CONTINUITY OF OPERATIONS PLAN

CONTINUITY OF OPERATIONS PLAN Evansville Metropolitan Planning Organization Evansville MPO Henderson Vanderburgh Warrick

CONTINUITY OF OPERATIONS PLAN May 2016 EVANSVILLE METROPOLITAN PLANNING ORGANIZATION 1 NW Martin Luther King, Jr. Blvd. Room 316 - Civic Center Complex Evansville, IN 47708 Evansville MPO Henderson Vanderburgh Warrick This report was funded in part by the Federal Highway Administration and Federal Transit Administration, U.S. Department of Transportation. The views and opinions of the authors expressed herein do not necessarily state or reflect those of the U. S. Department of Transportation.

ACKNOWLEDGEMENTS EVANSVILLE MPO POLICY COMMITTEE MEMBERS Mr. Jack Corn, Jr. Ms. Angela Koehler Lindsey Mr. Lloyd Winnecke Dr. H. Dan Adams Mr. Stephen Melcher Mr. Russell Sights Ms. Christy Powell Mr. Richard Reid Mr. William Hubiak Mr. Barry Russell Mr. Todd M. Robertson Mr. Rusty Fowler Mr. Kevin McClearn Ms. Brandye Hendrickson Mr. Rick Marquis Ms. Michelle Allen Mr. Shawn Seals Ms. Marisol Simon Mr. Susan Orona Mr. Thomas Nelson, Jr. Ms. Bernadette Dupont Mr. Greg Thomas Mr. John Moore Ms. Leslie Poff Chairperson, Evansville City Council Appointment Vice Chairperson, Councilwoman, Vanderburgh County Council Mayor, City of Evansville Councilman, Evansville City Council Commissioner, Vanderburgh County Commission City Manager, City of Henderson Appointment Town Manager, Town of Newburgh Appointment Commissioner, Warrick County Commission County Engineer, Henderson County Appointment Vanderburgh County Commission Appointment Transportation and Services Director, City of Evansville Mayoral Appointment Indiana Department of Transportation Kentucky Transportation Cabinet Indiana Department of Transportation (NV) Indiana Federal Highway Administration (NV) Indiana Federal Highway Administration (NV) Indiana Department of Environmental Management (NV) Federal Transit Administration Region V (NV) Federal Transit Administration Region V (NV) Kentucky Federal Highway Administration (NV) Kentucky Federal Highway Administration (NV) Kentucky Transportation Cabinet (NV) Kentucky Transportation Cabinet (NV) Kentucky Division of Air Quality (NV) (NV) = Non Voting i

ACKNOWLEDGEMENTS EVANSVILLE MPO TECHNICAL COMMITTEE MEMBERS Mr. Brent Schmitt Mr. Ron London Chairperson, Evansville City Engineer Vice Chairperson, Evansville-Vanderburgh Area Plan Commission, Executive Director The following organizations are represented on the Technical Committee: American Engineers, Inc. Indiana Department of Transportation (Vincennes) American Medical Response Indiana Southern Railroad Carver Community Organization Kentucky Transportation Cabinet (Frankfort) Commonwealth Engineering, Inc. Kentucky Transportation Cabinet (Madisonville) CSX Transportation Lochmueller Group Easter Seals Rehabilitation Center Metropolitan Evansville Transit System Economic Development Coalition of Southwest Indiana Port of Indiana-Mount Vernon EnviroKinetics, Inc. Posey County Chamber Evansville ARC River City Taxi Evansville Bicycle Club St. Mary s Trauma Hospital Evansville Board of Public Safety SIRS Inc. Evansville Chamber of Commerce University of Evansville Evansville City Engineer Vanderburgh County Emergency Management Agency Evansville Department of Metropolitan Development Vanderburgh County Engineer Evansville Department of Transportation and Services Warrick County Economic Development Evansville Department of Urban Forestry Warrick County Plan Commission Evansville Environmental Protection Agency Warrick County School Corporation Evansville Parks and Recreation Department Westside Improvement Association Evansville Police Department Evansville Regional Airport Evansville Water and Sewer Department Federal Highway Administration (Indiana) Federal Highway Administration (Kentucky) Federal Transit Administration (Region V) Green River Area Development District Henderson Area Rapid Transit Henderson City Engineer Assistant Henderson City Manager Henderson County Engineer Henderson County Riverport Henderson-Henderson County Chamber of Commerce Henderson-Henderson County Plan Commission Henderson Judge Executive Indiana Department of Environmental Management (Indianapolis) Indiana Department of Transportation (Indianapolis) ii

