Please leave this area empty for possible sponsorship acknowledgement Date Time Caught in the Storm Successful Steps to Disaster Recovery July 10, 2005 10:30 a.m. 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
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Please leave this area empty for possible sponsorship acknowledgement Date Time Caught in the Storm Successful Steps to Disaster Recovery July 10, 2005.
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Please leave this area empty for possible sponsorship acknowledgement
Date
Time
Caught in the Storm
Successful Steps to Disaster Recovery
July 10, 2005
10:30 a.m.
Albert P. Little, Vice President, Finance & Administrative ServicesBrevard Community College
Glenn W. Little, Vice President for Business AffairsSouth Florida Community College
Barry A. Keim, Vice President of Administration & FinanceIndian River Community College
Please leave this area empty for possible sponsorship acknowledgement
Date
Time
When Pigs Fly…
You Better Take Cover!
July 10, 2005
11:00 a.m.
Albert P. Little, Vice President, Finance & Administrative ServicesBrevard Community College
Glenn W. Little, Vice President for Business AffairsSouth Florida Community College
Barry A. Keim, Vice President of Administration & FinanceIndian River Community College
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:
• 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 plan• Incorporates all potential natural disasters• Plan to expand to include civil emergencies
• 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
• 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
Brevard County Malabar
Orlando
September 5, 2004 First views of East and Central Florida Damage
Ft. Pierce
September 5, 2004 First views of East and Central Florida DamageJensen Beach
September 5, 2004 First views of East and Central Florida DamageVero 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