1. automotive and vehicles
2. vehicle rental

Early Learning Coalitions
Continuity of Operation Plan (COOP) Cover Sheet
Coalition Identification
Coalition Name: Early Learning Coalition
Of Pinellas County, Inc.
Counties in Service Area; Pinellas
Physical Address: 5735 Rio Vista Drive
Clearwater, FL 33760
and
5665 and 5755 Rio Vista Drive
Clearwater, FL 33760
Telephone:
Fax:
Coalition Analyst:
727 548 1439
727 548 1509
N/A
Coalition Analyst: N/A
Alternate Address for Disaster Operations:
See Attachment 5
Off Site Location of Coalition Records:
1. Contact Person (Primary) must have knowledge of emergency plan and have access to
Coalition office and records.
Name: Janet Chapman
Home Telephone: (727) 723-3332
Title/Position: CEO
Office Telephone: (727) 545-7535
Home Address: 100 Maywood Ave N.
Cell Telephone: (727) 656-8009
Clearwater, FL 33765
Pertinent Information (if applicable):
_____________________________________________________________________________
2. Contact Person (Alternate) must have knowledge of emergency plan and have access to
Coalition office and records.
Name: Lindsay Carson
Home Telephone: (727) 940-5513
Title/Position: Deputy CEO
Office Telephone: (727) 400-4440
Home Address: 1313 Belcher Drive
Cell Telephone: (727) 239-5412
Tarpon Springs, FL 34689
Pertinent Information (if applicable):
_____________________________________________________________________________
3. Contact Person (Alternate) must have knowledge of emergency plan and have access to
Coalition office and records.
Name: Lisa Zawistowski
Home Telephone: (727) 432-1303
Title/Position: Director Quality Assurance
Office Telephone: (727) 400-4447
Home Address
6056 Burlington Ave N
Cell Telephone: (727) 458-0627
St. Petersburg, FL 33710
Other Pertinent Information (if applicable):
_____________________________________________________________________________
Date of Last COOP Plan Submitted to OEL 8/31/12
Name of Person Completing this Form: Janet Chapman
Date Form Completed: 07/1/13
TABLE OF CONTENTS
SECTION I: INTRODUCTION ................................................................................................ 5 I-1 Purpose ..................................................................................................................... 5 I-2 Applicability and Scope ............................................................................................. 5 SECTION II: CONCEPT OF OPERATIONS (COOP).............................................................. 6 II-1 Objectives ................................................................................................................. 6 II-2 Planning Considerations ........................................................................................... 6 II-3 Assumptions .............................................................................................................. 7 II-4 COOP Execution ....................................................................................................... 7 II-5 Disaster Magnitude Levels ........................................................................................ 8 II-6 Emergency Coordinating Officer ............................................................................... 9 II-7 Executive Leadership Team .................................................................................... 10 II-8 Relocation Team ..................................................................................................... 10 II-9 Alternate Relocation Point ....................................................................................... 15 II-10 Mission-Essential Functions ................................................................................... 15 II-11 Delineation of Mission-Essential Functions ............................................................ 16 II-12 Warning Conditions ................................................................................................ 16 II-13 Direction and Control .............................................................................................. 17 II-14 Operational Hours ................................................................................................... 18 II-15 Alert and Notification ............................................................................................... 18 II-16 Telecommunications and Information Systems Support......................................... 19 II-17 Security and Access Controls ................................................................................. 20 II-18 Test, Training and Exercise .................................................................................... 21 SECTION III: PHASE I- ACTIVATION PROCEDURES ........................................................ 22 III-1 Alert and Notification Procedures ............................................................................ 22 III-2 Initial Actions ............................................................................................................ 23 III-3 Activation Procedures during Duty Hours ................................................................ 25 III-4 Activation Procedures- Non-Duty Hours .................................................................. 27 III-5 Deployment and Departure Procedures – Time-Phased Operations ...................... 29 III-6 Transition to Alternate Operations ........................................................................... 29 III-7 Site-Support Responsibilities ................................................................................... 30 SECTION IV: PHASE II - ALTERNATE OPERATIONS ....................................................... 30 IV-1 Execution of Mission-Essential Functions ............................................................... 30 IV-2 Establishment of Communications .......................................................................... 30 IV-3 Relocation Team ..................................................................................................... 31 IV-4 Augmentation of Staff and Other Resources ........................................................... 31 IV-5 Amplification of Guidance to All Personnel.............................................................. 32 IV-6 Development of Plans and Schedules for Reconstitution and Termination............. 32 SECTION V: PHASE III - RECONSTITUTION AND TERMINATION................................... 32 V-1 Overview .................................................................................................................. 32 V-2 Procedures ............................................................................................................... 33 V-3 After-Action Review and Remedial Action Plan........................................................ 33 ATTACHMENTS .................................................................................................................... 36 Attachment 1: Relocation Team ......................................................................................... 37 Attachment 2: Alternate Facilities ...................................................................................... 40 Attachment 3: Emergency Coordinating Officer ................................................................. 41 Attachment 4: Executive Leadership Team ....................................................................... 43 Attachment 5: Staff Roster/Phone List ............................................................................... 44 Attachment 6: Subcontracted Providers ............................................................................ 45 Attachment 7A: Organizational Chart ................................................................................ 46 2|Page
Attachment 7B: Memorandum of Delegation of Authority .................................................. 47 Attachment 8: Press Release ............................................................................................ 48 Attachment 9: ELC of Pinellas Standarized Communication Forms .................................. 49 Attachment 10: ELC of Pinellas Disaster Recovery Procedures........................................ 52 Attachment 11: Pinellas County Evacuation Zone Map and Shelter List ........................... 55 Attachment 12: Pinellas County “Know Your Zone” ........................................................... 56 3|Page
CONTINUITY OF OPERATIONS PLAN (COOP)
Early Learning Coalition of Pinellas County
5735 Rio Vista Drive
Clearwater, FL 33760
Janet Chapman, CEO
Phone: (727) 548-1439
Direct Line (727) 545-7535
Fax: (727) 548-1509
Email: jchapman@elcpinellas.net
Warning: This document contains information pertaining to the deployment, mobilization,
and tactical operations of OEL-DOE and the early learning Coalitions in response to
emergencies and is exempt from public disclosure under the provisions of Chapter 252
Florida Statutes.
Approved: __________________________________
Date:__________________
Julie Daniels, Chair
Early Learning Coalition of Pinellas County
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SECTION I: INTRODUCTION
I-1
Purpose
Pursuant to Florida Statutes, Chapter 252.365: Emergency Coordination Officers;
disaster-preparedness plans, this Continuity of Operations Plan (COOP) establishes
policy and guidance to ensure the continued execution of the mission-essential
functions for the OEL-DOE and the local Early Learning Coalitions in the event that
an emergency threatens or incapacitates operations, and requiring the relocation of
selected personnel and functions of the Early Learning Coalition of Pinellas County,
Inc., located at the following locations:

5735 ; 5665; and 5755 Rio Vista Drive, Clearwater, FL 33760,
(Main Office)

691 43rd Street South, St. Petersburg, FL 33711,
(YMCA Child’s Park Office)

301 S. Disston Avenue, Tarpon Springs, FL 33760
(Tarpon Office)

8550 Ulmerton Road, Ste.130, Largo, Florida 33771
(Eckerd Community Alternatives Office)
Specifically, this plan is designed to:
a. Ensure the Coalition is prepared to respond to emergencies, recover from
them, and mitigate their impact.
b. Ensure the Early Learning Coalition referenced above is prepared to provide
critical services in an environment that is threatened, diminished, or
incapacitated.
I-2
Applicability and Scope
This document is applicable to the Early Learning Coalition of Pinellas County. The
Coalition currently administers the School Readiness Program and the Voluntary
Prekindergarten Program for Pinellas County.
Name of Coalition:
Mailing Address:
Contact Name:
Primary Phone Number:
Alternate Phone Number:
Primary Fax Number:
Primary Email Address:
County(s) Served:
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Early Learning Coalition of Pinellas County
5735 Rio Vista Drive, Clearwater, Florida 33760
Janet Chapman, CEO
(727) 548-1439, work
(727) 656-8009, office cell
(727) 548-1509
jchapman@elcinellas.net
Pinellas County
Administrative Entity:
Fiscal Entity:
Mailing Address:
Contact Name:
Primary Phone Number:
Alternate Phone Number:
Primary Fax Number:
Primary Email Address:
Early Learning Coalition of Pinellas County
Early Learning Coalition of Pinellas County
Same as above
Merita Kafexhui, CFO
(727) 548-1439, work
(727) 656-8010, office cell
(727) 548-1509
mkafexhui@elcinellas.net
SECTION II: CONCEPT OF OPERATIONS (COOP)
II-1
Objectives
The objective of this COOP is to ensure that the capability exists to continue
essential functions across a wide range of potential emergencies, specifically when
local Coalition’s administrative and fiscal offices and/or subcontractor offices are
either threatened or inaccessible. The objectives of this plan include:
a. Ensuring the continuous performance of the local Coalition’s essential
functions/operations during an emergency;
b. Protecting essential facilities, equipment, records, and other assets;
c. Reducing or mitigating disruptions to operations;
d. Providing for the safety of staff and visitors to facilities, reducing loss of life,
minimizing damage and losses;
e. Identifying and designating principals and support staff to be relocated;
f. Facilitating decision-making for execution of the plan and the subsequent
operations; and
g. Achieving a timely and orderly recovery from the emergency and resumption
of full service to all customers.
II-2
Planning Considerations
In accordance with State guidance and emergency management principles, the
Coalition’s COOP:

Will be maintained at a high-level of readiness;

Will be capable of implementation both with and without warning;

Will be operational no later than 12 hours after activation, if at all possible.
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
Will be capable of maintaining sustained operations for up to 30 days;

Will take maximum advantage of existing state or federal and local
government infrastructures; and

Addresses protection of equipment and other Coalition assets.
II-3
Assumptions
In the event of an emergency, it is assumed that:
a. All mission-essential functions provided by other state agencies in support of
the local Coalition will continue in accordance with their respective continuity
of operations plans. This includes, but is not limited to, services provided by
the Office of Early Learning–DOE.
b. It will be determined (taking into consideration staffing and technical
resources) if the mission-essential functions of the affected primary facility can
feasibly be temporarily transferred to an established unaffected state or
community-based facility as an alternative to physically relocating staff.
II-4
COOP Execution
Emergencies or potential emergencies may affect the ability of the Coalition to
perform its mission-essential functions from any or all of its primary facilities. The
following are scenarios that could mandate the activation of the local Early Learning
Coalition’s COOP:

The Coalition’s administrative/fiscal offices are closed to normal business
activities as a result of an event or credible threats of an event that would
preclude access or use of the facility and the surrounding area.

The facilities for eligibility, resource and referral and other required services
are closed to normal business activities as a result of an event or credible
threats of an event that would preclude access or use of the facility and the
surrounding area.

The county is closed to normal business activities as a result of a widespread
utility failure, natural disaster, significant hazardous material incident, civil
disturbance, or terrorist or military attacks.
In an event so severe that normal operations are interrupted, or if such an incident
appears imminent and it would be prudent to evacuate the facilities or the
city/town/county, as a precaution, the Coalition’s designated employee may activate
the local Coalition’s COOP. The designated alternate facility will be activated, if
necessary, and at the discretion of the designated employee of the Coalition.
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a. The Relocation Team (composed of subject matter experts and essential
support staff) for the Coalition will ensure the mission-essential functions of the
Coalition are maintained and capable of being performed using the designated
alternate facility until full operations are re-established at the
administrative/fiscal entity and/or subcontractor offices.
b. Selected staff from appropriate Coalition, county, or other agencies may
supplement the Coalition’s Relocation Team. The Relocation Team will either
relocate temporarily to the designated alternate facility, if necessary, or
operate remotely from a predetermined secure location serving as an
assembly site. The Relocation Team will be responsible for continuing
mission-essential functions of the Coalition within 12 hours and for a period up
to 30 days pending regaining access to the administrative/fiscal or the full
occupation of the designated alternate facility.
c. All staff necessary to perform the mission-essential functions of the Coalition
will be contacted and advised to report to either the alternate facility, a
predetermined secure location, or other location as determined by the
Coalition’s designee. Other staff (non-relocating staff) will be instructed to go
to or remain home pending further instructions.
d. Incidents could occur with or without warning and during duty or non-duty
hours. Whatever the incident or threat, the COOP will be executed in response
to a full-range of disasters and emergencies, to include natural disasters,
terrorist threats and incidents, and technological disruptions and failures.
e. It is expected that, in most cases, the Coalition and/or subcontractor will
receive a warning of at least a few hours prior to an incident. Under these
circumstances, the process of activation would normally enable the partial,
limited, or full activation of the COOP with a complete and orderly alert,
notification of all personnel, and activation of the Relocation Team.
f. Without warning, the process can become less routine, and potentially more
serious and difficult. The ability to execute the COOP following an incident that
occurs with little or no warning will depend on the severity of the incident's
impact on the administrative/fiscal entity and/or the subcontractor’s facilities,
and whether the Coalition’s or subcontractor’s personnel are present in the
building or in the surrounding area.
The CEO, Janet Chapman, is the responsible party for the activation of the
Coalition’s COOP at the local level.
II-5
Disaster Magnitude Levels
The following Disaster Magnitude Classification definitions may be used to determine
the execution level of the COOP. These levels of disaster are defined as:
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II-6

Minor Disaster. Any disaster that is likely to be within the response capabilities
of local government and results in only minimal need for state or federal
assistance and would not necessarily require activation of the COOP.

