WRD/R/DISASTER RECOVERY APPROVED MAY 30,

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1 APPROVED DISASTER RECOVERY PLAN FOR THE CITY OF MIAMI GENERAL EMPLOYEES AND SANITATION EMPLOYEES RETIREMENT TRUST Approved at the May 30, 2014, Board Meeting WRD/R/DISASTER RECOVERY APPROVED MAY 30,

2 PREFACE Disaster preparedness requires planning well in advance of the hurricane season. It means having a plan in place, communicated to all employees, and ready to be implemented virtually instantaneously. Even though this plan specifically targets hurricane planning, we believe that the plan is useful for any type of disaster. The identification of hazards might improve our preparedness for them. A list of potential hazards follows: Hurricane Tornado Fire Explosion Flood Vandalism Discharge of radioactive matter Denial of access War/terrorism/civil disturbance Building collapse Blackout WRD/R/DISASTER RECOVERY APPROVED MAY 30,

3 Disaster Management Team To implement this plan, a Disaster Management Team (DMT) has been created and consists of the Pension Administrator, Treasurer, Assistant Pension Administrator and Facility Maintenance Manager. The DMT has the following responsibilities: Reviewing, finalizing and updating the Plan Carrying out the responsibilities of the Plan Communicating the Plan to all employees The DMT should coordinate their vacations and weekend excursions during the hurricane season. * The pre-disaster preparation will be initiated when a hurricane warning is issued by the National Weather Service. If a Hurricane Warning is expected to be announced over the weekend, the Administrator may initiate the above duties during a Hurricane Watch. In the absence of the Administrator, any member of the DMT may initiate the predisaster preparation. Annual Review and Update Each year the DMT will meet and review the Disaster Recovery Plan. The primary purposes are as follows: Review and update the plan Identify critical machines, documents, etc. Remind all employees of hurricane/ disaster procedures and hold an office meeting to communicate this. Verify phone numbers and addresses of employees, trustees, key city officials and key service providers. Send a copy of the Disaster Recovery Plan to staff, trustees, City Manager and City/Board Liaison. Telephone List The general telephone list distributed to all employees needs to include: Home telephone numbers Cellular numbers Trustees numbers Key city officials numbers Although it is not necessary to distribute to all associates, the DMT and the office files should have the name, address and telephone number of relative(s). Preferably the contact is a family member that is not a resident in southeast Florida. Phone numbers of key service providers (computer, copiers, etc.) should be in the possession of the DMT and the office files. This list is included in Appendix A. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

4 Telephone Recording In the event of a pending disaster, it will be necessary to change the routine telephone off-hours answering message. The revised message should provide emergency work related instructions to employees and a message for members of the plan. A sample script might be: You have reached the City of Miami Pension Office. Due to the impending storm, the office has been closed temporarily. We plan to re-open as soon as possible. Thank you for your support, and we hope you remain safe and well. Instructions on how to change the routine telephone off hours answering message will be provided to the staff. (Appendix C.) Weather The DMT is responsible for reviewing hurricane reports issued by the National Weather Service during the June 1 to November 30 hurricane season. A state of ready alert for the disaster recovery team goes into effect when a hurricane watch is issued. When a watch is issued, the DMT is responsible for initiating the preparation of the supply kit and the staff s critical deadline list. After the two are prepared, the DMT must review and confirm the deadline list and inspect the supply kit. A copy of the critical deadline list and supply list will be given to the staff. (Appendix B) Evacuation All employees are required to obey all instructions issued by governmental authorities including any evacuation order. Pre-Disaster Preparation The pre-disaster preparation will be initiated when a hurricane warning is issued by the National Weather Service. If a Hurricane Warning is expected to be announced over the weekend, the Administrator may initiate the above duties during a Hurricane Watch. In the absence of the Administrator, any member of the DMT may initiate the pre-disaster preparation. Prior to the event of general disaster (such as a hurricane) you are required to secure your office and equipment. You are responsible for identifying an employee to perform these functions for you in the event of your absence or vacation. Make a backup copy of any critical information stored on your hard drive (data on the network server will be backed up and you need not worry about that, although an extra copy on CD/DVD/Hard Drive of any critical work in progress is a good idea.) Take your CD/DVD/Hard Drive home with you along with your laptop. All electronic equipment must be turned off and unplugged. 1. You should always keep your office clean to minimize preparation time. 2. All important papers should be placed inside drawers. 3. Clean all desks, credenzas and tables of potential flying objects. 4. Close blinds and drapes. 5. Close all perimeter office doors. 6. Do not place any tape on the windows. Tape has no benefit in a hurricane. Removal of the tape can be difficulty and costly, especially if removal damages the glass. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

