UNIVERSITY OF MAINE SYSTEM HAZARD MITIGATION PLAN 2012 UPDATE
SECTION 6. PLAN MAINTENANCE PROCEDURES
18. Monitoring, Evaluating and Updating the PlanRequirement §201.6(c)(4)(i): (The plan maintenance process shall include a) section describing the method and schedule of monitoring, evaluating and updating the mitigation plan within a five-year cycle.
Elements / A. Does the new or updated plan describe the method and schedule for monitoring the plan, including the responsible department?
B. Does the new or updated plan describe the method and schedule for evaluating the plan, including how, when and by whom (i.e. the responsible department)?
C. Does the new or updated plan describe the method and schedule for updating the plan within the five-year cycle?
Part 201.6(c)(4) of the Federal Disaster Act Rule requires a formal maintenance process to take place to ensure that the Mitigation Plan remains an active and pertinent document. The plan maintenance process includes a schedule for monitoring and evaluating the plan at least every five years, and continued public participation throughout the plan maintenance process.
The section of the Plan includes an explanation of how the University of Maine System intends to incorporate their its mitigation strategies into existing planning mechanisms, such as emergency response plans and capital improvement plans.
This section of the Plan includes three subsections as follows:
1. Monitoring, Evaluating and Updating the Plan
2. Implementation through Existing Programs
3. Continued Public Involvement
1. Monitoring, Evaluating and Updating the Plan
A. Monitoring the Plan
The University’s of Maine System Office has developed a method to ensure that regular review and update of the Hazard Mitigation Plan occurs. The System Office has formed a Hazard Mitigation Planning team that consists of representatives of each of the seven campuses of the University of Maine System. The System Office is responsible for contacting Team members and organizing the meeting every four years. after every disaster and/or annually. The meeting will be held in the spring of the fourth year after the last plan revision was approved, and Team members will be responsible for monitoring and evaluating the progress of the mitigation actions set forth in the Plan. The methodology for monitoring the plan will be to have the Team review the plan after every disaster affecting the University System and/or annually to determine if changes are needed.
B. Evaluating the Plan
The System Office is responsible for contacting the Hazard Mitigation Team members described in “A”, above, and organizing a meeting after every disaster affecting one or more campuses and/or annually. The Team will review each mitigation goal, objective and action to determine its continued relevance to changing situations, as well as changes in State or Federal policy, and to ensure that each action is addressing current and expected conditions. The Team will also review the risk assessment portion of the Plan to determine if this information should be updated or modified, and if additional hazards should be profiled. The parties responsible for the various implementation actions will report on the status of these actions, and, where applicable, will report on which actions worked well, whether difficulties have been encountered, such as availability or lack of funds to implement specific actions, whether additional actions or other types of actions would better address identified hazards, how coordination efforts have been proceeding, and which actions should be revised.
C. Updating the Plan
Based on the annual or disaster-related reviews, the System Office will then have one year to update and make appropriate changes to the Plan prior to submitting and submit it to the State Hazard Mitigation Officer in the fourth year of the planning period. If no changes are necessary, the System Office will provide a written justification for this determination. The State Hazard Mitigation Officer will review the plan prior to submittal to FEMA for conditional approval. After the plan has been conditionally approved by both the State and FEMA, the seven campuses will have one year to formally adopt the revised plan.
2. Implementation through Existing Programs
19. Incorporation into Existing Planning MechanismsRequirement §201.6(c)(4)(ii): (The plan shall include a) process by which local governments incorporate the requirements of the mitigation plan into other planning mechanisms such as comprehensive or capital improvement plans, where appropriate.
Elements / A. Does the new or updated plan identify other local planning mechanisms available for incorporating the mitigation requirements of the mitigation plan?
B. Does the new or updated plan include a process by which the local government will incorporate the mitigation strategy and other information contained in the plan (e.g., risk assessment) into other planning mechanisms, when appropriate?
C. Does the updated plan explain how the local government incorporated the mitigation strategy and other information contained in the plan (e.g., risk assessment) into other planning mechanisms, when appropriate?
