Governing Board Meeting
March 12, 2002
A strategic conversation of the Maricopa County Community College District Governing Board was scheduled to be held at 6:30 p.m. at the District Support Services Center, 2411 West 14th Street, Tempe, Arizona, pursuant to A.R.S. §38-431.02, notice having been duly given.
GOVERNING BOARD ADMINISTRATION
Nancy Stein, President Fred Gaskin
Ed Contreras, Secretary Ron Bleed
Linda B. Rosenthal, Member Kate Dillon Hogan for Anna Solley
Don Campbell, Member Rufus Glasper
Gene Eastin, Member Raul Cardenas
Ron Etter for Larry Christiansen Arnette Ward
Todd Simmons for Linda Thor
Nick Balich, Absent Joyce Elsner for Tessa Martinez Pollack
Homero Lopez, Absent
Phil Randolph, Absent
CALL TO ORDER
President Nancy Stein called the meeting to order at 6:30 p.m.
STRATEGIC CONVERSATION: EFFECTIVE DISASTER-RESPONSE PLANS:
EXPECT THE UNEXPECTED
Pete Kushibab, General Counsel for the Maricopa County Community College District, commented that effective crisis management planning has been a concern since long before September 11. Under the auspices of the District Safety Committee, a crisis management team had been assembled to put together a model plan for use by the colleges. The purpose of the strategic conversation would be to solicit the collective wisdom of those in attendance and provide some assistance to this team.
Mr. Kushibab proceeded to describe a "Columbine-like" experience at the Paradise Valley and Chandler-Gilbert Community Colleges, with no disaster plan in place. Dr. Gina Kranitz, President of Paradise Valley Community College, responded she would call her Deans, College Security, and District Office Security together in order to begin mobilizing and moving students, staff, and faculty. She commented her role would not be to direct but rather would be part of the central function. Arnette Ward, President of Chandler Gilbert Community College, responded she also would want to make sure that everyone was out of the buildings. She would first get in touch with the Deans and Chief of Security on her campus. Currently the campus emergency plan calls for having the Deans contact College Safety and having them determine a course of action. Dr. Art DeCabooter, President of Scottsdale Community College, indicated he would go off campus, call 911, and have the experts take over. College Safety would take command from the Police Department.
Discussion about the important roles that College Safety, Public Relations Personnel, and Building & Grounds Staff play in circumstances such as this were discussed.
Ruth Unks, Risk Manager, MCCCD Legal Services, presented next. She commented that September 11 has been set as the date for the expecting the unexpected. Since that date, numerous articles point to the need for disaster management preparation.
Crisis as defined by the Maricopa Community Colleges is any event that:
- affects the life safety of employees, students and visitors to our facilities,
- results in disruption of some or all business functions at one of more of our locations,
- leads to a decision to mobilize all or a portion of a Crisis Management Command Center,
- causes initiation of recovery of some or all of the interrupted operations at an alternate site.
Crisis Management, on the other hand, is defined as "the management of some unforeseen event that disrupts a mission-critical business function. Mission-critical business functions are the Student Information System, CFS Database, HR Database, Payroll, Education Delivery, Procurement, Facilities/Infrastructure, among others. Management of these events would include the 5 R's which are:
- Risk analysis
- Response to the event
- Resumption of the critical function
- Recovery of the facility or relocation of the activity to an alternate location.
- Restoration of the critical activities and other business functions.
It is important during crisis management, that the duration and extent of the event be taken into consideration and then determine what recovery strategies need to be put in place in the shortest, most cost-effective manner. The primary emphasis should be on restoration of the important operational functions and not the actual restoration of specific buildings or facilities.
Bill Crawford, MCC Justice Studies Faculty, presented next with regard to classroom considerations. He spoke of the importance for faculty to be prepared to respond immediately to the situation or incident because students will look for guidance from their instructors. It is important that an operational plan define what communication will take place, what roles and responsibilities will be assumed, and the training and practice which need to provided.
Robert Everett, College Safety Director at GateWay Community College, commented on the importance of accountability for the chain of command. Responsibilities need to be assigned and duties must be clearly defined. The executable plan must be simple, realistic, and should be practiced on a regular basis. People must know where to go and how to get there.