5 7. The Facility Maintenance Manager or designee will take to the Server Room a supply box containing: Current Disaster Recovery Plan, checkbooks, checks, GESE Staff s last payroll and leave balances, current insurance policies, current backup tape, and current copy of ordinance. 8. Everyone must copy to their Jump Drive: Current Disaster Recovery Plan, current copy of ordinance 9. The last person out should lock the doors and activate the alarm. It is absolutely imperative that you have your list of telephone numbers at home in a safe place. If you evacuate, be sure to take this list with you. Overall Office 1. Assist the DMT as requested. 2. Copy all important documents to your jump drive. (Example: Current Disaster Recovery Plan, current telephone lists, current vendor s list.) 3. Prepare critical deadline list. 4. Prepare supply kit. 5. Close all cabinet doors and close all interior doors. 6. Lock all exterior doors. 7. Perform these tasks for any member of your team not able to complete them. 8. If you are able to help with the pre-disaster preparation, be prepared to perform tasks that are not in your normal job description. 9. Have your laptop, jump drive, current list of phone numbers and Current Disaster Recovery Plan at home in a safe and secure place; remember to take them with you if you evacuate. Post Disaster Guidelines for Management At the initial meeting of key management personnel, the first step is to assess the status and needs of the staff. Although employees should be actively attempting to contact you, you must be actively attempting to contact your staff and the other members of the management team. You need to have your copy of the telephone list available. The telephone list should also include any cellular phone numbers. Members of the DMT will also have addresses and telephone numbers of nearest relatives. We should try to communicate with each other through the internet at You will need to log in with your GESE address and password (Example: your It is absolutely imperative that certain actions be taken immediately. These actions include the establishment of lines of communication among all employees and meeting of key management personnel. You must be prepared (unless absolutely impossible) to attend the key management meeting ASAP. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

6 Particular attention must be paid to the status of each member of the key management team. Since it is likely that at least one member of the management team will have been severely affected by the disaster, it will probably be necessary to temporarily shift some responsibilities. A senior level management employee needs to be put in charge of the disaster recovery on an around the clock basis. This person should be a member of the DMT. It may not be possible or even desirable to institute a back to work plan at this first stage, although the initial planning of the timetable for returning to work should be made. It is important that the primary focus, be on the status and needs of all GESE s members. Assure all GESE members that we are going to continue with business as usual. Confirm the status of projects with any critical deadlines. Try to assess the level of commitment each employee can reasonably make towards the recovery effort. It is important that management personnel focus on the future and anticipate long term needs. An assessment of the physical facility and systems capability needs to be made. Consideration should be given to the time required to repair the facility and systems. Would a temporary or permanent relocation make sense? If necessary, the staff may work from their homes. When will basic services (electrical, telephone, water, etc.) be restored? Identify any critical deadlines approaching. Relay a basic timetable for normal business resumption. Table A Checklist of Post Disaster Activity for Management Assess employees immediate needs 1. Assurance of continued employment and business operations 2. Assess who can help 3. Confirm any critical deadlines Assess employees future needs Transportation Assessment of physical facility 1. Building (structure, windows, roof, doors, etc.) 2. Computer system 3. Telephone system 4. Fax 5. Copiers 6. Supplies (paper, etc.) 7. Internet Service 8. Air conditioning 9. Postage Machine Assessment of timetable for restoration of basic services 1. Electricity 2. Telephone 3. Water 4. Elevator Services Prepare written damage assessment WRD/R/DISASTER RECOVERY APPROVED MAY 30,

