Docstoc

Emergency Recovery Plan – Draft

Document Sample
Emergency Recovery Plan – Draft Powered By Docstoc
					                                  Emergency Recovery Plan
                                     Table of Contents

Introduction/Purpose of Manual

Closure of Executive Office
       Inclement Weather
              Computer Preparation
              Equipment Protection
              Misc Preparation
              Staff Preparation
              Re-opening Procedures
       Reasons Other than Weather

Conference/Event
       Destruction of Conference Host Facility
       Weather Causing Cancellation
              Prior to Start
              Once Event has Started

Loss of Key Leaders

Key Contact Information




                                 The Emergency Plan’s Purpose:
TRPA exists to serve the membership and further the parks and recreation profession. There are
many possible emergencies that could interfere with continuation of services. This plan is
designed to address the most likely emergencies and position the association – board and staff –
for the quickest full recovery possible.
                                 Closure of the Executive Office:
The TRPA Executive Office is leased space in a commercial building. Closure of the building is
the responsibility of the property owner. TRPA staff will make every effort to protect TRPA’s
property while it is housed in the facility. TRPA carries general liability insurance which
includes coverage of property in our rented office. A list of purchased property is maintained by
our auditor and a list of donated property is attached here as appendix A.

Inclement Weather: When an issue of weather is projected (be it snow/ice storms or possible
tornados/wind storms) staff will monitor the situation and stay in touch with their immediate
supervisor. The Executive Director shall take the lead in assessing the potential emergency and
communicate with the buildings maintenance staff as well as the TRPA President.

Preparations for Office Closure:
      Computers Checklist:
      _____Prepare a set of backup CDs for the computer system (including the databases and
              financial software). This backup is to be taken home with staff.
      _____Disconnect all computers and electrical equipment from outlets.
      _____Place all computer off the ground.

       Other Office Equipment:
       _____Copier – disconnect from electrical outlet.
       _____Fax machine – disconnect electrical and phone lines.
       _____Paper folding machine – disconnect from electrical outlet.
       _____Refrigerator – empty all contents and disconnect from electrical
       _____Phone system:
             Base Unit record message that office is closed to do weather. Give a projected
             date of reopening.
             Hand units disconnect from electrical outlets.
       _____Microwave – disconnect from electrical outlet.
       _____All locked cabinet keys should be locked in the safe (except the safe key). The
             safe key should be taken home by the Executive Director.
       _____A key to the front door of the office should be hidden in the lobby. The President
             should be notified of it’s location.

       Miscellaneous Preparations:
       _____Checks and deposit slips should be taken home by the Executive Director
       _____Bank contacts should be faxed to the Treasurer and President (at least one outside
              the area where the office is located).
       ____Insurance policies should be taken home by the Executive Director with copies
              given to the other staff member and a copy faxed to the TRPA President.
       _____Key contact numbers should be taken home by each staff member (building
              contact, web hosting account number and password, computer service contact,
              copier service contact, all staff numbers – home and mobile – All Executive
              Committee members’ numbers – home and mobile).
       _____The original Forms notebook should be taken home by a staff member.
       Staff Preparation:
       _____Assure all staff have home and mobile contact numbers for each other.
       _____Establish a time that each staff member is to phone the Executive Director.
       _____The Executive Director should assure that s/he has the emergency contact number
              for the Executive Committee and shall establish a date by which they will contact
              the President.

Fire or Flood: While these conditions cannot be projected, safety precautions can be taken to
mitigate the associations down time, should an occurrence happen. The Executive Director shall
take the lead in assessing the emergency and communicate with the buildings maintenance staff
as well as the TRPA President.

       Preventive Measurers:
       _____Prepare a set of backup CDs for the computer system (including the databases and
             financial software). This backup is to be taken home with staff every Friday
             alternating with the latest backup set off site using a minimum of a 2 CD rotation.
       _____Bank contacts should be given to the Treasurer and President (at least one outside
             the area where the office is located). Include where accounts are and who has
             access to them.
       ____Insurance policies should be taken home by the Executive Director with copies
             given to the TRPA President.
       _____Key contact numbers should be taken home by each staff member (building
             contact, web hosting account number and password, computer service contact,
             copier service contact, all staff numbers – home and mobile – All Executive
             Committee members’ numbers – home and mobile).

