Riders in the Storm: Surviving Disasters John C. Cavanaugh, Ph.D. President University of West Florida Presented to ACUA, September 2005

What Do You Do? It’s Sunday night, September 12, You’re checking the Weather Underground website of computer models and discussion of a Category 4- 5 hurricane named Ivan in the Gulf. The models show possible landfall over a several hundred mile area. You are in the landfall zone in some models, but not others. Landfall is projected in about hours. You are the President. What do you do?

Why Are We Here Today? Disasters happen Disasters happen –Hurricanes, tornadoes, earthquakes, floods, fires, blizzards, ice storms, threat of terrorist attacks Disasters do not discriminate Disasters do not discriminate Are you ready for yours? Are you ready for yours?

UWF Knows Storms! 2004 Hurricane Ivan (September 16) Hurricane Ivan (September 16)2005 Tropical Storm Arlene (June 18) Tropical Storm Arlene (June 18) Tropical Storm Cindy (July 6) Tropical Storm Cindy (July 6) Hurricane Dennis (July 10) Hurricane Dennis (July 10) Hurricane Katrina (August 29) Hurricane Katrina (August 29) Hurricane Rita? Hurricane Rita?

UWF Factoids Approximately 10,000 students Approximately 10,000 students –1,500 reside in campus housing Multiple Campuses across the Florida Panhandle Multiple Campuses across the Florida Panhandle –Main campus in Pensacola –Largest branch in Fort Walton Beach (60 miles east) Florida’s only university in the Central Time Zone Florida’s only university in the Central Time Zone

Hurricane Ivan September 16, th worst natural disaster in U.S. history 6 th worst natural disaster in U.S. history Estimates are that in Pensacola area Estimates are that in Pensacola area –50,000 people were displaced (about 10% of the total population) –52% of homes were damaged or destroyed; does not include Alabama University of West Florida University of West Florida –$12 million in damage –10% of employees with catastrophic damage; many students as well –Closed for three weeks

Natatorium & Field House

Field House

Sports Complex

Repairs Begin

Hurricane Dennis July 10, 2005 Landfall near Navarre (20 miles east of Pensacola) Landfall near Navarre (20 miles east of Pensacola) Damage more concentrated than Ivan Damage more concentrated than Ivan University of West Florida sustained $1 million in damage University of West Florida sustained $1 million in damage UWF closed for one week UWF closed for one week

Hurricane Katrina August 29, 2005 UWF closed for two days UWF closed for two days Minimal physical damage to UWF Minimal physical damage to UWF Ongoing issues Ongoing issues –Students, faculty, and staff from other institutions –Longer-term assistance

What Does It Take To Ride These Storms? Experience Experience Planning Planning Decisiveness Decisiveness Execution Execution Personal Touch Personal Touch

Experience Previous major disaster experience Previous major disaster experience –President and Executive Vice President Key middle-management team members’ experience with previous “close calls” Key middle-management team members’ experience with previous “close calls” Prior consultation with others experiencing natural disasters (e.g., Mississippi University for Women) Prior consultation with others experiencing natural disasters (e.g., Mississippi University for Women)

Planning Comprehensive emergency management plan and continuity of operations plan are ESSENTIAL Comprehensive emergency management plan and continuity of operations plan are ESSENTIAL Make disaster planning a regular part of senior team meetings Make disaster planning a regular part of senior team meetings Clarity of roles and responsibilities Clarity of roles and responsibilities Built-in external reviews Built-in external reviews Remote copies of key data Remote copies of key data

Planning Assume total loss of: Assume total loss of: –Communications –Basic infrastructure (power, water, sewage, etc.) Plan for the unexpected (e.g., in Ivan) Plan for the unexpected (e.g., in Ivan) –Power out for 10 days –Sewage plant down for nearly a week –UWF had only potable water in the county for over a week –No phone service at all for more than a week

Planning Don’t forget to include how you will: Don’t forget to include how you will: –Communicate often with campus and community –Create a clear policy on when to evacuate and to where –Identify essential personnel –Be “in the loop” with county emergency operations centers –Operate key processes remotely –Create contingency contracts for key supplies (e.g., fuel for generators) and services (e.g., debris removal, contractors for repairs)

Planning Plan for reality that is worse than what you think will be the worst case scenario Plan for reality that is worse than what you think will be the worst case scenario Conduct what-if scenarios and use results to improve plans Conduct what-if scenarios and use results to improve plans “Unpredictable” is not an option “Unpredictable” is not an option