7 Contact city offices 1. Systems backup 2. GESE Member contact 3. Trustee contact Identify critical deadlines Develop a timetable for returning to work If we need to relocate, contact trustees, GESE members, city officials, consultants and vendors. (Investment Consultant will contact Money Managers.) Review business insurance policies Post Disaster Steps After the disaster it is of the utmost importance that you make contact immediately. Contact is important even if you personally have not been adversely affected by the disaster. You should keep your listings of employees, trustees and key city officials phone numbers in a safe and convenient location (located in the Disaster Recovery Plan.) We should try to communicate with each other through the internet at You will need to log in with your GESE address and password (Example: your If you plan on evacuating the region, please leave your forwarding telephone number with all members of the DMT and as soon as possible also e- mail the complete staff. Post Disaster Make contact with one of the following individuals (in the order listed): Administrator Assistant Pension Administrator Treasurer Facility Maintenance Manager Any other staff member Chairperson Once you make contact, the following things are important to report: Your personal and family status Any immediate needs Future needs (if known) Where you can be contacted Any crucial deadlines You may or may not be given work-related instructions. If you cannot be contacted on a reliable basis, you should plan to make periodic contact. Depending on your personal situation, you may be requested to perform tasks that are not in your typical job description. This could include cleaning the office, typing, answering the phones, delivering supplies, etc. If you are able to help with disaster recovery, be prepared to perform tasks that are not in your normal job description. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

8 After the Storm The building will not be opened to the public until: Electricity and water are restored inside the building Elevator services are restored Only employees will be given access to the building. No friends or pets will be allowed in. Assess damage. In case of computer damage, damage in the server room or internet connectivity issues, the DMT should contact Stephen Kamau, Computer Consultant. Call for repair of any obvious damaged equipment, if possible. Attempt to purchase or rent any critical equipment that may need to be replaced. If the office is severely damaged, initiate actions to initiate the Business Continuance Services with LRS. (See Disruptive Event Response (DER) Manual Pages or call Ext. 1220) As long as the server room has power, air-conditioning and internet connectivity, each staff member with a laptop should be able to establish connection to the GESE network as long as there is hotspot and power available from their location. Employees may work from their homes on a temporary basis. If the office building is inaccessible for an extended period of time, then provisions will be made for a new temporary office location. If the office is accessible and power is available (via generator or FPL), then the office computer equipment should be checked for any damage and turned on as appropriate. Laptops may also be used since only power and hotspot is required to be functional. The back-up of the GESE servers is run on a nightly basis and is retrieved by International Data Depository twice weekly (Tuesday and Friday.) If appropriate, bring systems up: Uncover equipment Allow environment to stabilize with door closed for 24 hours before turning on computers. Verify operational status of equipment and wiring. Check the status of routers, telephone lines, , gateways, etc. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

9 Business Insurance The final area of disaster planning is the securement of adequate business insurance. Although an important area for the Trust as a whole, it is a small part of our office plan. Our Insurance Agency is: Marsh & McLennan Agency Ryan Edelson, Senior Account Executive 1601 Belvedere Road, Suite 300 East Tower West Palm Beach, FL (561) Direct Line Fax Mobile Staff s Payroll If our payroll vendor is unable to process GESE s Staff s payroll, the Administrative Assistant III will type manual checks for the staff with an automatic 80 hours. Any adjustments will be made when the payroll vendor is able to process GESE s Staff payroll. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

