPS & Admin.
Maintenance (continued) Review procedure to document pre-disaster conditions
with crew.
Buildings‟ Exterior & Grounds
Special Systems (Fire Alarm, PA, Security Alarm)
Telephone
Utilities (Electricity, Gas, Water)
Maintenance Director
Disaster Preparation Meeting (48 hours prior to event) Executive Director of PPS, PPS & Admin.
Administrative (site) Contact/contract vendors for building cleaning. Notify all groups to document pre-disaster conditions
of site. Review disaster prep/recovery plans with site
administrators. Test emergency phone/radio (cell phone) with
administrators.
Executive Director of Physical Plant Services
All Groups: Custodial, Distribution, Child Nutrition, Maintenance, Transportation Review Disaster Preparation and Recovery Plan with
all groups. Test use of 800-trunking radio (walkie-talkie).
Respective Supervisor
Custodians Contact/organize emergency custodian at each site. Secure site for disaster conditions. Check/document pre-disaster conditions of site.
Building Contents
Building Interior Prepare site for possible use as shelter.
Executive Director of Physical Plant Services Emergency Custodian
HurricaneRecoveryPlan/Summer2011 Recovery Plans 22
Physical Plant Services
Pre-Hurricane Planning (continued) () Person(s) Responsible
Disaster Preparation Meeting (48 hours prior to event) (continued)
Executive Director of PPS, PPS & Admin.
Maintenance Contact contracted vendor for debris removal. Contact/organize emergency employees. Back up all files; arrange for safekeeping. Purchase/stock materials/supplies needed for
emergency use. Secure all sites. Check/fuel/charge vehicles/machinery needed for
emergency use. Check/document pre-disaster conditions of all sites.
Buildings‟ Exterior & Grounds
Special Systems (Fire Alarm, PA, Security Alarm)
Telephone
Utilities (Electricity, Gas, Water)
Maintenance Director Maintenance Personnel / Emergency Custodian
Post-Hurricane Immediate Response () Person(s) Responsible
Establish communication with Superintendent/Executive Staff.
Schedule Disaster Recovery Meeting (4 hours after event).
Executive Director of Physical Plant Services
Post-Hurricane Recovery () Person(s) Responsible
Administrative (site) Contact contracted vendor for building cleaning, if
needed. Notify all groups to document post-disaster conditions
of site. Review Disaster Recovery Plan with site
administrators. Issue 800-trunking radio (walkie-talkie) with
administrators and verify operation. Verify operation of emergency phone/radio (cell
phone) with administrators.
Executive Director of Physical Plant Services Coordinator of Safety, Security and Emergency Preparedness
HurricaneRecoveryPlan/Summer2011 Recovery Plans 23
Physical Plant Services
Post-Hurricane Recovery (continued) () Person(s) Responsible
All Groups: Distribution, Child Nutrition, Maintenance, Transportation Verify operation of 800-trunking radio with all groups.
Coordinator of Safety, Security and Emergency Preparedness
Custodians Contact/organize emergency custodian at each site. Check/document damage to site; report information to
supervisor.
Building Contents
Building Interior Clean interior of buildings and seek assistance, if
needed.
Executive Director of Physical Plant Services Emergency Custodian
Maintenance Contact contracted vendor for debris removal, if
needed. Contact/organize emergency employees. Check/document damage to site; report information to
supervisor.
Buildings‟ Exterior & Grounds
Special Systems (Fire Alarm, PA, Security Alarm)
Telephone
Utilities (Electricity, Gas, Water) Repair/clean areas of responsibility.
Buildings‟ Exterior & Grounds
Special Systems (Fire Alarm, PA, Security Alarm)
Telephone
Utilities (Electricity, Gas, Water)
Maintenance Director Maintenance Personnel / Emergency Custodian
Schedule meeting to evaluate effectiveness of hurricane preparedness and recovery plan.
Executive Director of Physical Plant Services
HurricaneRecoveryPlan/Summer2011 Recovery Plans 24
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Public Information Department
Prior to Hurricane Season () Person(s) Responsible
Verify validity of all media contact information, including alternate phone numbers/locations of media in case of evacuation
Public Information Coordinator – Special Programs
Verify validity of contact information for representatives from surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education).