ACKNOWLEDGEMENTS EVANSVILLE MPO STAFF Mr. Seyed Shokouhzadeh Ms. Pamela Drach Ms. Erin Schriefer Mr. Craig Luebke Ms. Laura Lamb Mr. Vishu Lingala Mr. Matt Schriefer, AICP Ms. Kari Akin Mr. Jeff Okes Executive Director Deputy Director Senior Transportation Planner: Non-motorized/MTP Transportation Planner: TIP/Public Outreach/Rural Transportation Engineer: GIS/Freight/Land Use Transportation Planner: Travel Demand Modeling/GIS Transportation Planner: Transit/Title VI Coordinator Finance Offi cer Transportation Technician iii

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TABLE OF CONTENTS EXECUTIVE SUMMARY... 1 INTRODUCTION... 1 PURPOSE, APPLICABILITY AND SCOPE... 2 ESSENTIAL FUNCTIONS... 2 CONCEPT OF OPERATIONS... 2 Phase I: Activation and Relocation... 2 Phase II: Alternative Facility Operations... 4 Phase III: Reconstitution... 5 LOGISTICS... 5 MULTI-YEAR STRATEGY AND PROGRAM MANAGEMENT... 6 COOP MAINTENANCE... 6 APPENDIX A: EMPO ORDER OF SUCCESSION STAFF...A-1 APPENDIX B: ALTERNATE LOCATION/FACILITY INFORMATION...A-1 APPENDIX C: OPERATIONAL CHECKLIST...A-1 APPENDIX D: CITY OF EVANSVILLE/VANDERBURGH COUNTY COMPUTER SERVICES DISASTER RECOVERY PLAN...A-2 v

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CONTINUITY OF OPERATIONS PLAN EXECUTIVE SUMMARY This document outlines the Evansville Metropolitan Planning Organization (EMPO) Continuity of Operations Plan (COOP). The purpose of the plan is to provide guidance to the Evansville MPO staff regarding policies and procedures to be implemented in the event of an interruption of facilities/services due to a natural disaster, terrorist attack, or other emergency. The primary goal is to allow the Evansville MPO to resume normal operations as quickly and effi ciently as possible after an interruption. Developed in accordance with the provisions of Part 2, Section 202 (Continuity of Government) of Executive Order 12656 (dated November 18, 1988) and the Department of Homeland Security Headquarters Continuity of Operation Guidance Document dated April 2004, this document serves as the EMPO s COOP Plan. EMPO is the Metropolitan Planning Organization (MPO) for the Evansville-Henderson Urbanized Area. The plan includes descriptions of the MPO s essential functions, a listing of key personnel, and the order of succession and personnel notifi cation procedure. It includes procedures for the continuation of essential functions and evacuation/relocation. Questions concerning this document should be directed to: Seyed Shokouhzadeh, Executive Director Evansville Metropolitan Planning Organization Evansville-Vanderburgh County Civic Center, Room 316 1 NW Martin Luther King Jr. Blvd. Evansville, IN 47708 (812) 436-7833 sshokouhzadeh@evansvillempo.com INTRODUCTION The principal mission of the Evansville MPO is to undertake the continuous, cooperative and comprehensive 3-C planning process for the Evansville, Indiana Henderson, Kentucky Urbanized Area. This process, and the planning factors that inform it, ensures the safe, secure and effi cient mobility of people and freight, improves accessibility and mobility options, and protects and enhances our region s economic vitality and environmental wellbeing. MPO staff, under the direction of the MPO Policy Committee, develop the region s transportation plans and programs. To ensure continuous operations of the EMPO in the event of an emergency, this COOP will guide MPO staff on procedures for emergency response, essential functions and relocation plans. This guidance will facilitate the effi cient use of MPO resources to assist local and regional emergency response. EMPO Offi ce Location: Evansville-Vanderburgh County Civic Center, Room 316 1 NW Martin Luther King Jr. Blvd. Evansville, IN 47708 EVANSVILLE METROPOLITAN PLANNING ORGANIZATION 1