10 (THIS PAGE INTENTIONALLY LEFT BLANK) WRD/R/DISASTER RECOVERY APPROVED MAY 30,

11 APPROVED SUPPLY KIT (locked box) KEPT IN THE SERVER ROOM *Petty Cash ($200) *50 blank checks from operating account *5 checks from the excess benefit plan (Grantor Trust Account) *200 stamps *Checkbook for retiree s account, operating account and excess benefit plan *Updated Vendors list *Updated Telephone list *Fax cover sheets *Updated copy of ordinance *Updated Disaster Recovery Plan Retirement Package (Option Forms, Waiver, Defined Benefit Forms, Enrollment Form, DROP Application, DROP Attachments B & C, ICMA 401 Plan Employee Enrollment Form) *1 updated W2 Tax form/ W4P *1 updated direct deposit form *1 updated change of address form *1 updated beneficiary form *1 updated refund of contribution form *1 updated retirement application form Example book *Disruptive Event Manual (LRS) *Latest Actuarial Valuation *Latest Three Years Experience Study *Latest CAFR *Latest Summary Plan Description *Latest Auditor s Report *Assistant Administrator s Rolodex * Treasurer s Rolodex * Must be placed in locked box kept in the Server Room on the day a hurricane warning is issued. If a Hurricane Warning is expected to be announced over the weekend, the Administrator may initiate the above duties during a Hurricane Watch. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

12 APPROVED PRE-DISASTER CHECK LIST IMMEDIATELY AFTER HURRICANE WARNING IS ISSUED ADMINISTRATOR OR ADMINISTRATOR S DESIGNEE WILL PLACE IN TRUNK: 50 Manual checks for operating account 5 Manual checks for excess benefit plan account Copies of updated forms (ordinary death, special tax notice, all option forms, all DROP forms, AFSCME Standard insurance, W-4P Forms, Retirement Application, Waiver Forms) Checkbooks for the operating, retiree s account and excess benefit plan Petty Cash ($200.00) Updated telephone and vendor s list Copy of the Updated Disaster Recovery Plan Copy of updated ordinance Copy of last Staff Defined Benefit Plan Wire Transfer forms Copy of unprocessed bills Copy of last Staff s leave balances and paychecks Copy of last retiree s register and hardcopy of retiree s checks Copy of current Insurance Policies Assistant to the Administrator s Rolodex Treasurer s Rolodex IMMEDIATELY AFTER A HURRICANE WARNING IS ISSUED: Administrator or Administrator s designee may send 1 backup external hard drive to the Investment Consultant, and LRS depending on hurricane category. Administrator or Administrator s designee will Contact Chairperson or Vice Chair. Before leaving the office the Facility Maintenance Manager or Administrator s designee will update voic . If a Hurricane Warning is expected to be announced over the weekend, the Administrator may initiate the above duties during a Hurricane Watch. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

13 APPROVED PRE-HURRICANE SEASON CHECK LIST Distribute Pre-Hurricane Season checklist Review and update Pre-Disaster Recovery Plan with DMT and Computer Consultants Identify critical machines, documents, etc. Remind all employees of hurricane/ disaster procedures and hold an office meeting to communicate this. Review and finalize Pre-Disaster responsibilities Review and confirm the deadline list and inspect the supply kits Update functional assignment/vendor contact list, Key City Official s list, Trustees and Staff s phone list Propose Disaster Recovery Plan revision to Trustees at board meeting Mail updated Disaster Recovery Plan to Trustees Mail updated Key City Official s list, Trustees List and Staff s phone list to Trustees Update employee name and address list and mail to Trustees and Board Liaison Review Pre-Disaster Checklist with Administrator s designee Collect completed Pre-Hurricane Season Checklists Review completed Pre-Disaster Checklist with assigned personnel Distribute Hurricane Preparedness Bulletins WRD/R/DISASTER RECOVERY APPROVED MAY 30,