Public Information Coordinator – Special Programs
Present past storm effects for Board members and Executive Staff.
EOC
Distribute Connect-ED employee information verification letters three times per year: August (first day for teachers), January (first school day in month), and May (first school day in month).
Human Resources
Ensure inclusion of Connect-ED form in all new employees and student packets.
Secretary
Verify student Connect-ED forms and cross-check roster of registered students with Connect-ED.
School Office Specialists
Order four USB drives and external hard drives needed to back up large graphic files.
Secretary
Train all Public Information Department staff to post emergency information to website and develop a simple checklist of instructions.
Public Information Coordinator – Multi Media Services
Train all Public Information Department staff to post emergency information on Channel 8 and develop a simple checklist of instructions.
Public Information Coordinator – Multi Media Services
Train all Public Information Department staff to utilize Connect-ED for emergency information and develop a simple check list of instructions.
Director
HurricaneRecoveryPlan/Summer2011 Recovery Plans 25
Public Information
Prior to Hurricane Season (continued) () Person(s) Responsible
Train all Public Information Department staff to post emergency information on high school marquee signs; develop a simple checklist of instructions.
TBD
Develop eight binders with the checklist instructions and copies of directories for staff and media phone numbers.
Secretary
Consider additional equipment for Public Information Department staff to handle necessary after-storm tasks.
Director
Establish a two-way communication system for employees. (Facebook, Email, RTW Policy)
Public Information Department
Pre-Hurricane Planning (Alert Status) () Person(s) Responsible
Contact School Office Specialists to upload Connect-ED student data.
Secretary
Upload Connect-ED employee data. Secretary
Verify Connect-ED employee groups (i.e., transportation, maintenance, etc.)
Director
Contact national P.R. service for Connect-ED. Director
Obtain frequent updates on storm and communicate storm status to employees.
Director
Verify validity of all media contact information, including alternate phone.
Public Information Coordinator – Special Programs
Verify validity of contact information for representatives from surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education).
Secretary
Back up computer files Department Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 26
Public Information
Pre-Hurricane Planning (Alert Status) (continued) () Person(s) Responsible
Review checklists for communication resources (i.e., Channel 8, the website, Connect-ED, etc.)
Department Staff
Pre-Hurricane Planning (Upon Evacuation Declaration) () Person(s) Responsible
Send a message to employees and parents via Connect-ED, email, the website, Channel 8, and the high school marquee signs.
Director
Give the message for the phone system to the receptionist.
Director
Send a press release to the media via fax and telephone notifications, including contact names and phone numbers for EOC.
Director
Compile evacuation locations and contact information for the Public Information Department and Executive Staff and distribute to department staff to include in Hurricane Binders.
Secretary
Take laptops/USB drives and Evacuation Binder with them during evacuation.
Department Staff
Take a digital and video camera for documentation of damages.
Director
Post-Hurricane Immediate Response (Alert Status) () Person(s) Responsible
Keep the Executive Staff and Public Information Department staff informed of storm status.
Director
Communicate parish‟s assessment of damages to all stakeholders.
Director
Communicate with surrounding school districts (i.e., Jefferson, Orleans, St. Tammany, St. Bernard, Lafourche, St. John, St. James, and the State Department of Education) to ensure message consistency.
Director
HurricaneRecoveryPlan/Summer2011 Recovery Plans 27
Public Information
Post-Hurricane Recovery () Person(s) Responsible
Disseminate messages daily regarding status of parish and schools via TV and radio stations, email, website, Connect-ED, community billboard, newspaper articles, and/or ads as available.
Department Staff
Meet upon returning to work to designate specific duties. Department Staff
Establish the “Hurricane Hotline” phone bank to handle all hurricane-related phone calls.
Department Staff/Designated Employees
Create and update daily a list of Frequently Asked Questions with answers and distribute the list to the phone bank personnel, the webmaster, all departments, and all work areas.
Department Staff
Report to and facilitate the phone bank. Public Information Coordinator/Special Programs
Order any requested signage. Department Staff
Select sites for non-electronic billboards for posting information.
Department Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 28
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Sales Tax Department
Pre-Hurricane Planning () Person(s) Responsible
Back up all computer files. All Employees
Contact JPI to confirm secondary backup. Director
Evacuate with backup files, laptops, tape drives, and portable scanner.