Recovery Procedures:
_____An assessment of the office should be made noting any damage and taking photos and
       video of any visible damage.
_____Immediate notification of insurance provider should be made and a schedule determining
       when an adjuster can arrive.
_____If the building is unable to be re-occupied, the Executive Director shall immediately notify
       the President and a plan established to notify the Board of Directors.
_____A temporary office shall be established.
_____As soon as possible post on website and send e-mail to listserv that office has been moved
       and how to contact us. Have phones forwarded to new location. As soon as possible,
       mail postcard with temporary contact information to all members and have TRPA mail
       forwarded to temporary location.
_____Notify all banks on contact list of temporary location and contact info.
                                              Conference
The TRPA Annual Conference is another area where recovery plans may be needed. As this is at
least 40% of our annual operating revenue. Destruction of the host facility (meeting and or
sleeping or exhibit space) and weather (wind storms or flooding) are the most common incidents
that cause total or partial cancellation of the conference.

The following general items need to be handled in every facility and drayage contract:
_____Add cancellation for act of God to drayage contract.
_____Obtain work, home and cell phone numbers for key facility staff, general manager and
       drayage staff.
_____Executive Director should take copies of all insurance policies to the event.
_____Obtain a copy of the facilities evacuation plan and emergency plan.
_____Add performance clause to facility contract (food service, water, power). Failure of any of
       these is a cause for termination of the contract.

Destruction of the Conference Facility:
If notified that the conference facility has been destroyed to the degree that it is no longer
possible to host the conference, the following steps should be taken:
_____Contact the facility and clarify the damage to the facility to determine whether any part of
         the conference can take place at the facility.
_____Notify the conference cancellation insurance carrier immediately to discuss options.
_____Notify the Board of Directors and advise them what direction has been given from the
         insurance carrier contact.
_____After developing a plan of action, immediately distribute notification to the membership
         and conference attendees, including vendors.
_____Notify the conference drayage company with alternative plans.
_____Contact the Attorney to discuss litigation with the facility.

Preparations must be made to address concerns of those (speakers, vendors, etc) who may have
incurred expenses with travel, shipping, etc. The best you can do is to attempt to appease them,
unless the conference insurance carrier advises that these expenses will be reimbursable.

Weather Causing Cancellation of Conference:
  Cancellation Prior to the Start of the Event: Use caution in canceling the event because of
  impending weather. The insurance carrier should be contacted and direction received from
  them prior to making a decision on the cancellation. They should be the decision maker to
  avoid contention of the insurance claim.

   Cancellation Once the Event has Started: an emergency kit, including the following
   items, should be taken to the event.
       _____Insurance Policies with contact names and phone numbers (be sure to have phone
              numbers that are good for nights and weekends too).
       _____Association letterhead for making official notifications.
       _____Website emergency numbers.
       _____Emergency contact name and number of staff members (who to contact on their
              behalf).
       _____Cell phone and other contact numbers for speakers.
       _____All contact numbers for drayage company.
       _____Supplies to include: flashlights, battery operated radios, water, etc.
       _____Charged backup batteries for computers.
       _____Print a copy of the event rosters prior to leaving for the event. You may need this
             in settling the insurance claim.
       _____Also have on hand the last 3 years registration history including walk ups.

       Make sure the following will be available on site:
       _____Internet access to weather and news.
       _____Cell numbers and emergency contact numbers for senior facility management
       _____Cell numbers and emergency contact numbers for drayage company.
       _____Cell numbers and emergency contact numbers for transportation companies being
             used for the event.
       _____Have copies of insurance policies, and an up to date copy of the facility contract –
             make sure it has the most updated room block numbers in the form of an
             addendum to the contract. (This is what the insurance carrier will reimburse when
             dealing with attrition).
       _____Contact information for off site venues.

