Harvey Storm Update. Situation. Key Tasks for the Staff Recommendations. Current weather update Events schedule on campus

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Alexander Armstrong
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1 Situation Harvey Storm Update Current weather update Events schedule on campus Key Tasks for the Staff Recommendations Decision Timeline KatSafe Messaging Campus closure or schedule modifications EOC Activation

2 Situation Update (NWS 0615AM)

3 Situation Update (NWS 0400AM)

4 NWS Warning (as of 24 AUG)

5 Weather Outlook AUG (as of 24 AUG at 0730) SHSU Events Scheduled FRI - SUN

6 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

7 Staff Actions H- Hour ACTION REQUIRED AGENCY Phase PRE Update staff as the storm develops or is downgraded PRE Review food service plan PRE Review emergency power generation plans PRE Set up phones in PACE Emergency Prep Ararmark Facilities Mngt 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, , etc.) IT 120 Receive notification from EOC of activation Emergency Prep 120 Monitor Weather Channel, national news sources Emergency Prep 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

8 4-72 File claims for reimbursement and damage Finance Staff Actions H- 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 4-72 Publish After the Storm website with essential recovery information PIO 4-72 Conduct Walk through of facilities for necessary repairs Facilities

9 Recommendations Decision Timeline KatSafe Messaging Campus closure or schedule modifications EOC Activation

10 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

11 KatSafe Notifications (23 AUG)

12 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.

13 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.

15 Stadium Evacuation Videos Monitoring Inclement Weather Stadium Evacuation Two video announcements ready: Monitoring: We are monitoring the Inclement Weather Stadium Evacuation: We are evacuating the Stadium

16 Hazardous Matrials Chemicals, lab animals, waste Continuity of Operations Campus Conditions (as of 1000 on 24 AUG) Condition Description Status Trafficability Food and Residence Halls Incident or weather impacting trafficability to campus 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 Public Perception Imminent threat to campus Hunstville School District Montgomery County Schools Significant delays on I45 affecting operations News and Social Media Reports about safety Law enforcement determining imminent threat Closing of schools in Huntsville Closing of schools in vicinity of TWC

17 Recommendations Decision Timeline KatSafe Messaging Campus closure or schedule modifications EOC Activation

18 Power Generation Priority 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 Equipment TRIES Research Equipment Expected online by 24 AUG

19 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.

20 Bus Route and Drop Off From HWY 19 Take Bearkat BLVD Turn Left into Stadium Parking lot DROP OFF Turn Left on Bowers Turn Right on Bearkat to HWY 19

21 To SHSU Shelter from Shelter From 75 Turn left onto 11 th street To Sycamore Turn right onto Sycamore to Bearkat BLVD Turn left into parking lot to DROP OFF Turn Left on Bowers

22 From I45 Take HWY 19 exit To Bearkat BLVD Take Bearkat BLVD to Stadium Parking lot Turn left into parking lot to DROP OFF To SHSU Shelter from I45 Turn Left on Bowers Turn Right on Bearkat to HWY 19

23 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, , voice) Planning group composition Sources of information

24 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

25 EOC Primary - PACE CR (PRES) (PIO, Academic Affairs) (Student Affairs, Aramark) (EM, Facilities, ATH ) (OPEN EOC) LAPTOP Login: $H$UEMERMNGT

26 Sheltering Operations ACTION REQUIRED Confirm all required equipment for Emergency Prep and Reception is available Review food service plan for shelters Review emergency power generation plans Determine cooling fan availability (athletics) Confirm personnel available to support shelter leaders Review Security Plan for shelter sites Review road conditions, construction, etc. on established evacuation routes Confirm availability of teams to support shelter set-up Review and activate feeding plan as needed Review and activate logistical needs for shelter hub Alert volunteers about possible activiation Confirm availability of supplies and materials that will be needed Activate Traffic plan at Check-in/reception center Issue PO's under MOU for emergency equipment, fuel, and tools at 72 hours, delivery Confirm signage Prepare area to receive evacuees Set-up Orientation for incoming staff Set-up staff shelter and meals Move equipment and supplies to shelter Confirm WiFi and entertainment packages Initiate media advisories and/or press releases as needed Confirm evacuation status (voluntary/mandatory) with Walker County EOC Initiate traffic patrol of evacuation routes and review traffic plan for affected areas Coordinate with Shelter managers to determine Shower and Porta Pottie needs Confirm communications needs at shelters Deploy cots to shelters Prepare for EOC Activation with equipment and communications Activate Shelter Registration Monitor map requirements, produce, distribute additional maps for bus drivers Monitor water supply Monitor portable toilets for sanitation AGENCY Emergency Prep Ararmark Facilities Mngt Emergency Prep Shelter UPD Facilties Mngt Shelter Red Cross Red Cross Shelter Volunteers Shelter Facilities Mngt Shelter Shelter Shelter Shelter Shelter Information Tech PIO Emergency Prep UPD Shelter IT Logistics Emergency Prep Shelter Facilities Mngt Volunteers Shelter

27 KatSafe Message Hurricane Harvey

28 KatSafe Notifications (23 AUG)

29 KatSafe Notifications (23 AUG)

30 28 AUG

31 KatSafe Notifications (26 AUG)

32 KatSafe Notifications (26 AUG)

33 Weather Outlook

34 Continuity of Operations Condition Description Status Availability of personnel Trafficability Food and Residence Halls Displaced faculty and staff Incident or weather impacting trafficability to campus Interruption to basic services and lodging Campus Conditions (as of ) Counseling and health services Services available with appropriate staffing Safety (electrical, structural, wet floors, Damage to Buildings elevators) County Warnings and Restrictions Warnings issued via emergency networks Adjustments to Academic Financial aid, add/drop, refund -Banner, online Calendar courses Modifications to traffic/parking Adjustments due to debris and sheltering Public Perception Transportation Hazardous Materials Document Costs and Hours News and Social Media Reports about safety Increased shuttle service from Montgomery County Chemicals, lab animals, waste FEMA reimbursement and After Action Review (AAR), capture hours reportable, pictures

35 Reporting

36 Student Support

37 Volunteering

38 Support Operations

Sam Houston State University ANNEX A WARNING ANNEX A WARNING, JUNE

Sam Houston State University ANNEX A WARNING 1 This emergency management plan is hereby approved. This plan is effective immediately and supersedes all previous editions. Dana Hoyt - President Sam Houston