Hurricane Irene Situation Report

Updated information in RED

To: LEMT Leaders – please distribute to your school/department’s staff as needed
Cc: Incident Support Team (IST)
Cc: Crisis Management Team (CMT)

Web EOC has been activated for the duration of the event and the move-in weekend.  Incident Name:  Hurricane Irene 2011   www.uos.harvard.edu or https://harvard.webeocasp.com/harvard/de…

Hurricane Irene Situation Report #2
August 25, 2011     8:45 PM

WEATHER UPDATE (NWS Briefing Slides Attached)

Hurricane Irene, a Category 3 storm currently located in the Bahamas, is expected to impact Massachusetts as early as this weekend.  The National Hurricane Center’s projected track is more westward than before with landfall between New York, NY and Newport, RI and passing through Massachusetts Sunday night and Monday morning as a Category 1 or 2 storm.  Irene is still several days out, however, and the projected track could potentially be off by as much as 130 miles and the projected timing by 6 to 8 hours.

Precipitation: Some isolated thunderstorms are possible tomorrow afternoon and evening.  Rains associated with Irene may begin as early as Saturday afternoon, with the bulk of precipitation coming Saturday night through Sunday night.  As much as 6 to 12 inches of rain are possible to the left of Irene’s track.

Winds: The most damaging winds will be located to the right of Irene’s track.  Winds in Massachusetts are forecast to be Category 1 (74-95mph) or Category 2 (95-110mph) but Category 3 (110-130mph) winds are not out of the question.  Exact timing of the arrival of damaging winds is highly dependent on Irene’s forward speed; Sunday through Sunday night are most likely, but an increase in Irene’s speed could bring significant winds as early as Saturday night.  There is also a risk that Irene may spawn tornadoes Saturday night into Sunday, especially in its northeastern quadrant.

HARVARD

Telecommunications
·         The Harvard Hotline (877.366.6606) is being redesigned from its pandemic-focus to a call-flow more appropriate for all emergencies.  It will be utilized as the central call triage system if needed.  Maria Apse will be reaching out to key contacts to make sure call-tree extensions are correct.

Environmental Health, Safety & Emergency Management
·         Monitoring weather and providing periodic updates
·         Uploaded Hurricane Safety Checklist for Faculty, Staff and Students to website – www.uos.harvard.edu
·         Emergency van is stocked and available for dispatch
·         Emergency Response Team on-call throughout the weekend.
·         Construction site contacts have been instructed to secure or remove items that could become projectiles in high winds.
·         Assisting contacts with the proper storage of hazardous waste.

Campus Services – Energy & Facilities
Pre-Storm Inspections (continuing through Saturday)
·         Inspecting E&U energy plants, steam manholes, sub-stations, and district storm water pumping stations to ensure storm readiness.
·         Performing inspections of steam tunnel water removal systems to ensure proper operations and storm readiness.
·         Confirm with local building management teams specific zones with high potential for flooding or wind damage and take preventive actions (i.e., relocate items, pre-position response equipment as required); Check and clear exterior drains and gutter systems; Deactivate all irrigation systems; Remove and secure all lawn furniture, flags and banners
·         Secure all exterior storage areas against high winds
·         Inspect and test sump pumps and alarms in buildings and utility tunnels
·         Inspect and fuel all department vehicles
·         Remind custodial and building management teams to close all windows
Response Equipment and Vendor Support Readiness
·         Emergency power generators inspected and fuel levels topped to 80%
·         Response equipment (sand bags, pumps and hoses) pre-positioned in known flood zones
·         Doubled normal inventory of pumps and hoses in our stockroom at 46 Blackstone Street
·         Confirmed availability of additional equipment resources with our primary MRO supply vendor (Grainger)
·         Confirmed communications protocols and readiness status with Fuel Oil vendors
·         Confirmed communication protocols and readiness status with Disaster Response vendors: BMS Cat, Able Restoration, ARS, ATI
·         Confirmed communication protocols and readiness status with primary Landscape support vendors (in event of large scale tree removals); Malpy Tree care, Hartney Greymont
Staffing Plans
·         Additional Building Maintenance, Landscape and Custodial staff will be in place all weekend to support Undergraduate Move-In activities.  Extra staffing and supervision from each of these groups as well as Fire Safety Services will remain on campus throughout Sunday evening and overnight into Monday (in some cases, dedicated to specific customer-requested areas).
·         Additionally, E&U Utility Operations (Electrical Distribution, Steam and Chilled Water distribution) and the University Operations Center will all have increased onsite staffing levels this weekend to support storm response activities.
·         All remaining Custodial, Maintenance, Landscape, Fire Safety, Electrical Distribution, and Utilities response crews and supervisors alerted to standby status.

Harvard University Police Department
·         Fully staffed and prepared to double the number of on-duty personnel if needed.