In an attempt to plan ahead, the following message should be contained on any receipts or
confirmations sent prior to the event:
        If impending weather occurs, or a situation that may affect the Annual
        Conference, call (list contact name and phone number), or check the TRPA
        website at www.trpa.net for an update on the status of the event.

Also, post the policy on refunds in the event of a full or partial cancellation. This will help at a
later date when you need to handle claim with the insurance carrier.

Do not depend on the facility staff if evacuation has to occur. They will not have the most up to
date information on your procedures. Your members will want to speak to a TRPA contact.
Also consider that the facility may loose phone service and power. After talking to the insurance
company and confirming cancellation, start notifying the members/delegates /vendors/speakers
by use of facility TVs, flyers under doors and on cars, your website, calls to those who have not
arrived yet.

As it becomes clear that you will be required to cancel/evacuate, track the progress of the
weather event (preferably by computer), and maintain constant communication with the facility
security, who will also be watching the event. Constant communication with staff members
should also be maintained throughout the steps below. Also keep in mind that many of the
steps below will be occurring at the same time. (If it appears the weather event will also affect
the Executive Office, arrangements should be made for preparation of the office per this plan.
The following steps should be taken on site:
_____Notify the insurance carrier that a potential exists for cancellation and have them advise
       you of steps to be taken – note the time and date of the phone call as well as who you
       have spoken to. Be sure to clarify the following:
       _____When should call to cancel/evacuate be made? (Advise them if the facility is going
               to be evacuated – that takes the decision to cancel out of our hands).
       _____What is reimbursable? There may be a difference if the event is totally cancelled
               or partially cancelled, or if you move forward with the event and experience a loss
               of participants because they are called home for service.
       _____Do they require official notification of your decision? If so arrange for that to be
               placed on official letterhead and faxed.
_____Create and post a checklist, and update it regularly.
_____Meet immediately with the facility staff to advise them, and to receive instruction from
       them – will they be evacuating the facility? Will it be available for any of your delegates
       who may not be able to return to their homes? Determine a time certain to meet again
       with facility management.
_____Meet immediately with your Board of Directors and create a plan for notifying the
       membership as well as installing the new board prior to evacuation (refer to Articles and
       Bylaws for procedures).
_____Assign responsibility to staff – gas vehicles, charge cell phones, post website message,
       change voice mail message at office, pull daily registration forms and make telephone
       contact to advise them not to travel to the site, purchase some emergency food supplies
       incase you have to stay at the site through the storm (the facility kitchen may not stay
       open or have food).
_____At second meeting with facility staff, the following should be addressed:
       _____What is their plan – reiterate it.
       _____How will they handle early departures – will there be fees to your delegates?
               Attempt to minimize penalties to your delegates, but be sure you have coverage
               from the insurance carrier to cover any of those mitigated charges as attrition.
       _____Establish a deadline to make the final call to cancel the event.
       _____What can you leave on-site – supplies, decorations, equipment, etc. Keep in mind
               that if you are leaving the facility because it is in the area that has potential to be
               impacted, whatever you leave behind maybe destroyed (equipment is then
               covered by your General Liability Insurance – not your Event Cancellation
               Insurance). How and where to leave stuff.
       _____Establish a referral phone number for the front desk to refer callers to your office.
               Don’t count on front desk staff to give the most up to date and accurate
               information on the status of the event.
       _____Reduce meal counts if you have participants staying on site and you are able to
               continue with the event.
       _____Call the contact on any leased equipment that is at the facility in TRPA’s name –
               copiers, etc – They should pickup equipment immediately, or arrange to have it
               left at the site to be picked up at a letter date. Be sure to follow up by faxing them
               a letter notifying them you have contacted them and that the equipment is being
               left on site.
       _____Negotiate a payment date for the bill – considering any cash flow issues that may
                occur. Keep in mind you may wish to make refunds before you receive the
                insurance claim check.
_____Meet with the Board
       _____Check your ByLaws on installation of officers.
       _____Cancel meetings if necessary.
       _____Establish your refund policy, based on insurance carrier’s advice
       _____Have an idea of the cash flow impact to advise them – refund or defer to next year
                – make a decision and be prepared to stick with it (make sure insurance carrier
                will cover if you defer registrations to next year).
       _____Update them on how membership and participants are being notified.
_____Notify your delegates/vendors using any and all of the following:
       _____Meeting space intercom system.
       _____Meeting space television system
       _____Notices under sleeping room doors
       _____Flyers on cars
       _____Walk the meeting rooms
_____Meet with the drayage company if they are still on-site. Arrange with the facility what
       will happen to freight that is left on-site.
_____Communicate with any off-site venues (tours, socials, etc) and advise them of the
       cancellation. Make note of the time, date, and who you speak with.
_____Communicate with transportation companies to cancel any transportation needs. Make
       note of the time, date and who you speak with.
_____Determine a method of communicating with daily participants who may be traveling to the
       conference – website message, phone message at the Executive Office, call Agency
       contacts – determine which is best for the situation. If possible ask a contact from each
       agency that is present at the conference to handle notifying the staff of their agency. This
       will relieve you of that responsibility and allow you to move on to other things.
_____If you cannot get staff home, contact your worker comp carrier and get advise to insure
       employment requirements are met.

