I. General
Prior to the start of hurricane season (June 1 – November 30), management will ensure that the Hurricane Preparation and Recovery Plan is reviewed and any changes or modifications necessary are completed.
- Corporate- Hurricane Preparation Team
The hurricane preparation team will be responsible for monitoring and assessing the hurricane. The team will determine the appropriate steps to ensure the safety of employees and security of all facilities.
- Kevin Carpenter, President – ext. 8240 or 904.759.4404
- Bryan Dunford, Executive Vice President – ext. 8778 or 801.830.8980
- Marc McDuff, VP, Shared Services – ext. 8286 or 714.225.4972
- Ernest Taylor, Director, IT – ext. 8450 or 904.318.3792
- Paula Olszewski, VP, Shared Services ext. 8257 or 412.443.0650
The hurricane preparation team will conduct daily meetings beginning approximately 1 week prior to landfall, if possible.
- Hurricane Tracking
The hurricane preparation team will monitor weather reports and communicate as necessary to employees and will be responsible for monitoring the storm’s progress. Once the storm is within 96 hours of St. Johns, Duval, Clay, or Nassau County, preparations will begin to secure the facilities.
Employees will be provided updates as they become available. Communication will occur through email, phone or via text.
All employees will be directed to call the Advantus Hotline for up-to- date information.
904.482.0098 is the Hotline Number. Messages will be left for employees regarding the opening and closing of facilities.
- Office Closing
Management recognizes that employees have family and property commitments, which must be met prior to a severe tropical storm or hurricane hitting the area. These responsibilities may include the evacuation of a family. Therefore, the following steps will initiate an official closing:
Level I
The hurricane preparation team will closely monitor the location and movement of any severe storm which approaches and enters the Caribbean.
Level II
Upon announcement by the National Hurricane Center that a severe storm could move into North Florida within 96 hours, IT and Facilities will verify that all storm supplies are available.
Level III
When the National Hurricane Center announces a severe tropical storm or hurricane watch for North Florida with expected landfall within 72 hours, management will instruct employees to begin preparation tasks.
Level IV
When the National Hurricane Center announces a severe tropical storm or hurricane warning for North Florida with expected landfall within 24 – 48 hours, preparation tasks must be completed, and the office will close as quickly as possible.
- Office Re-opening
The office is expected to re-open approximately 24 hours after the storm passes. Supervisors are responsible for contacting all employees in their respective departments to confirm return to work in addition to requiring employees to call the Emergency Hotline number at 904.482.0098.
- Post Storm Procedures
Department Managers should be available via cell and/or home phone to receive instructions on reopening and communicate to employees.
General Office Checklist:
- All computers and peripherals should be unplugged, the cables and surge protectors removed from the floor and stored in plastic.
- All desktop computers and printers are to be wrapped in plastic and taped. Allow equipment to cool for five (5) minutes before wrapping.
- All lightweight computer peripherals should be disconnected and placed in a desk drawer or moved to an inter-room with no windows.
- Whenever possible, all critical or high value equipment should be elevated at least six inches off the floor in case of water seepage or flooding.
- Clear your desk, shelves, bookcases, etc., of all objects and papers by placing them in drawers or overhead bins. If these items cannot be placed in your desk or cabinets, place them in a large plastic bag(s). This is especially important in offices with windows. Personal items should be taken home.
- Critical file cabinets (legal, financial, human resources) should be covered and sealed as completely as possible with plastic and taped to prevent water infiltration.
- Department Managers should ensure:
- Communications of closings and facility plans with their departments.
- Update emergency contact lists for their departments.
- Provide employees emergency hotline number.
- Cover all electronic equipment in their departments.
Distribution Center Checklist:
- Review contents of Hurricane Kits and replace any missing or defective items.
- Update emergency contacts lists for all department managers/supervisors
- Verify contact information for all employees in your group.
- Make arrangements for all non-company trailers to be removed (contact as early as possible)
- Make arrangements to have all un-usable pallets picked up and removed from the site
- Make arrangements to be sure fuel tanks for generators are full on May 1.
- Ensure that all supervisors/managers have access to master key.
- Call for pick up and emptying of all trash containers
- Call the alarm company and put the system on test during the storm.
- Call primary carriers to ensure pick-up is scheduled. Move propane tank cage inside.
- Move all loose trash cans, barrels and tables inside.
- Keep uprights, lifts, reach trucks and pallet jacks as fully charged as possible.
- Shut power down to all charging stations at electrical breaker.
- Move all material handling equipment to center of plant.
- If the server is powered off, engage generator shut-down.
- Move all product away from dock doors.
- Place stacked pallets against dock doors to brace against wind.
- Perform final safety inspection of aerosol station.
- Perform final yard walk-about to make sure that all loose debris has been removed.
Distribution Center Hurricane Kit Contents:
- Flashlight (x4)
- Batteries
- Multi-tool
- Masking Tape
- Gloves (multiple pairs and sizes)
- Garbage Bags
- Small Writing pads and pens
- Box Cutters
- Advantus Hurricane Plan
- Contents list
IT Power Down Procedure Checklist
- Download configuration files from Watchguard and upload a copy to SharePoint.
- Ensure Veeam backups are complete and are uploaded to Azure. Depending on the timing of a pending hurricane, the full backups may need to be changed to incremental so that they can be completed in time.
- Open VMware web interface
- Enter each VM and power it down. Complete the last servers in this order:
- ADVANTUS-SQL
- ADC-ADCORP01P
- ADC-CONTROL
- Power down the Nimble Array
- Power down the Synology box
- Power down the Netgear storage arrays (used by Veem backups for copy to Azure)
- Ensure all computers and storage are off
- Put UPS in battery bypass mode
- Set breakers to bypass and flip the main power disconnect on UPS
- Turn off UPS breaker in panel
- Wrap servers in plastic across the top and sides after internalizing all gear on top of the rack