Name:
Effective:
Supersedes:
903.31 Hurricane Preparedness Plan
05/26/10
05/10/2007; 02/28/2007; 06/09/2006; 07/09/08; 07/22/09
HURRICANE PREPAREDNESS PLAN
Prior to or near the beginning of EACH hurricane season, Jefferson Davis Community College will
evaluate preparedness in the following areas.
Property:
 If construction projects are on-going, make sure that the status is documented as this may
affect the insurance from contractors.
 If we have sustained hurricane damage and another hurricane is approaching, it is important
to document the original damage as new losses may need separate documentation.
Staff:
 Set Emergency Status of Staff and let each person know his/her status and expectations.
 Consider letting essential staff leave sooner than other staff prior to the hurricane (have them
get the campus ready and leave) so that they have time to get their homes ready and can
return to be on hand as needed during and immediately after the storm.
o Critical – key personnel
o Essential – must report immediately following the storm
o Standby – may be needed for labor pool
Financial:
 What measures are in place to ensure funds are available for recovery efforts? How will
employees be paid? The College Treasurer has contacted the four local banks in which the
College has funds regarding their disaster recovery plans and how the College may be
impacted regarding access to the College’s funds. Each one has sent her a letter explaining
how the College would be able to access its funds, along with contact names and numbers
and alternative locations for transacting financial business if necessary.
 Do we have procedures for processing payroll when the power grid or computer system is
down?
 Be prepared to deal with FEMA – highly detailed records must be kept to meet strenuous
FEMA reimbursement requirements.
Energy Requirements (not applicable at current time as we do not have fuel supplies or
generators):
 Do procedures keep fuel supplies at an adequate level?
 Can tanks be refilled quickly?
 Are the emergency generators tested on a regular basis?
 Do facility inspections include looking for basic building safety items like loose ventilator
cap bolts?
IT Concerns:
 Do computer backups reside (physically or electronically) in multiple locations?
 Are computers adequately protected from water leaks?
 Is there a plan for quickly replacing damaged servers?
 Is there an identified off-site location to run critical programs when on-campus operation is
suspended?
Maintenance
 Should college purchase wet-vacs and small generators to run them to quickly clean up
water?
 Grounds: Remove trees and other obstacles.
 Also need to remove wet ceiling tiles and cut out wet drywall ASAP to prevent mold growth.
Dorms
 A time will be set to close dorms consistent with college closure plans. The needs of students
living in coastal areas will be considered.
 Students will be given an information sheet outlining the following information and
including the disaster hotline number prior to closing the dorms.
 Students will be required to remove everything from refrigerators.
 Students will be required to provide a contact phone number.
 Students will be told to take everything of value with them. They will not be allowed to
return to dorms until they are officially reopened.
 Reopening information will be included on college disaster hotline. In addition all dorm
students will be called with reopening information.
Communication systems:
 The President will be the main point of contact for receiving and disseminating information
before, during, and immediately after the storm.
 The President will communicate with the county emergency management director prior to the
storm and will participate in county-wide preparedness meetings as appropriate.
 The JD ALERT and the disaster hotline will be used to communicate with employees and
students and will be tested annually. The disaster hotline will be updated as information
becomes available.
 The President, Dean of Business Affairs, Dean of Instruction, Dean of Student Affairs,
Atmore Campus Contact, and Maintenance Supervisor (or designee) for each campus will be
assigned Southern Link Radios to assure communications between them in case cell
phones/landlines are not working. It is quite possible that bandwidth from cell phone
providers will be directed to emergency needs.
 The President will communicate with DPE regarding campus closure plans.
 The Atmore Campus Contact will be identified as the person to lead initial recovery efforts at
Atmore if they are isolated.
Media Contacts (Media Contact list is appended to this plan):
 The President will contact radio and television stations with communications updates.
 Prior to landfall, a fax will be sent to all media contacts providing available information and
reminding them of the hotline and encouraging them to use it for updated information.
Employee Accountability
 Should we establish a clearinghouse for employees to report damage or injury once the storm
is over?
o For 2010, each employee will be asked to make a substantial effort to contact his/her
supervisor with a report of any damage/injury. Employee will let supervisor know of
his status and availability to return to work. Supervisors must provide contact
information to their employees.
Shelter Issues
 JDCC is not certified by the Red Cross and will not be used as a shelter pre-landfall.
 The use of colleges for post-landfall will be limited. If the College is used post-landfall, it
will not be as an open shelter; rather it might be used for up to 155 evacuees who would
arrive on buses. It is very doubtful that evacuees will be brought to JD if the college does not
have power and water.
 The local Red Cross Chapter will not provide volunteers, a shelter manager or food. The
Department of Human Resources will be in charge of all college shelters. If the President of
the College requests Alabama College System employees on salary schedules C, D, E, H, or
L to work, they will be paid double-time for such work (approved by the State Board of
Education, June 22, 2006). If JD is used as a shelter, the President will request at least one
person representing JD to be available at all times.
 Food/Custodial/Maintenance/Security Services: If used as a shelter, the College will provide
food, custodial, maintenance, and security services. As noted in Brevard Community
College’s article on preparedness: “Generous custodial services are essential to a shelter –
the amount of waste that evacuees produce is overwhelming. Brevard keeps custodial
services for emergency shelters as a regular component of its outsourced custodial contract.”