CONTINUITY OF OPERATIONS PLAN PURPOSE, APPLICABILITY AND SCOPE The purpose of this COOP is to ensure that the essential functions of the Evansville MPO will continue in the event of a major event, emergency or disaster. The plan outlines procedures for alerting, notifying, activating and deploying employees, and outlines the basic procedures to restore MPO operations. The COOP is applicable to situations determined by the Executive Director of the EMPO to require relocation/ re-establishment of essential functions of the MPO. It will provide staff with instructions and expectations concerning actions to be taken in such situations. The plan addresses the full spectrum of potential threats, crises and emergencies, but does not apply to temporary disruptions of service during short-term building evacuations or other situations where services are anticipated to be restored in the primary facility within a short term timeframe. ESSENTIAL FUNCTIONS The essential functions of the MPO, listed by priority are: 1. Provide technical support and information to assist in planning and restoration of the region s transportation system. 2. Ensure that the integrity and compliance of the MPO s planning programs are maintained. 3. Maintain contact with the Indiana Department of Transportation (INDOT), Kentucky Transportation Cabinet (KYTC), Federal Highway Administration (FHWA) and the Federal Transit Administration (FTA). 4. Restore communication with MPO members and maintain continuity of MPO and committee meetings. 5. Continuity of MPO projects and recurring activities, to include compensation associated with MPO agreements and the maintenance of MPO invoicing. CONCEPT OF OPERATIONS Phase I: Activation and Relocation 1. Decision Process The MPO Executive Director, or in their absence, the next person in succession, has the authority to activate the COOP. 2. Alert, Notification, and Implementation Process If during work hours, and if time allows due to the nature of the event, the Executive Director will call a meeting and detail the COOP activation plans. Those not present will be notifi ed by phone upon activation. If activation occurs after hours, each staff member will be notifi ed by phone or e-mail. If communications 2 EVANSVILLE METROPOLITAN PLANNING ORGANIZATION

CONTINUITY OF OPERATIONS PLAN are down, staff members are instructed to tune in to FM104.1 to receive instructions from the Vanderburgh County Emergency Management Agency. If an emergency alert comes during normal working hours and if time allows, each employee will execute the necessary actions immediately. All visitors will be escorted to safety and the senior MPO staff member in offi ce will account for the whereabouts of each staff member. Staff not assigned to specifi c preparation procedures will take appropriate action to protect their family and property. Those with extenuating circumstances requiring their prompt attention are free to attend to them upon approval of the MPO staff member in charge. Initial Emergency Procedures for MPO Staff Assess your work area. Secure necessary fi les and computer equipment. Save all electronic fi les to the main server or backup your fi les to external media. If it is crucial to your daily functions, take your work with you if you are ordered to report to the alternate location. Secure your work area and moved your computer equipment into the interior offi ce spaces designated for computer equipment storage. You may be needed to assist in securing other equipment and/or fi les, etc. Tape all openings on fi le cabinets to help minimize wind and water damage, should the windows be blown out. The Finance Offi cer will secure the main MPO fi le cabinets containing the offi cial records and MPO operating fi nancial account information. 3. Leadership a. Orders of Succession The department s order of succession, in terms of supervisory responsibility for the MPO offi ce during activation of the COOP, is shown below. Successors: Seyed Shokouhzadeh, Executive Director Pamela S. Drach, Deputy Director Erin Schriefer, Senior Transportation Planner Kari Akin, Finance Offi cer If the senior ranking staff member is incapacitated or out of the area at activation or during the plan implementation, the next ranking staff member shall assume responsibility for implementing and fulfi lling the COOP s objectives. Ideally, all staff with COOP functions, shall be assembled at the control center (MPO offi ces) or, if not available, the designated alternate facility, prior to full activation. The primary method of contact shall be via telephone. b. Delegations of Authority The MPO director shall remain in authority unless incapacitated or out of the area. They may appoint a successor, or if unable to do so, the next person in succession shall assume responsibility. EVANSVILLE METROPOLITAN PLANNING ORGANIZATION 3

CONTINUITY OF OPERATIONS PLAN c. Devolution The primary function of the MPO is transportation planning, not the physical construction nor day to day operation of transportation facilities. However, should an emergency event occur requiring activation of the COOP, the MPO s planning priorities are to provide support necessary to maintain the existing transportation system and for payment to those associated with MPO agreements and contracts. In the event of a worst-case scenario where the offi ces are completely destroyed and/or the entire leadership is incapacitated, MPO functions may be handled on a lower staff level. In the event of total destruction of the MPO offi ces, the Indiana Department of Transportation, Kentucky Transportation Cabinet, Federal Highway Administration and Federal Transit Administration have fi le copies of the MPO s major planning documents, including the Metropolitan Transportation Plan, Transportation Improvement Program, Unifi ed Planning Work Program, grant invoicing document, consultant contracts and Memoranda of Understanding/Agreement should it become necessary for reestablishment of the MPO. The MPO s bank is Old National Bank. Phase II: Alternate Facility Operations Upon arrival at the alternative facility, the highest ranking MPO staff member should delegate shifts for available MPO staff and assign staff to set up the MPO computers, connect to the internet, establish e-mail, if possible, and determine if telephone lines are operable. Potential Alternate Locations: Vanderburgh County Emergency Management Agency Operations Center 3500 North Harlan Avenue Evansville, Indiana 47711 (812) 421-6204 Vanderburgh County Emergency Management Agency Backup Operations Center 1440 Harmony Way Evansville, Indiana 47720 (812) 421-6413 1. Mission Essential Functions Below is a list of the MPO s mission critical systems: Function Transportation planning and project development Compensation associated with MPO activities and agreements Provide assistance to transportation program participants 4 EVANSVILLE METROPOLITAN PLANNING ORGANIZATION

