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Safety and Security Committee
Wednesday 15 February 2012
Present: Delta Aultice, Dr. Geoff Hicks, Dr. James Lemons, John Poole, Judy Graves, Lucy   Carter Smith, Michael Fein, Dr. Muriel Mickles, Ron Parker

Absent: Cat Mobley, David Lightfoot, Jason Ferguson, Dr. Jeffrey Laub

Lucy Carter welcomed those present and reviewed the new committee mission statement and goals pointing out that interagency cooperation facilitates recovery efforts after disasters. She asked for volunteers to take minutes, there was one, Mike Fein. She then went over Executive Order 41 highlighting the rationale for compliance with Federal guidelines and the impact of the Cleary Act on the notification of students in emergency situations. Delta gave further explanation of the Cleary act noting the potential penalties for non-compliance. The minimum fine can be over $27,000 if the Department of Education determines that a College or University did not provide timely notification of an incident on campus, Chief Aultice said.  Lucy Carter shared that Virginia had recently appealed a fine of over $55,000 which was assessed after the mass casualty incident on that campus.

Lucy Carter went over the annual state assessment of CVCC’s emergency preparedness program. She noted that the assessment covers preparedness, response, and recovery. One purpose of the Committee is to ensure the College’s compliance with state regulations and initiatives. As the Emergency Management Coordinator, Lucy Carter explained that she is responsible for completing the assessment and sharing the results with the Safety Committee.

Lucy Carter reported that most members of the Committee are now NIMS compliant.
There will be two upcoming exercises of our emergency response plan, one in April, and the next in June. There is also an upcoming Regional tabletop exercise that will be evaluated by the Virginia Department of Emergency Management (VDEM). There will be a fully functional exercise at the end of the calendar year.

The College is looking into purchasing a new proximity access system. Ron discussed the new push-to-talk (PTT) phones that will replace the current system of radios in use at the College. This new system will ensure the College’s compliance with a state statute to take effect in 2013.
The Emergency Operations Plan (EOP) is almost complete.

Lucy Carter is attending Local Emergency Management Planning Committee meetings. She shared that this committee is the vehicle through which most planning is performed for local events including emergency management exercises.

Discussion then turned to CVCC’s emergency response capabilities. There was discussion of the Building Coordinators, formerly known as Building Wardens. Lucy noted that DCC used the CERT concept as the framework for their coordinators and Mike added that the VCCS had mandated the implementation of CERT in all System institutions. There was a brief repeat of the discussion of the new CVCC radio system. Discussion then focused on the E2Campus system noting that it needed to interface with the monitors around campus and all computers. Since there was not representation from the IT Department, it was agreed to table discussion over the interface until the next meeting. Lucy Carter added that this capability was important as many professors do not allow cell phones to be used in classes, thus the e2 Campus text notification system may not be the most effective. The need for an inventory management process for the First Aid kits located across the campus was noted and suggested for discussion at the nest meeting.

Regarding recovery capabilities, Lucy Carter noted that there is a new (mandatory) state template for Continuity of Operations (COOP) Plans which she has begun to write for CVCC. She is also working on strengthening partnerships with local agencies.
The next meeting will be the 2nd week of April after the first exercise.
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