PREP Meeting Minutes
Physical Recovery Emergency Planning Meeting
February 25, 2014
Meeting called by:
Type of Meeting:
Facilitator(s):
Note taker:
Public Safety Reps:
Attendees:
Attachments:
Jim Norcom, Committee Chair
PREP Team Committee Meeting
Jim Norcom
Mary Myles
See attached attendance list
Attendance list
1. Recent Freeze Events – Ginger Walker
Ginger gave an overview of the recent Winter Weather Incidents which occurred, January 24 and
January 28, 2014. Ginger shared with the PREP committee main topics of discussion during the
“Hot Wash” meeting. The main topics are as follows::
 Strengths (things that were extremely good during the incidents)
o Notifications were very timely during Incident #2 (this was a direct result of lessons
learned from Incident #1. This is exceptional considering there was only three days
between the two incidents.
o Use of cross trained staff in the UHEOC
o Situation Reports from UHEOC
o Use of External Partnerships
o Strong Communication and Information sharing across UH departments
o Use of IT chat channels, self-help functions and the UH contact center
o Use of campus weather station
 Quick Fixes
o Isolated PIER emails were undeliverable
o Identify and communicate departmental “milestones” related to staff due to their
duties/jobs
o Situations report due timeline
o P.I.E.R. Inquiries
o Essential campus building/centers being open and staff
o Emails to component campuses; UH Sugar Land and Cinco Ranch
 Long-term Fixes
o Timeliness of Notification to Campus
o Review and create triggers
o Review different distribution channels
o Define Essential Personnel
o Telecommuting options
o Coordination of official communication sources
o Define class cancellation vs campus closure
2. Year Two Goals – Jim Norcom
 Jim reviewed and reported on the subcommittee’s FY2014 goals.
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He shared that the two types of incident we will always respond to are weather incident or
infrastructure incidents and how we communicate is very, very important. Jim stated we are
always looking for ways to better communicate information with our teams.
He is currently researching a single message-out to key people – “one clear message, one
time”.
Will be planning several drills throughout the year and will culminate in EDRE #2 this
summer.
Next PREP Committee Quarterly meeting - Tuesday, April 8, 1014.