CONTINUITY OF OPERATIONS PLAN 2. Vital Files, Records and Databases The MPO s vital fi les include hard copies of signed Interlocal Agreements, Memorandums of Agreement, Memorandums of Understanding, and assorted historical records. These documents are considered offi cial records. In the event of total destruction of the MPO offi ces, while not offi cial, copies of these documents should be able to be recovered from the party from which the agreements were made and fi le copies of most of the MPO planning documents are available from INDOT, KYTC, FHWA and/or FTA. The MPO s essential planning documents include the Metropolitan Transportation Plan, Transportation Improvement Program, and the Unifi ed Planning Work Program. All are available in hardcopy and/or stored electronically on the City of Evansville and Vanderburgh County computer network (backed up nightly Monday through Friday). The Disaster Recovery Plan for the City of Evansville and Vanderburgh County Computer Services is included in Appendix D. Phase III: Reconstitution Vital File, Record or Database Form of Record Access GIS Database Database Server MPO Traffi c Model Electronic Server Traffi c Count Database Database Server COOP Plan Hard Copy Hard copy carried to alternative location MPO Contacts List Electronic Server In the event of total destruction of the MPO offi ces, the MPO will be assigned a new location by the Executive Director and EMPO Policy Committee. After an event has passed, staff shall contact their supervisors for instructions on when and where to report for duty. LOGISTICS Alternative Location Identifi ed alternate facilities can accommodate MPO staff during the period through which the regular MPO offi ce is inaccessible. Should the MPO offi ces be completely destroyed, the MPO Executive Director, in consultation with the EMPO Policy Committee, will locate a suitable facility for permanent relocation of the EMPO. EVANSVILLE METROPOLITAN PLANNING ORGANIZATION 5

CONTINUITY OF OPERATIONS PLAN Interoperable Communications The alternative locations have a standard phone system available for use. All MPO staff members possess cellular phones. Alternate facilities offer access to MPO fi les currently stored and/or backed-up on the City of Evansville/Vanderburgh County servers. MULTI-YEAR STRATEGY AND PROGRAM MANAGEMENT PLAN The COOP will be examined on an annual basis. It is not anticipated that the MPO should need a multi-year strategy and program management plan. COOP MAINTENANCE The COOP will be reviewed annually. The personnel and emergency telephone lists will be reviewed and updated as needed. 6 EVANSVILLE METROPOLITAN PLANNING ORGANIZATION

APPENDIX A: EMPO ORDER OF SUCCESSION STAFF Seyed Shokouhzadeh, Executive Director (812) 436-7833 sshokouhzadeh@evansvillempo.com Pamela S. Drach, Deputy Director (812) 436-7831, (812) 483-6174 cell pdrach@evansvillempo.com Erin Schriefer, Senior Transportation Planner (812) 436-7840 eschriefer@evansvillempo.com Kari Akin, Finance Offi cer (812) 436-7835 kakin@evansvillempo.com APPENDIX B: ALTERNATE LOCATION/FACILITY INFORMATION Potential Alternate Facility Locations: Vanderburgh County Emergency Management Agency Operations Center 3500 North Harlan Avenue Evansville, Indiana 47711 (812) 421-6204 Vanderburgh County Emergency Management Agency Backup Operations Center 1440 Harmony Way Evansville, Indiana 47720 (812) 421-6413 APPENDIX C: OPERATIONAL CHECKLIST 1. Assess and secure your work area. Secure necessary fi les to be relocated to alternate location. 2. Save electronic fi les to the server. 3. Move your computer equipment into the interior offi ce spaces designated for computer equipment storage. 4. Secure MPO laptop computers for relocation to alternate facility. 5. Secure MPO contacts list for relocation to alternate facility. EVANSVILLE METROPOLITAN PLANNING ORGANIZATION A-1

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