Sheltering
·         Schools and departments with residential housing have been asked to put there emergency shelter management teams on standby.
·         Facilities Maintenance Operations (FMO) is prepared to provide staff to setup shelters (cots, blankets, etc.) if needed

Hospitality & Dining Services
·         Ordering extra food and water
·         Ready to prepare cold food menus if power outages occur
·         Assessing staffing levels
·         Preparing facilities for extreme weather
·         Current schedule for dining hall openings is:
o   Cronchite is currently open
o   Thursday: Annenberg (starting at dinner)  – flexible hours depending on the weather
o   Friday: Hillel (starting at dinner), Currier (Breakfast and Lunch only), Winthrop (Breakfast and Lunch only), Quincy (Breakfast and Lunch only)
o   Saturday: Currier (full service), Winthrop (full service), Quincy (full service)
o   Saturday Dinner: all remaining dining halls open (except Dudley opens Monday)

Harvard College & FAS
·         Harvard College’s houses are opening early so that student can arrive ahead of the storm.  A message has been sent to Harvard College students informing them that they can arrive early.

NON – HARVARD
·         MWRA – Any dewatering occurring that discharges into MWRA’s system must STOP by 3:00PM Saturday August 27 due to the hurricane.  MWRA will follow up with Harvard on Mon the 29th as to when we may re-start any dewatering.
·         No parking bans or other restrictions from Boston and/or Cambridge at this time

Sunday Events Cancelled

Gov. Patrick has declared a State of Emergency for Sunday and has encouraged people to stay off the roads from Saturday evening through the end of the storm.

Accordingly, we have cancelled all Orientation events, including section dinners, scheduled for Sunday.

We will work on rescheduling those events at a later time.

Saturday events will proceed as scheduled.

From University Health Services

Physician Assignments
Students can access their Primary Care Physician (PCP) assignments via HUHS’s Patient Online portal. Visit https://www.pin1.harvard.edu/pin/authenticate?__authen_application=UHS_PORTAL to log in see who your PCP is.

The waiver deadline is August 31, 2011

Late waivers submitted after the August 31 deadline will be accepted only until September 30. Late fees will apply. More info: http://hushp.harvard.edu/waive

Dental enrollment ends September 30

HUHS has partnered with Delta Dental to offer a new dental plan to students. The HUHS Dental Service and the HSDM Dental Center are now among the participating providers of this new plan. For the enrollment application and details, visit http://hushp.harvard.edu/optional-dental-coverage

Dependent coverage deadline is September 30, 2011

Students may add/renew coverage for their dependents. Enrollment and renewal is not automatic. For enrollment application and details, visit http://hushp.harvard.edu/hushp-student-dependents

New HUSHP website

Visit http://hushp.harvard.edu for any health insurance questions you may have.

Reading and Study Strategies Course
Harvard Reading/Study Strategies Course: 2 weeks, morning or afternoon sessions, September 19 – October 7. To register, go to Bureau of Study Counsel at 5 Linden St., or call 617-495-2581. More info: http://bsc.harvard.edu/rc.html#rcdates

Storm Update

Here are some quick weekend updates in light of the impending storm:

Food

The Hark plans to be open and serving food on Saturday and Sunday (9:30 am – 3:00 pm). They will however have to close in the event of a blackout so please make sure you have non-perishable food on hand to get through Monday in case we lose electricity.

Library

The library will be closed on Sunday

I send these emails remembering that I was mocked in last year’s Parody for being Chicken Little but honestly, they make me do this.

Hurricane Update

Hurricane Irene, a Category 3 storm, is expected to impact Massachusetts as early as this weekend.  The National Hurricane Center’s projected track shows the center of Irene passing through Massachusetts Sunday night and Monday morning as a Category 1 or 2 storm, or possibly a weak Category 3.  Irene is still several days out, however, and the projected track could potentially be off by as much as 200 miles and the projected timing by 6 to 8 hours

The University is communicating with students faculty and staff to ensure that everyone is aware of the possible storm and available resources.

Before the storm

If you don’t have a flashlight, this is a good time to get one.  For students in the dorms, there is approximately one hour of emergency lighting in the stairwells and hallways.  RAs will have flashlights.

Please remember to charge your cell phones and laptops, backup your files, and have a small amount of cash on hand (in case stores are open but cannot use credit/debit cards)

Register for emergency alerts through MessageMe (www.messageme.harvard.edu)

Keep items of value (sentimental or otherwise) off the floor (if you are on the ground floor or below) and off the window sills in case of flooding.

Check www.emergency.harvard.edu and 1-866-496- NEWS for Harvard-specific information related to the hurricane

Check the Harvard Hurricane Preparedness Guide (attached) for more detailed advice.

Please review the Harvard Emergency Guide at  www.uos.harvard.edu

During the storm

Keep all windows and doors closed and secured

Stay inside

Keep a flashlight near for power loss (do not use candles)

Turn off unnecessary lighting and equipment (including computers and monitors)

Contact Harvard Police (617-495-1212) in the event of an emergency

After the storm

Report any Harvard facility related damage and emergencies to the University Operations Center at 617-495-5560 (available 24 hours a day)

Check www.emergency.harvard.edu and 1-866-496-NEWS for post-hurricane instructions

We will continue to monitor the path of the hurricane and the forecast, and will keep you updated if conditions change.

Here is to an uneventful weekend!

 

Storm Update

Here are some quick weekend updates in light of the impending storm:

Food

The Hark plans to be open and serving food on Saturday and Sunday (9:30 am – 3:00 pm). They will however have to close in the event of a blackout so please make sure you have non-perishable food on hand to get through Monday in case we lose electricity.

Library

The library will be closed on Sunday

I send these emails remembering that I was mocked in last year’s Parody for being Chicken Little but honestly, they make me do this.