Decisiveness Absolutely must be decisive, and clear and consistent in message Absolutely must be decisive, and clear and consistent in message –Safety comes first –Close the campus as early as possible –Stay closed as long as necessary to have a safe campus President/Chancellor should chair all the emergency team meetings President/Chancellor should chair all the emergency team meetings

Execution Clearly invoke the plans Clearly invoke the plans Charge the emergency teams Charge the emergency teams Let the teams do their jobs, but be accountable Let the teams do their jobs, but be accountable Remain flexible Remain flexible Teams meet daily until situation improves Teams meet daily until situation improves –Create a situation room

Execution Coordination and communication key Coordination and communication key –Teams need cross-talk –Establish websites to provide information and connect people –Identify spokesperson(s) for various issues –Communicate often

Execution Lock down the campus when damage is extensive Lock down the campus when damage is extensive –Keeps safety first –Preserves ability to document for insurance and FEMA –Expedites repairs/renovations Engage faculty in solving academic issues Engage faculty in solving academic issues Engage staff in service recovery Engage staff in service recovery Identify people to handle financial issues, insurance, and FEMA Identify people to handle financial issues, insurance, and FEMA

Execution Establish single account (or as few as possible) to track expenses Establish single account (or as few as possible) to track expenses –Document, document, document Empower front-line staff with additional necessary authority, but with management accountability Empower front-line staff with additional necessary authority, but with management accountability Flexibility with purchase cards and spending limits Flexibility with purchase cards and spending limits Debrief and update the plans afterward Debrief and update the plans afterward

Personal Touch People are more important than property People are more important than property Post-traumatic stress disorder likely Post-traumatic stress disorder likely Meet basic needs Meet basic needs –Food, clothing, shelter, financial –Foundations/universities can help Hold an event to encourage people to tell their stories Hold an event to encourage people to tell their stories

But You Can’t Forget Within days, you are not the lead story; but the impact continues for you Within days, you are not the lead story; but the impact continues for you Insurance and FEMA processes take lots of time and energy Insurance and FEMA processes take lots of time and energy Only a fraction of the financial cost may actually be recoverable Only a fraction of the financial cost may actually be recoverable

Post Ivan: One Year Later Within 20 days of storm the campus re-opened for classes Within 20 days of storm the campus re-opened for classes 110 out of 114 classrooms were restored for campus opening 110 out of 114 classrooms were restored for campus opening Residence halls repaired for full student occupancy Residence halls repaired for full student occupancy Academic calendar adjusted and graduation took place as scheduled Academic calendar adjusted and graduation took place as scheduled Documented over $12 million in damages Documented over $12 million in damages

Post Ivan: One Year Later Careful cash flow management resulted in no moratorium on operational spending Careful cash flow management resulted in no moratorium on operational spending Payroll met on time throughout emergency & recovery Payroll met on time throughout emergency & recovery 110 separate claims filed with FEMA & State Risk 110 separate claims filed with FEMA & State Risk UWF Foundation awarded $49,949 in hurricane relief grants to 348 students UWF Foundation awarded $49,949 in hurricane relief grants to 348 students UWF Foundation awarded $21,700 in hurricane relief loans to 21 faculty and staff members UWF Foundation awarded $21,700 in hurricane relief loans to 21 faculty and staff members

Post Ivan: One Year Later $ 4.9 million in nonreimbursables funded by legislature and Governor $ 4.9 million in nonreimbursables funded by legislature and Governor $ 3 million in repair work has been completed $ 3 million in repair work has been completed Pursuing $2 million in hazard mitigation grants Pursuing $2 million in hazard mitigation grants Pursuing $175,000 for tree restoration grant through Division of Forestry to replace trees Pursuing $175,000 for tree restoration grant through Division of Forestry to replace trees

Conclusions UWF has a terrific, experienced team UWF has a terrific, experienced team UWF planning process works UWF planning process works Plans must be continually updated and communicated Plans must be continually updated and communicated Planning and decisiveness will result in successful execution Planning and decisiveness will result in successful execution People and their safety always matter most! People and their safety always matter most!So…

What Do You Do? It’s now Wednesday night, September 21, You’re checking the Weather Underground website of computer models and discussion of a Category 4 hurricane that could get even stronger named Rita in the Gulf. The models show possible landfall over a several hundred mile area. You are in the landfall zone in some models, but not others. Landfall is projected in about hours. You are the President. What do you do?

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