Prior to leaving the site, establish with the facility staff when items left behind will be retrieved,
and provide them with emergency contact numbers for key staff members. To reduce staff stress
levels when home be sure to take the computers, including the database, all receipts and
payments, all checks, and paper copies of registration forms with you.

Create a list of key staff members and emergency contact numbers, and provide that to the TRPA
President so communication may be maintained if the staff is returning to an area which may
also be affected by the storm. The Executive Director shall maintain a list of emergency contact
information for all staff, and shall establish a plan of communication with them after the weather
event. In the event that the staff may be returning to an area that may be affected by the weather
event, the Executive Director will advise staff of the procedures to follow upon their return.

After the Cancellation:
Update the insurance carrier and clarify what steps need to follow. (What needs to happen now?
What documentation will be required for claim? Is there a deadline to make claim? What can be
claimed? How does the claim need to be made – writing, e-mail, fax, etc? When can the claim
be settled?)

Call the facility and arrange for pick up or shipment of anything left behind.

Communicate with the membership. Restate your refund policy (give a date by which refunds
must be claimed). Keep in mind that some of your members may be in an area that you can not
establish communication with. Let members know that their refund may depend on what you
can claim on the insurance. Set a conservative date by when they can expect their refund.

Assess your available cash – do you have ample cash flow until the insurance claim is settled, or
do you need to establish board permission and transfer funds from reserve.

Up date your Board constantly on what is happening. Make sure they understand the process
and what you have to do to close this event.

Establish you record keeping. Most likely the insurance company will need to see the following:
    - Past three years budgets for the conference/event
    - Current budget for the conference/event
    - Attendance reports (pre event and post event)
    - Print reports from database prior to making refunds, cancellations, etc. These will be
        needed to be able to show comparisons of registration/attendance prior to the cancellation
        and after the cancellation.

Evaluate the response and recovery process. Make adjustments for the future. There is no better
learning experience than to go through the emergency. It will help us be better prepared the next
time an emergency happens.
                                      Loss of a Key Leader
In the event a key leader of the Association passes away or is otherwise incapacitated and can
not continue their service, immediate attention should be taken in order to maintain consistency
in the organization.

Loss of Board Members
If the key leader is a Board member, reference should be made to the Articles and Bylaws which
establish some process of replacement. The Articles and Bylaws clearly specify the procedure
for loss of the President of the Association. In addition the Succession plan delineated below
was adopted by the Board January 13, 2004

President
Vice President (by Bylaw)
Past President
President Elect
Treasurer
Most Recent Past Present

In the event of another voting member of the Board is involved, the President fills all vacancies
until regular elections can be held (by Bylaw).

Immediate notification of the membership should take place, taking care to reveal only the
necessary facts. The statement to the membership should be reviewed by legal counsel prior to
release to the membership.

Loss of Executive Director
In the event that the Executive Director is incapacitated or passes away, the Professional
Services Administrator shall immediately notify the TRPA President. The President shall
immediately call an emergency Board Meeting to inform the Board and to set the recovery
process in place.

