OKLAHOMA MUNICIPAL ASSURANCE GROUP BUSINESS CONTINUITY PLAN

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Olivia Kelley
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1 OKLAHOMA MUNICIPAL ASSURANCE GROUP BUSINESS CONTINUITY PLAN (Provided not as a Model Plan, but as a Sample Plan by the Association of Governmental Risk Pools (AGRIP, October 26, Names used are fictitious) The OMAG Plan is divided into the following sections: Evacuation Plan Tornado Shelter Crisis Management Team responsibilities After Hours Emergency Procedures Electronic Data Processing Security Revision of Business Continuity Plan News Release Emergency Contact Information OMAG & SEDGWICK EVACUATION PLAN Essential elements of a successful evacuation plan include: Evacuate personnel from the building. Notify appropriate emergency services. Assemble personnel and verify safety. In the event of an emergency where evacuation of the building is necessary, such as fire, explosion, structural failure or bomb threat, all personnel are instructed to walk quickly to the nearest exit. Do not waste time trying to save personal effects. Personal effects can be replaced, your life cannot. However, personal effects should be kept in a secure location at all times, so that in the event of an emergency they will be safe from theft and their location can be ascertained for later retrieval. There are four (4) means of egress from 4130 N. Lincoln Boulevard. Primary means of egress are the double front doors, located on the west side of the building, and double doors from the break room, located on the east side. Secondary means of egress are located in the workroom and Northeast miniconference room, which lead to the east parking lot. Which door to use is dictated by travel distance to the nearest exit and the presence of smoke or flames at the time of the emergency? In the initial phase of evacuation, Chris Spith (or alternate Jack Wild) will assist injured personnel to the nearest exit. Joey Whim will call 911 to report or verify the emergency. If circumstances permit, this call should be made before exiting the building or immediately after exiting. All OMAG and SEDGWICK personnel will go to the southeast corner of the east parking lot. SEDGWICK staff will report to Carey McDonald or in her absence Jackie Brewster in the parking lot.

2 OMAG staff will report to Greg Canter or in his absence Horace Frank in the parking lot. Do not leave the area without reporting your status to one of these persons. They will report to Paul Proud (or alternate Steve Rule) the status of all personnel. It is critical that you assemble away from the building to verify your well being. After leaving the building all personnel are instructed not to enter the building until authorized by the fire department. Paul or Steve will report the status of the respective office personnel to the fire department's Incident Commander. TORNADO SHELTER To alert the public of tornadoes, the National Weather Service issues tornado WATCHES and WARNINGS. A tornado WATCH means that weather conditions are favorable for the development of tornadoes. If a tornado WATCH is broadcast, stay tuned for further advisories and be prepared to take shelter. If a tornado WARNING is issued, it means a tornado has actually been sighted. WARNINGS are issued for individual counties and include the tornado's location and its direction and speed. If the OMAG office building is in or near its path, take shelter immediately. The best shelter from a tornado is the lowest level of the building. Avoid windows. The best shelters for OMAG and SEDGWICK employees are in the restrooms. CRISIS MANAGEMENT TEAM In the event of an emergency, such as fire, explosion, structural failure or other circumstances That render OMAG's office unsafe or inaccessible during or after normal business hours, OMAG's Crisis Management Team will meet at the Mutual Assurance Administrators office, 3121 Quail Springs Parkway, where certain decisions will be made concerning short-term operations of the group. In the event a Crisis Management Team member cannot perform his/her assigned duties, their designated alternate will assume responsibility for performing those duties. Should the emergency render OMAG premises inaccessible for more than one (1) business day, the following persons will constitute OMAG's Crisis Management Team and assume the outlined responsibilities: Paul Proud: Alternate: Steve Rule: Communications liaison between Incident Commander, OMAG Board of Trustees, plan participants, Mutual Assurance Administrators, Consolidated Benefits Resources, insurer, media and staff. Contact property insurer, request adjuster and disaster cleanup company (ies).