Director
Obtain evacuation numbers or locations for staff. Secretary
Clear desktops of taxpayer records and secure all files.
All Employees
Post-Hurricane Immediate Response () Person(s) Responsible
Contact Tax Office employees and check on status. Director
Communicate to employees time frame and sites for beginning operations.
Director
Contact Rochelle Cancienne to update our webpage to indicate temporary address change for taxpayer returns, if necessary.
Director
Post-Hurricane Recovery () Person(s) Responsible
Determine if office is operable. Secretary
Check status of electronic filing software. Director
Check status of banking operations. Bookkeeper
Arrange temporary work conditions to process collections, if necessary.
Director
HurricaneRecoveryPlan/Summer2011 Recovery Plans 29
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
School Sites
Pre-Hurricane Planning () Person(s) Responsible
Ensure Sprint/Nextel emergency cell phone and school radios are fully charged.
School Office Specialist
Take Sprint/Nextel emergency cell phone and charger to evacuation destination.
Principal
Cancel after-school activities. Principal
Obtain evacuation destination information of staff members, including phone numbers.
School Office Specialist
Update Connect-ED and phone tree. School Office Specialist
Stock ample supply of pen drives/disks to back- up all computers.
School Office Specialist
Back up staff computer files. Take back up off site. Technical Site Coordinator
Contact personnel who are absent to obtain access to computer files to secure data.
School Office Specialist
Move important papers/books off the floor and away from windows.
Teachers, Custodial Staff
Secure loose materials/ trash on campus. Custodial Staff
Assure that all windows, doors, vents, shutters, etc. are closed and securely locked.
Custodial Staff
Take St. Charles Parish ID badges when evacuating. All Staff
Remove all food items from the school and place in dumpster outside of the building.
Custodial Staff
Survey interior and exterior of buildings and report to maintenance any unusual conditions prior to the storm.
Administration and Custodial Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 30
School Sites
Pre-Hurricane Planning (continued) () Person(s) Responsible
Determine if a custodian is available to return soon after the event.
Principal
Inform staff of contact information in order for employee to make contact with principal within 24 hours after disaster impact or emergency situations
Principal
Remove live animals from the school. Teachers
Direct schools to unlock interior doors and secure exterior doors
Administrator of Physical Plant Services
Principals check refrigerators to ensure they have been emptied. Principals check exterior doors to make sure they are secure.
Principals
Post-Hurricane Immediate Response () Person(s) Responsible
Maintain contact with key personnel. Principal
All faculty and staff are to notify the principal of location and contact information
Faculty and Staff
Post-Hurricane Recovery () Person(s) Responsible
Contact supervisor or key personnel to obtain directives from Central Office.
Principal
Avoid use of lanterns, torches, and lit cigarettes in the building as there may be leaking gas lines or other hazards involving flammable materials.
Custodial Staff
Survey inside and outside of school to assess damage to structure.
Administration, Custodial Staff
Survey inside of building to assess damage to materials, equipment, furniture, supplies, etc.
Administration, Custodial Staff
Report survey findings to Administrator of Physical Plant Services, where appropriate.
Principal
Test PA system, fire alarm, and security system. Principal
HurricaneRecoveryPlan/Summer2011 Recovery Plans 31
School Sites
Post-Hurricane Recovey (continued) () Person(s) Responsible
Secure inside of buildings to avoid further damage caused by wind or rain (request assistance, if needed).
Custodial Staff
Clean yard of debris wherever possible. Custodial Staff
Contact employees with pertinent information. Administration
Identify needs of employees and assist, if possible. Administration
HurricaneRecoveryPlan/Summer2011 Recovery Plans 32
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Special Education Department
Pre-Hurricane Planning () Person(s) Responsible
Update current phone numbers on phone tree and Connect-ED.
Staff
Conduct periodic drills and review emergency procedures.
Director of Special Education
Turn computers completely off. Staff
Train and review backup procedures with staff. Special Ed. Technology Specialist
Back up files (including inventory) to flash drive and take with you.
Staff
Purchase emergency containers for information the staff needs to take with them.
Special Education Secretary
Post-Hurricane Immediate Response () Person(s) Responsible
Check websites (parish/school), radio/TV stations, and newspapers.
