W.H.Bender Quote 63 You Must Plan T.O.P Take-Out Packaging
After the Great Flood
1. AFTER THE GREAT FLOOD…
What Do We Do Now?
Disaster Preparation, Recovery, & Resilience
Presented by:
Gavin Vitter
Director of Personnel Services and Operations
Central Community School System
Human Capital Leadership Summit
December 8-9, 2016
New Orleans, Louisiana
2. TIME LINE
August 8, 2016
First Day for Employees
August 11, 2016
First Day for Students
Joint Special Meeting of Central Community School Board and City of Central
Council
5. Flood Numbers
Over 31 inches of rainfall
7.1 trillion gallons of water
13 people confirmed dead
150,000 homes damaged
Thousands of businesses
damaged
30,000 people evacuated
11,000 people in 70 shelters
22 schools heavily damaged
$20 Billion in estimated costs
6. Central Schools
Tanglewood Elementary flooded with over 21 inches of water
Central Offices flooded with over 3 inches of water
School Board members had their homes flooded
Superintendent has his home flooded
What do we do now?
7. Immediate Issues
School System was used as a shelter (Red Cross)
Central High School, then
Bellingrath Elementary School, then
Central Middle and Intermediate SchoolGyms and Cafeteria
Several employees volunteered time to oversee the shelters
Buses – First Student
I-12 was closed on both east/west bound due to flood water and stranded vehicles
40 State Roadways and Highways were closed because of flowing water, standing water, or
the road was gone…washed away
School system leadership and public information
9. First Day Back
Communicated through cell phones/email/text
Documented (photos)Tangelwood flood damage
First administrative meeting was onTuesday, August 16 – who ever could make it
Topics discussed:
How is everyone?
Anyone not accounted for? Missing? Dead?
Brain storming ideas
Set-up temporary Central Offices
Who is in charge?
10. First Day Meeting …
Start drafting a survey for employees to
complete
How long will we be out of school?
Calendar
Clean up
Bid Contractors
Cleanup
Rebuild
Will we be out of work? How long?
Payroll? Monthly Expenses?
What to do aboutTanglewood?
Temporary Location?
On Site?
InTemporary Buildings?
Off Site? Churches? Buildings?
Within other school buildings?
Call for an emergency School Board
Meeting
12. Other Processes
Worked with City of Central
Permits
Sharing information
FEMA Consultants
TCPN –The Cooperative Purchasing Network
Several schools use this for goods and equipment
Very effective for services
Need to be a part of the network PRIOR to disaster
13. Bid Process
Follow the state law and your policy
Emergency Board meeting
What to consider:
One contractor for all work
Many contractors
Clean up only
Rebuild only
Combinations
Can the selected contractor also subcontract for other services:
Document restoration
14. Payroll Decision
To run or not to run; that is the question…
What is your fund balance? Can you run the month’s payroll and cover existing
monthly expenses?
How does your payroll work? Pay it forward? Once a month/ twice a month?
We ran out August payroll.
Assumed employees would return to work and complete contract year.
15. Insurance
We did not have any flood insurance
TPA filed claims on everything – expected denials
Declinations needed for FEMA claims or reimbursement
FEMA went from 75/25 to 90/10
KNOWYOURTPA – Personal cell numbers
Review your roofs/get a roof maintenance schedule and contractor
Know your state emergency preparedness office
In Louisiana – it is GOSHEP:Governor’s Office of Homeland Security and
Emergency Preparedness
They offer several trainings on disaster prep/recovery/form processing
16. Social Media for Good
Was the best and most efficient way to communicate and get information out to employees
and the public
Surveys to employees
Go Fund MeAccounts
Donations started
Facebook site forTanglewood and school system
Facebook is accessible by anyone (public) and provides a history of events
School System website also utilized
Be aware of mis-information and have a public information contact person designated
School System email was also used for entire staff communications and to answer questions
17. Donations
Have a contact person/people designated
to document and process donations
List every donation received
Pre-madeThankYou notes are essential
Expect anything and everything to be
donated and from any source
Taylor Swift $50,000
Harry Conick Jr. Show – $80,000 in new
replacement band instruments
Baton Rouge Area Foundation - $50,000
United Health Care (Dream Builders)
$10,000 for playground equipment
Adoptive schools from across the country
(six degrees of separation)
LSASPA & AASPA – Community Services
Projects – over $4,000
My Mom donated $100
My Cousin – College Librarian in
Massachusetts donated and got colleagues
to donate
18. WhatWe Learned
Start/Create a Disaster Plan
Communications:
Any Source
Social Media
Websites
Cell/Text/Messenger
Review fund balance/enough to run a
month
How to give back time to employees who
work when school is closed and/or
volunteer?
Set a hard date for employees to return to
work
Have Employee Assistance ready and
communicated
Be prepared for employees turning to
coping items of comfort
Be prepared for employees not to return or
to leave the job
Be prepared to discipline and/or terminate
employees-still have to do your job
19. Understand Budgets/Money
Homestead AssessmentValues
35% reduction in EBR
20% reduction in Livingston
20%-22% reduction in other areas
State Law mandates a re-assessment
after declared disasters
Greatly affects the future of revenue to
school system
SalesTax
Car SalesTax at an all time record high
One time revenue at these levels
5-7 year wait for new cars
20. AssessedValues
Millage Rate = 60.40
House MarketValue = $300,000
Assessed HouseValue (X 10%) =
$30,000
Homestead Exemption = ($7,500)
Net AssessedValue = $22,500
$22,500 X .06040 = $1,359
With a 30% assessed reduction
House MarketValue = $210,000
(300,000-90,000)
Assessed HouseValue (X 10%) =
$21,000
Homestead Exemption = ($7,500)
Net AssessedValue = $13,500
$13,500 X .06040 = $815.40
21. BiggestTake-A-Ways
GET ALL OFYOUR PAPER FORM DIGITIZED NOW!!!!!!!
Amazed at people’s capacity to adapt and modify
Amazed at people’s generosity and kindness of heart
Amazed at people’s resiliency and willingness to do whatever job is needing to be
done