3 Authorize expenditures. Make key assignments, delegate responsibilities and duties. Review business continuity plan progress. George McDay: Alternate: Jack Wild: Organize temporary office space at Mutual Assurance Administrators for the interim period. Contact telephone companies to forward incoming calls to temporary office location. Contact temporary employment service for additional personnel as needed. Arrange to lease or purchase furnishings, computer hardware and office equipment for temporary office space. Dorie Crew: Alternate: Horace Frank: Contact Rock Island Group to re-establish OMAG's computer network at Mutual Assurance Administrators office. Contact Disaster Recovery Systems or other electronic data/media recovery contractor for retrieval of computer equipment. Post information for participants and media on web-site as approved by CEO. Greg Canter: Alternate: Chris Spith: Arrange maintenance to minimize further property damage. Coordinate building security with property manager as needed to secure contents of OMAG's offices. Arrange for re-entry into office premises at appropriate time. Arrange for temporary storage of salvageable property. Advise affected employees of Employee Assistance Programs (EAP) with regards to Post Traumatic Stress Syndrome. Marsha Gregorian: Alternate: Lucy Caper: Contact U.S. Postal System, United Parcel Service and FedEx to hold mail for pickup until further notice. Make arrangements for replacement postage meter.

4 Keep and make available current list of all staff telephone numbers, pagers, portable phones, residence and people to notify. Arrange to purchase stationery, office supplies and equipment as needed. Chris Spith: Alternate: Pat Smart Determine operational status of MAA, CBR, Midlands Management and implement alternate arrangements as appropriate. ALL CRISIS MANAGEMENT TEAM MEMBERS WILL BE GIVEN A COPY OF THE BUSINESS CONTINUITY PLAN FOR REFERENCE. EACH PLAN SHOULD BE KEPT IN A SECURE PLACE AT THEIR RESIDENCE. AFTER-HOURS EMERGENCY PROCEDURES Upon notification that an after-hours emergency has occurred that renders OMAG's office space uninhabitable, Paul Proud or George McDay will telephone members of the Crisis Management -Team to inform them of the situation. Team members will be instructed to telephone OMAG staff members to notify them of temporary logistics. ELECTRONIC DATA PROCESSING SECURITY The Electronic Data Processing network is to be backed up in accordance with the following schedule: * Weekly full system back-up includes data program files. This back-up is stored in a fire-resistant file cabinet located at Mutual Assurance Administrators. Lydia Colfire or Chris Spith will make delivery and return of the weekly back-up tapes- * Staff is encouraged to make daily backup copies on diskettes to protect important projects being worked on. These diskettes should be kept in a secure place away from the office. A fire-resistant filing cabinet is maintained at Mutual Assurance Administrators. Their address is 3121 Quail Springs Parkway in Oklahoma City. Permanent copies of all software are kept in the filing cabinet along with other valuable documents, such as lease agreements, insurance policies, bank account information, procedures manual and business continuity plan, that belong to OMAG.

5 REVISION OF BUSINESS CONTINUITY PLAN Greg Canter will be responsible for revisions to the Business Continuity Plan. Staff members should contact Greg by or memo when revisions, such as phone numbers, contacts or other pertinent information, need to be made. NEWS STATEMENT The OMAG Plan also includes a prepared statement that could be immediately issued that provides as follows: The Oklahoma Municipal Assurance Group (OMAG) has been forced out of our office space due to (fill in the blank). All employees have been accounted for at this time. (Report on injuries such as cuts and bruises, smoke inhalation, etc, but don t report serous injuries or fatalities at this time). The organization, which serves cities and towns through the state, has established temporary officers at (list address). OMAG will resume business operations as soon as telecommunication and computer systems can be established at the temporary location. We anticipate this to be accomplished with just a few hours. Until then, OMAG staff may be contacted at , which is the switchboard of (Name the Company), the owner of the premises. For further information, contact (Name Designated Spokesperson) at the above number, by mobile phone , or at EMERGENCY CONTACT INFORMATION The balance of the OMAG Business Continuity Plan is a spreadsheet style format listing Emergency Contact Information under the following classifications: Auditors Computer & Data Recovery Computer Programmers Copier Coffee Employment Services Fax Financial Institutions Office Supplies Postage Printing Companies Rentals Temporary Office Space UPS Water and Smoke Damage Recovery One or more contacts is listed for each classification as to 1) Name of Company, 2) Customer Number, 3) Contact Person, 4) Address, 5) Phone and 6) Fax. (An address could also be included.

Outsource Practices & Policies

Outsource Practices & Policies Emergency Action Plan Regional Office Ft. Myers, Fl Purpose is dedicated to the protection of its employees from emergencies such as tornadoes and fires. When emergencies