Should we add to custodial contract, also to security contract? Will someone from
maintenance be required to stay at shelter when it is open?
 Porta-Potties – it is unlikely that our toilets will stand up under the amount of usage they will
receive with 400-700 people living on campus.
 Dumpsters – will need to have a place to get rid of garbage.
 Generator (natural gas)
When a named storm is approaching our area:
Prior to a storm:
 Will the College be closed? As soon as named storm is approaching the area, websites
(NOAA, hurricane hunters, etc.) will be monitored to assess the need for closing.
 What is the timeframe for closure? If our area will experience a direct hit of a category 2-3
storm people will need time to prepare. College should close to allow employees about 1-1/2
to 2 days of preparation time.
 Campus preparations need to be completed about 48 hours prior to the storm.
 A fax will be sent to media contacts reminding them of the hotline and encouraging them to
use it for updated information.
 DPE will be contacted regarding closure plans.
 The College will be evacuated. If the college is closed, we will need to establish a time at
which it is considered evacuated, that is after a certain time, no one is to enter the buildings
until they are cleared after the storm. Some colleges have found that employees try to take
refuge in campus buildings or stay in their offices; this will not be allowed.
 The Brewton Campus may serve as a shelter or staging area for emergency workers.
 The Atmore Campus will serve as a staging area for Alabama Power.
 Flyers and emails with the hotline information will be available on campus prior to each
named storm.
 When it has been determined that the College will close, the President will send a memo to
all employees to include the following types of information:
o Time of closure
o Time after which no one will be allowed in buildings until post-storm evaluation
o Reminder to use hotline for information
o Reminder of each employee’s responsibility to notify supervisor of status and
availability for work after College reopens
Immediately following a storm:
 An assessment of damage must be made by the Dean of Business Affairs working with the
Director of Maintenance and Facilities, Atmore Campus Contact, and Maintenance
Supervisors to include consideration of
o Extent of damage
 Water intrusion,
 roof damage,
 downed power lines,
 downed trees,
 landscape damage
 road closings
 power to any of the buildings
o A walk-through of each building must be made to verity it as a safe environment prior
to letting people have access to the building.
 If the Brewton Campus is serving as a staging area for emergency workers, what type staging
area? How many people?
 If the Atmore Campus is serving as a staging area for emergency workers, what type of
staging area? How many people/vehicles?


How long do we expect the college to be closed?
The President will contact DPE as soon as possible and provide the Chancellor with a report
regarding these issues.
After the Storm:
 Schools need to re-open ASAP for mental health of the community – schools being open
provides hope
 Send instructional make-up plans to DPE in writing.
JEFFERSON DAVIS COMMUNITY COLLEGE
POSITION ROSTER
For
Hurricane Response
President
Dean of Business Affairs
Director of Maintenance and Facilities
Dean of Instruction
Dean of Student Affairs
Brewton Campus Maintenance Supervisor
Atmore Campus Maintenance Supervisor
Atmore Campus Contact
Director of Finance/Comptroller
Susan McBride
Bernie Wall
Richard Lynn
Kathleen Hall
David Jones
Don Odom
Fritz Currie
Kathleen Hall
Marie Heaton
Media Contact List
Media Outlet
Location
Phone
Fax
251-434-1023
Contact
WALA TV - Channel 10
Mobile
WKRG TV - Channel 5
Mobile
251-434-1040
251-479-5555
or
850-484-0655
WPMI TV - Channel 15
Mobile
877-277-9764
251-602-1550
WEAR TV - Channel 3
Pensacola
850-456-3333
850-455-8972
news@weartv.com
Brewton Cable - Channel 6
Brewton
809-1778
809-1775
dobarr@cityofbrewton.org
WEBJ Radio - FM 106.3
Brewton
867-5717
867-5718
WKNU Radio FM 106.3
Brewton
867-4824
867-7003
Dennis Dunaway
ddwaywebj@live.com
Carol Ellington
wknubroadcasting@bellsouth.
net
WPPG Radio FM 93.3
Evergreen
251-578-3121
578-5411
Gary Downs, GM
wppg@att.net
WXBM & WMEZ Radio - FM 102.7
Pace, Florida
850-994-5357
850-994-7191
lynn@wxbm.com
WPFL Radio - FM 101.5
Flomaton
296-1051
296-1055
Lou Vickery (ph. 251-6092918)
fox10desk@fox10tv.com
251-662-3071
Brewton Standard Newspaper
Brewton
867-4876
867-4877
Kerry Whipple Bean
newsroom@brewtonstandard.
com
Atmore Advance Newspaper
Atmore
368-2123
368-2124
adam.prestridge@atmoreadva
nce.com
Sherry Digmon
sherry@atmorenews.com and
ryan@atmorenews.com
Atmore News Newspaper
Atmore
368-6397
368-3397
Mobile Register Newspaper
Mobile
251-219-5632
251-219-5799
Tri-City Ledger Newspaper
Flomaton
296-3491
296-0010
Anne Williamson
composing@tricityledger.com