Staff
Check/respond to ticker messages on TV. Staff
Communicate location to Director of Special Education.
Staff
Post-Hurricane Recovery () Person(s) Responsible
Assess personnel needs. Director of Special Education
Assess damage/losses and share written results with Director of Special Education.
Staff
Restore files, if computer is damaged. Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 33
Special Education
Post-Hurricane Recovery (continued) () Person(s) Responsible
Check deadlines/compliance issues and share written results with Director of Special Education.
Staff
Verify records of students for schools, if necessary. SER Secretary & IDEA Liaison
Compile reports, as needed/requested. Staff
Contact Textbook Coordinator/Warehouse Supervisor to determine status of inventory.
LRE Facilitator
Share damage/loss reports and deadlines/compliance issues with Assistant Superintendent of Curriculum, Instruction and Assessment
Director of Special Education
Review effectiveness of emergency plans for any needed changes.
Staff
HurricaneRecoveryPlan/Summer2011 Recovery Plans 34
St. Charles Parish Public Schools
Hurricane Disaster Preparedness and Recovery Plan
Transportation
Pre-Hurricane Planning (Evacuation Order Received) () Person(s) Responsible
Review procedure to document pre-disaster conditions with employees Building Contents Building Exterior, Interior & Grounds Generator Storage (gas) Vehicles
TOC/TM
Determine drivers/staff available to evacuate Parish and stay with bus/evacuees.
TM/Dispatcher
Determine drivers available to evacuate residents locally.
TM/Dispatcher
Determine drivers/staff available to work immediately after emergency.
TM/Dispatcher
Secure necessary resources (money, food, water, medical, etc.).
TOC/TM
Brief staff on emergency/evacuation plan: Cell phone/emergency communication numbers
and addresses Emergency/evacuation staging areas, routes,
support, and shelters Parish reentry plan Radios/chargers distributed to
emergency/evacuation personnel Residents transported and expectations of
evacuation drivers/staff
TOC TM TOC TOC SM/SC TOC/TM
Top off district vehicles with fuel. SC/Mechanics
Top off fuel tanks. SC/Mechanics
KEY: TOC: Transportation Operations Coordinator TM: Transportation Manager SM: Service Manager SC: Shop Clerk
HurricaneRecoveryPlan/Summer2011 Recovery Plans 35
Transportation
Pre-Hurricane Planning (Evacuation Order Received) (continued)
() Person(s) Responsible
Park buses at centralized locations in protective postures (HHM, East Bank Lot, West Bank Lot)
SM/Drivers
Secure keys as directed. SM/Mechanics
Secure loose items at transportation sites. SC/Mechanics
Back up computers, secure backups as directed, unplug and put CPUs on table tops, take laptop computers.
TM/SC/Staff
Identify buses for Sheriff‟s Office (Special Needs & Regular).
SM/SC
Receive needs from Emergency Operations and transport personnel.
TOC
Post-Hurricane Immediate Response (Evacuation Order Still in Effect)
() Person(s) Responsible
Determine status and location of all emergency drivers/staff and evacuees.
TOC/TM
Evaluate transportation sites, resources, and staff. TOC/TM/SM
Schedule available emergency staff (ongoing). TM/SM
Support district needs (ongoing). TOC/TM/SM
Transport personnel as directed by Emergency Operations.
TOC
Inventory available resources. TM/SM
Post-Hurricane Recovery (Evacuation Order Lifted) () Person(s) Responsible
Pick up and return evacuees to locations directed by Emergency Operations.
TOC
KEY: TOC: Transportation Operations Coordinator TM: Transportation Manager SM: Service Manager SC: Shop Clerk
HurricaneRecoveryPlan/Summer2011 Recovery Plans 36
Transportation
Post-Hurricane Recovery (Evacuation Order Lifted) (continued)
() Person(s) Responsible
Continue to transport personnel as directed by Emergency Operations.
TOC/TM
Debrief evacuation drivers/staff. TOC/TM
Post-Hurricane Recovery
Check/document damage to site; report information to supervisor. Building Contents Building Exterior, Interior & Grounds Generator Storage (gas) Vehicles
TOC/DOT/SM
Meet with transportation/district/parish staff. TOC/TM
Determine health and welfare needs of transportation staff.