Chris Chesrown, District Office Media Relations Manager, provided information pertaining to crisis communications. It is important to provide prompt, orderly and appropriate information in a manner that meets defined district standards. Communications must allow for the mobilization of resources and continuation of operations, and must limit the district's exposure to negative responses and allegations. Crisis communication strategy is event specific, yet response procedures can follow patterns. A model crisis communication policy should designate a response team and incident teams, should define the publics, and should establish communication procedures.
Speaking on behalf of Student Services was Ramona Shingler from Phoenix College. The role of student services is to provide records and advisement in the event of a crisis. Counseling for grievance or post trauma will play a vital role in crisis management and a buddy system should be included in crisis management planning. It is important that student services personnel be trained for disaster management and must ensure that student records be protected. A plan needs to be in place prior to a crisis.
Participants were invited to participate in four discussion breakout groups intended to discuss the roles of the College Safety Director, the Student Services Official, Faculty, and the Public Information Officer. The following questions were to be addressed:
1. What should we expect these people to do?
2. What should these people not be expected to do?
3. How can Maricopa better prepare these people?
Notes from the breakout sessions and report outs are attached.
Dr. Art DeCabooter, President of Scottsdale Community College and Chair of the District Safety Committee, thanked everyone for their active participation. He mentioned that although some of the campuses had disaster plans in place, it was the intent to further refine and standardize crisis management plans for the entire Maricopa Community College District.
Meeting concluded at 8:00 p.m.
Governing Board Secretary
March 12, 2002
What should we expect this person to do?
- Know college crisis plan and how to implement and practice.
- In control of situation until experts arrive (remain at situation to facilitate appropriate action) (still manage)
- Know how to communicate with command post (phone list/contact list)
- Advise students to use Student Handbook (does it really address this issue?)
What should we expect this person not to do?
- Run away
- Should not expect faculty to be ultimately liable (what if student injured by faculty helping).
- Don't communicate with media.
- (Some) Not well equipped to do counseling.
- How can Maricopa better prepare this person?
- More comprehensive faculty orientation (include adjunct)
- Include plan in student orientation
- Talk about evacuation plan to each class
- Identify building person to assist (practice)
What is expected?
- Liaison with emergency services
- Take direction from law enforcement
- First response duty, as limited by event, other inherent limitations
- Integral to mobilizing team
- Resource for emergency personnel continuing duty to provide updates
- Communicate back to other college safety personnel, who will communicate to others in college community
What safety personnel should not do?
- Press contacts
- Not to do everything
- Control adrenaline
- Do not take unnecessary risks
To better prepare:
- Constant and continuous training for certified officers and non-certified and temporary student workers
- District leadership in training to ensure consistency
- Regular scenario management; realistic, day-to-day
- Train the whole team
- In-house training for security personnel
What should we expect this person to do?
- Keep students (staff and faculty) calm.
- Follow the crisis-management plan.
- Response post crisis.
What we should not expect this person to do:
- Depart from the plan, i.e., talk to the media; endanger the life of others
- Department from current District policies
- Communicate the plan
- Provide ongoing, regular training to staff
- Provide resources
- Recognize the problem
- Communicate appropriately
- Implement plan
- Evaluate and document
- Prepare Statements
- Spokesperson Appointed
- Communicate Plan Pre-Crisis
- CRT Member
- Identify Audiences
- Manage Information
- Manage Contact Lists
Internal and External
- Media Response
- Response Strategy
- Communication Support
- Multi-Site Cooperation/Assistance
- Crisis Response Pack
- Verifying any Facts (not speculating)
- One Point/Common Message
- Establish Rules - Dealing with Media
- Establish Command Center
- Stick with the Plan
- Determine Update Frequency
- Deviate from Plan
- Act without Team Consensus
- Release Security Info (privileged info)
- Act Outside Scope of Responsibilities
- Try to Cover Up/Lie
- Get in Way of Commander
- Ignore Some Audiences
How to Help
- Always include communications team member in drills/prep/meetings
- Purchase resources
- Clear plan of action
- Develop media relationships
- Develop campus-to-campus relationships
- Provide support (person and role)
- Provide "downtime"
- Provide technology (laptop, etc.)
Governing Board Secretary
Governing Board Minutes