A. Identification of Local Planning Mechanisms
The University of Maine System is not a local unit of government, and does not plan for or regulate land use activities. Each of the seven affiliated universities is located within a city or town that has local land use planning and regulatory capability. These cities and towns also participate in the multi-jurisdictional hazard mitigation plans for their respective counties and each of these communities is a member of the National Flood Insurance Program (NFIP). The seven affiliated universities and their respective campuses are located in the following communities and counties:
Location of University of Maine Systemby Community and County
University / City or Town / NFIP Member Since: / County
University of Maine at Augusta
· Augusta Campus / City of Augusta / 4-1-81 / Kennebec
· Bangor Campus / City of Bangor / 6-15-78 / Penobscot
University of Maine at Farmington / Town of Farmington / 5-19-81 / Franklin
University of Maine at Fort Kent / Town of Fort Kent / 6-4-80 / Aroostook
University of Maine at Machias / Town of Machias / 11-18-88 / Washington
University of Maine / Town of Orono / 7-3-78 / Penobscot
University of Southern Maine
· Portland Campus / City of Portland / 7-17-86 / Cumberland
· Gorham Campus / Town of Gorham / 10-15-81 / Cumberland
· Lewiston Campus / City of Lewiston / 9-28-79 / Androscoggin
University of Maine at Presque Isle / City of Presque Isle / 10-15-80 / Aroostook
Hazard Mitigation Planning has been incorporated into the emergency response contingency plans and/or national incident management plans at several of the campuses.
UMA
In January 2011 UMA hosted a meeting with local emergency coordinators, representatives of the Augusta Public Safety departments, State Police, Kennebec County, MEMA, and University personnel to develop training plans and documents for emergency responses. UMA has developed its Emergency Response Plan and is in process of developing a training program which will be presented to members of the administration and others on campus who may be involved in emergency response. UMA is developing Continuity of Operations Plans (COOP) and will be requiring all departments to have them completed by the end of the calendar year 2012.
Key personnel have attended various training on emergency preparedness and emergency response. Those individuals include Sheri Stevens, Executive Director of Administrative Services who serves as the Incident commander/campus coordinator for all emergencies; Robert Marden, UMA's Assistant Director of Administrative Services who is responsible for campus Safety and Security; Charlie Chandler, Director of Administrative Services for the UMA-Bangor campus; and Peter St. Michel, Director of Facilities. UMA's ne Vice President for Finance and Administration, Ellen Schneiter, is involved in the development of UMA's emergency response policies and procedures.
Mr. Marden and Mr. Chandler completed a two day emergency planning training session held at the Augusta Civic Center in April 2012. Campus facilities staff and security personnel have also received training on emergency response procedures.
UMFK
The University of Maine at Fort Kent has conducted a number of disaster drills and exercises. These are summarized in the table below:
Date / Type of Exercise / Exercise Scenario / Other Participants4/26/07 / Tabletop / Shooter
3/10/08 / Tabletop / Bomb Threat
9/11/09 / Training / Active Shooter
10/6/09 / Full Scale / Explosion / Fire, Law enforcement, NMMC, EMS
5/26/10 / Tabletop / Team travel – bad weather
2/2/11 / Tabletop / Bomb threat
12/14/11 / Tabletop / Shooter @bball game
Tabletop
UM
Excerpts from the University’s Emergency Response Contingency Plan (ERCP) and National Incident Management Plan (NIMS)
Under the leadership, support, and direction of the University of Maine’s President Robert A. Kennedy, the University of Maine has been working closely with local, state and federal resources to enhance its Emergency Response Contingency Plan (ERCP). The University continues to ensure compatibility of the ERCP with the National Incident Management System (NIMS).
Emergency Response Related Training for UMaine Facility Emergency Coordinators:
· IS00100 - Introduction to Incident Command System
· IS00200 - Introduction to Incident Command System - National Training Curriculum
· IS00700 - National Response Plan (NRP) an Introduction
· IS00800 - National Incident Management System - (NIMS)
· First Responder Awareness Level Courses
· First Responder Awareness Annual Refresher
· Annual Emergency Response Contingency Plan Training
· DOT Hazardous Material Training Courses
Significant Accomplishments And Improvements Since 2006:
2006
· Revised ERCP to include Pandemic Planning and additional NIMS components.
· UMPD hosted “Campus Riot Control” multi-agency training exercise on campus.
· UMaine participated in the creation of the University of Maine System Hazard Mitigation Plan. The purpose of the plan is to provide guidance for a hazard resistant university that vigilantly assesses, plans for and mitigates any natural disasters most likely to affect the University System.