TOC/TM
Coordinate transportation recovery operations with Executive Staff.
TOC
Evaluate district requirements. TOC/TM/SM
Secure additional necessary resources. TOC/TM/SM
KEY: TOC: Transportation Operations Coordinator TM: Transportation Manager SM: Service Manager SC: Shop Clerk
HurricaneRecoveryPlan/Summer2011
Actions Taken
This document includes the actions taken for refining the hurricane disaster
preparedness and recovery plan.
HurricaneRecoveryPlan/Summer2011 1
St. Charles Parish Public Schools Hurricane Disaster Preparedness and Recovery Plan
Pre-Hurricane Planning () Person(s) Responsible
Communication System.
Up date information for Connect-ED.
Maintain a Web server backup (out of town). (Baton Rouge)
Designate an answer center for key personnel.
Update training on use of satellite phone.
Update training for identified personnel in the 800-trunking system.
Establish community bulletin boards to provide updated information regarding the status of the school district.
Identify and contract additional phone services from
other vendors Use texting capabilities for Connect-ED and Identify
needs to maintain email capability
Director of Public Information ITS
Public Information Dept/ITS
ITS Executive Director of Physical Plant Services
Public Information Dept Chief Financial & Administrator Officer Director of Public Info. & Director of Information Technology Services
Identify members of teams who will be expected to evacuate to common locations that will allow expedient return to the district following the storm (i.e., Recovery Team, EOC Team, Transportation Team). The roles and responsibilities of these teams are clearly defined and communicated prior to hurricane season.
Conduct a pre evacuation meeting to establish
expectations and secure contact information.
Executive Staff Superintendent
KEY: = completed task
HurricaneRecoveryPlan/Summer2011 2
Pre-Hurricane Planning (continued) () Person(s) Responsible
Identify Recovery Team and establish an out-of-district command center for evacuation (Dallas, TX). Recovery Team list: Superintendent; Board President and Vice-President; Asst Superintendents, Associate Director of Finances and Administration, Director of Information Technology, Systems Analyst and Payroll Specialist
Establish an out-of-district command center for evacuation to the east (Nashville, TN)
Superintendent Chief Financial & Administrator Officer
Establish a pre-disaster arrangement with contracted custodial and building repair services.
Executive Director of Physical Plant Services
Communicate return to work policy to employees. Superintendent
Identify buses to be used for evacuation. Administrator of Ancillary Services and TOC
Communicate authorization method for reentry to parish (Employee Identification).
Director of Public Information
Pre-Hurricane Planning (continued) () Person(s) Responsible
Secure Extra keys: Coolers/Freezers Buses/Vehicles Buildings
Director of CN/Administrator of Ancillary Services
TOC/Administrator of Ancillary Services Director of Maintenance
Secure district corporate cards for lead bus drivers evacuating residents (fuel only).
Chief Financial & Administrator Officer
Extend the credit card limit ($4000) Chief Financial & Administrator Officer
Make arrangements (accommodations) for bus drivers evacuating
Chief Financial & Administrator Officer
HurricaneRecoveryPlan/Summer2011 3
Provide a $500 advance to bus drivers who drive evacuees for two consecutive storms within the same hurricane season.
Chief Financial & Administrator Officer
Direct schools to unlock interior doors and secure exterior doors
Executive Director of Physical Plant Services
Principals check refrigerators and exterior doors Executive Director of Physical Plant Services
Principals divide staff contact among administrators Executive Director of Physical Plant Services
Post-Hurricane Recovery () Person(s) Responsible
Establish Recovery Team in the district (Executive Staff) to address issues and coordinate recovery. (To be determined based on local damages.)
Assistant Superintendent
Prepare Landry site for temporary generator power
Executive Director of Physical Plant Services
Conduct a thorough assessment of facilities immediately following the storm (Plant Services Team)
Executive Director of Physical Plant Services
KEY: = completed task
GENERATORS:
Maintenance Building
Central Office
Eual J. Landry Alternative Center (generator tie-in) EOC Team:
John Rome
Pat O‟Malley
Rochelle Cancienne-Touchard
Gary Martin
Andy Mire
Billy Hayes
Stephen Robicheaux