The President should contact the Attorney and Auditor who can help in the decision making.

It should immediately be determined, if there exists a key staff person who can assume the
interim responsibility. If so, notification to other staff and Board should occur by the President.
Notification should be made to the membership by the President, after review of legal counsel.

The interim Executive Director should be placed in the position by written notification, assuring
that the President provides the scope of their authority and when the interim period will expire.
The President should immediately meet with all staff to reassure them, and to provide them
direction to follow through the interim period.

Bank signature cards should be changed immediately to reflect the signatures to be valid for the
interim period.
Arrangements should be made with the family for them to retrieve any personal items from the
Executive Office.

Arrangements should be made with the family to collect any property of the Association such as:
   - Keys to the Executive Office and any storage facilities.
   - Credit cards that are in the name of the Association. Note that if the Executive Director
      used personal cards for TRPA business, the family should be advised what steps to take
      to remit the bill for payment once it is received.

The President with the Personnel committee should determine the process that will replace the
Executive Director. That process should be provided to staff.

Loss of Professional Services Administrator
In the event that the Professional Services Administrator is incapacitated or passes away, the
Executive Director shall immediately notify the TRPA President. The Executive Director in
conjunction with the TRPA President shall inform the Board and membership.

Arrangements should be made with the family for them to retrieve any personal items from the
Executive Office.

Arrangements should be made with the family to collect any property of the Association such as:
   - Keys to the Executive Office and any storage facilities.
   - Credit cards that are in the name of the Association. Note that if the Executive Director
      used personal cards for TRPA business, the family should be advised what steps to take
      to remit the bill for payment once it is received.

The President with the Personnel committee should determine the process that will replace the
Executive Director. That process should be provided to staff.

The Executive Director, President and the Personnel committee should determine the process
that will replace the Professional Services Administrator.
                                  Key Contact Information

Auditor                                        Bank Accounts
  Bob Bellenfant (or Melanie)                     Operating Checking & Operating Money
  Bellenfant & Miles, PC                          Market
  Phone:615-370-8700                                 SunTrust Bank
  Fax: 615-370-4475                                  Gale – Branch Manager
  Email: bob@bellenfantmiles.com                     201 E Main Street, 1st Floor
  136 Wilson Pike Circle                             Murfreesboro, TN 37130
  Brentwood, TN 37027                                Phone: 615-849-7199
                                                     Fax: 615-849-7104
Attorney
   Mark Fraley                                    Consignment Money Market & Cash
   Phone: 615-254-4802                            Reserve Money Market
   Email: FRALAW@aol.com                             AmSouth Bank
   211 3rd Ave N                                     Phone: 800-267-8884
   Nashville, TN 37201                               710 NW Broad Street
                                                     Murfreesboro, TN 37130
Insurance Policies
   General Liability, Worker’s                    CD’s
   Compensation, Directors & Officers &             Regions (3)
   Event Cancellation                               Phone: 615-896-0111
      Aon Association Services                      1861 Memorial Blvd
      Jason Tharpe (D&O)                            Murfreesboro, TN 37129
      Eileen Hoffman (Event)
      Michelle Leigh-Evans (GL & Workers             First Tennessee (2)
      Comp)                                          Phone: 615-890-1111
      1120 NW 20th Street, Suite 600                 305 W Northfield Blvd
      Washington, DC 20036                           Murfreesboro, TN 37129
      Phone: 1-800-453-5191                          Rutherford Bank (1)
      Fax: 202-857-0143 (Eileen)                     Phone: 615-907-4300
             202-857-0143 (Jason)                    372 W Northfield Blvd
             800-453-5191 x 398 (Michelle)           Murfreesboro, TN 37129
Staff Benefits Providers
   Retirement
       Primerica
       201 E Main Street, 4th Floor
       Nashville, TN 37130

   Medical, Dental, Vision, & Life Insurance
     Blue Cross Blue Shield of Tennessee
     c/o Cara Arnold, Roussel & Associates
     216 Centerview Drive
     Natchez Buidling, Suite 222
     Brentwood, TN 37027
     Phone 615-377-2935 x107

				
DOCUMENT INFO