· SEM developed and implemented Advanced Emergency Evacuation Training for UMaine employees and Incident Investigation Training for Facility Emergency Coordinators and other UMaine employees.
· President Kennedy assigned the UMaine SEM Director, Wayne Maines to participate on the New England Land Grant Presidents Council Subcommittee for Emergency and Disaster Planning.
· President Kennedy expanded UMaine’s pandemic planning efforts by establishing a “University - Wide Pandemic Planning Committee”.
2007
· UMaine signed a Memorandum Understanding with the Maine Centers for Disease Control (CDC) to serve as a mass-dispensing site/point of distribution as part of a state-wide response plan.
· On January 7, 2007, UMaine conducted an “Introduction to NIMS Training” and tabletop exercise conducted for 52 senior management staff and invited guests.
· On January 11, all UMPD Police Officers attended the Maine State Police “Responding to an Active Shooter” workshop.
· SEM/UMPD staff attended “Prevention and Response to Suicide Bombing Incidents Performance Level Training Course and Incident Response to Terrorist Bombing Performance Level Training Course sponsored New Mexico Tech.
· UMPD updated UMaine bomb threat response policy to meet new state guidelines.
· UMaine conducted a two day “Concepts of Emergency Operations for Executives” workshop.
· SEM/UMPD established the new Emergency Operations Center (EOC) in the Public Safety Building. Recent enhancements to the EOC provide interoperability with other state agencies.
· New UMaine EOC was utilized during the response to a Bomb Threat that followed the Virginia Tech tragedy.
· UMaine utilized the EOC to manage a large campus power outage that occurred on August 2, 2007.
2008
· President Kennedy established a committee that includes staff from Student Affairs, University Relations, Information Technology, Public Safety, Auxiliary Services, Purchasing, and Safety and Environmental Management to select, purchase and install a new Mass Communication Systems. The system includes:
· Outdoor emergency notification siren.
· “Emergency” link (http://www.umaine.edu/emergency/) on the UMaine home page that is designed to provide up to the minute emergency bulletins and a variety of emergency preparedness information resources for students, faculty, staff and students.
· Electronic emergency warning notification system to include email, text messaging, etc.
· UMaine developed partnership with MEMA to utilize WEB EOC
· UMaine conducted campus-wide emergency notification exercise
· Wayne Maines conducted NIMS/ICS Tabletop exercise at University of Maine, Fort Kent
· Wayne Maines/Tom Spitz conducted NIMS/ICS Tabletop exercise at University of Maine, Machias
2009
· UMaine activated the Pandemic Plan to respond to H1N1 – Provide vaccinations for 1300 + Students and Staff
· Utilized MEMA/Homeland Security to install generator to power EOC/Dispatch at Public Safety Building
· Installed back-up controls for mass notification system sirens
· Upgrade wireless and bandwidth for EOC and Public Safety Building
· UMaine Police conducted Dynamic entry and Team Movement (Critical Incident)
· Active Shooter Training – (UMaine Police, Navy ROTC, Army ROTC)
· MEMA/Homeland Security Grant – Active Shooter Training – UMaine, local and state law enforcement agencies.
2010
· UMaine submitted NOAA – Storm Ready Application
· EOC Team conducted full scale emergency notification exercise
· Campus-wide Cleary Act Training
· Submit new Cleary Act ”Fire Safety Report”
· Activated the EOC Team – Armed Robbery Incident
· Conducted survey of equipment to meet FCC narrow banding requirements
· Activated the EOC for major power outage
· Activated the EOC to prepare for hurricane
2011
· UMaine Awarded NOAA – Storm Ready University Certification
· UMaine/Penobscot County Sheriff’s Office and Penobscot County Emergency Management Agency sponsored a “ALL – HAZARDS HOMELAND SECURITY INITIATIVE - Community Partnerships and Awareness Training for Disaster Preparedness
USM
Recent training sessions have included:
· IS-100.HE Introduction to the Incident Command System for Higher Education
· IS-100.SCa Introduction to the Incident Command System for Schools
· IS-200.b (ICS 200) ICS for Single Resources and Initial Action Incident
· Emergency Response Contingency Plan Training
· DEPRCRA RefresherTraining
· IS-3 Radiological Emergency Management
UMPI
UMPI had planned a training program with the University of Maine, but due to conflicts, the training was canceled.
B. Process for Incorporating Mitigation Strategies and Related Information into Local Planning Mechanisms.