14 Record appropriate voice mail message Confirm employee s working area APPROVED POST DISASTER CHECKLIST Distribute GESE supplies and equipment located in the Server Room in the locked supply kits Verify employee s assignment needs Attempt to contact your staff and the other members of the Disaster Management Team. Make contact with one of the following individuals (in the order listed): Administrator Treasurer Assistant Pension Administrator Facility Maintenance Manager Any other staff member Chairperson/Vice-Chair Once you make contact, the following things are important to report: Your personal and family status Any immediate needs Future needs (if known) Where you can be contacted Any crucial deadlines Schedule a meeting with key management personnel Initiate planning of the timetable for returning to work should be made Assure all GESE members that we are going to continue with business as usual Identify critical deadlines Confirm the status of projects with any critical deadlines Assess employees immediate needs Assess employees future needs Assess physical facility Assess timetable for restoration of basic services WRD/R/DISASTER RECOVERY APPROVED MAY 30,

15 APPROVED POST DISASTER CHECKLIST (continued) Contact city offices If we need to relocate, contact trustees, GESE members, city officials, money managers, consultants and vendors. Review business insurance Call for repair of any obvious damaged equipment, if possible. Attempt to purchase or rent any critical equipment that may need to be replaced. If the office is severely damaged, initiate actions to initiate the Business Continuance Services with LRS. (See Disruptive Event Response (DER) Manual. As long as the server room has power, air-conditioning and internet connectivity each staff member with a laptop should be able to establish connection to the GESE network as long as there is WI-FI/4G and power available. Employees may work from their homes on a temporary basis. If the office building is inaccessible for an extended period of time, then provisions will be made for a new temporary office location. If the office is accessible and power is available (via generator or FPL), then the office computer equipment should be checked for any damage and turned on as appropriate. Verify that there is internet connectivity with the assistance of Stephen Kamau. If appropriate, bring systems up: Uncover equipment Allow environment to stabilize with door closed for 24 hours before turning on computers. Verify operational status of equipment and wiring. Check the status of routers, servers, telephone lines, , gateways, etc. VERIFIED BY: DATE: WRD/R/DISASTER RECOVERY APPROVED MAY 30,

16 APPROVED HURRICANE FOLLOW-UP Retrieve supplies and equipment from server room. Collect employee s assignment sheets Review hurricane preparedness process with the Disaster Management Team and identify needed changes. WRD/R/DISASTER RECOVERY APPROVED MAY 30,

17 G.E.S.E STAFF NAME/ADDRESS TELEPHONE/FAX # Sandra Elenberg, Pension Administrator (305) Direct Line Irma Saldana, Assistant to the Administrator Christopher Recicar, Treasurer Elena Valdes, Administrative Asst. III Maria Blandon, Payroll Specialist II Oscar Alvarez, Facility Maintenance Manager Edgard Hernandez, Assistant Pension Administrator Enrique Mesa, Chief Accountant Marlene Jane, Adm. Aide I/Benefits Analyst Alibel Sanchez, Receptionist Ana Kokenge, Data Analyst Stephen Kamau, Computer Consultant WRD/R/DISASTER RECOVERY APPROVED MAY 30,

18 G.E.S.E. RETIREMENT TRUST BOARD Ron Thompkins, Chairperson Oscar Valido, Vice-Chairman Sandra Elenberg, Pension Administrator NAME/ADDRESS TELEPHONE/FAX # Ronald Thompkins Anthony Hatten Oscar Valido Joe Simmons, Jr. Caridad Montero Elizabeth Warwick Ann Marie Sharpe Clarence Graves John Hill Ronald A. Silver WRD/R/DISASTER RECOVERY APPROVED MAY 30,

19 CITY OFFICIALS WORK # HOME # CELLULAR # HELP DESK MAIL ROOM FRED PERICLES TERRY KWONG ARTURO DUQUE DANIEL ALFONSO NILDA PRENDES JOE SIMMONS SEAN MOY WRD/R/DISASTER RECOVERY APPROVED MAY 30,

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