Major Disaster. Any disaster that will likely exceed local capabilities and
require a broad range of state and federal assistance. The Federal Emergency
Management Agency (FEMA) will be notified and potential federal assistance
will be predominantly recovery-oriented. In the event of a major disaster,
Office of Early Learning – DOE will be notified and the COOP may be
activated in coordination with the Pinellas County Emergency Operations
Center.

Catastrophic Disaster. Any disaster that will require massive state and federal
assistance, including immediate military involvement. Federal assistance will
involve response as well as recovery needs. In the event of catastrophic
disaster, the COOP will be activated in coordination with State and County
Emergency Operations Center.
Emergency Coordinating Officer
The Coalition will need to designate an Emergency Coordinating Officer (ECO). In an
emergency, the Emergency Coordinating Officer will work closely with the
appropriate County Emergency Operations Center and the State of Florida
Emergency Operations Center to provide information and direction to the Emergency
Coordinating Officer and affected staff to provide immediate response capability to
protect life and property and to ensure minimal disruption to the continuance of the
Coalition’s mission-essential functions.
The ELC has a designated Emergency Coordinating Officer, Janet Chapman, who is
also the CEO of the Early Learning Coalition of Pinellas County, Inc. In an
emergency, Ms. Chapman will work closely with the appropriate County Emergency
Operations Center and the State of Florida Emergency Operation Center to provide
information and direction to Coalition staff. Ms. Chapman will provide immediate
response capability to protect life and property and to ensure minimal disruption to
the continuance of the ELC’s mission-essential functions.
The Emergency Coordinating Officer will review the COOP and all attachments
annually to identify necessary resources to support COOP activities, to ensure that
the plan remains viable and compatible with Florida’s Comprehensive Emergency
Management Plan and that it is maintained at a high level of readiness.
The resources necessary to ensure adequate maintenance and operation of the
COOP will be considered in the ELC’s annual budget planning process. Such
resources may include laptop computers, plastic storage boxes for movement of
records, water/fire proof safe.
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II-7
Executive Leadership Team
The Executive Leadership Team (Executive Committee), which is a standing
committee of the Early Learning Coalition of Pinellas County, Inc., will review the
COOP and all attachments annually to identify necessary resources to support
COOP activities, to ensure that the plan remains viable and compatible with Florida’s
Comprehensive Emergency Management Plan, and that it is maintained at a high
level of readiness. The resources necessary to ensure adequate maintenance and
operation of the COOP will be considered in the Coalition’s planning process.
The Executive Leadership Team consists of leadership staff with responsibilities
linked to the mission-essential functions of the Coalition. This team has the
responsibility for assessing the situation, activating the COOP, selecting alternate
facilities, providing information to and from the OEL-DOE/ and other appropriate state
and federal entities. The Executive Leadership Team will ensure that rosters for their
respective staff are kept current, and that staff members are informed and provided
reporting instructions.
II-8
Relocation Team
Coalition personnel who are responsible for relocating services under this plan to the
selected alternate facility are known collectively as the Relocation Team.
a. The Relocation Team must be able to continue operations and the
performance of mission-essential functions for up to 30 days at an alternate
facility. Each alternate facility must be currently equipped with telephones,
computers and fax machines. If the Coalition does not currently have
equipment such as laptops, computers, FAX machines, printers, and cell
phones, and a disaster should occur, the OEL-DOE may assist the Relocation
Team in obtaining additional equipment once the disaster/need occurs. The
Relocation Team should be able to work from a remote facility to ensure child
care services are not disrupted.
b. Since alternate facility space and support capabilities may be limited, the
membership of the Relocation Team is restricted to only those personnel who
possess the skills and experience needed for the execution of missionessential functions.
c. Coalition personnel who are not designated Relocation Team members may
be directed to move to other facilities or duty stations, or may be advised to
remain at or return home pending further instructions, as determined by the
ECO. When it is determined to be feasible, personnel may be allowed to
telecommute from their homes until the affected facility can be reoccupied or
another facility is established.
d. COOP activation should not, in most circumstances, affect the pay and
benefits of either Relocation Team members or other personnel. Staff who is
required to temporarily relocate to another geographical area of the State shall
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be compensated for travel expenses in accordance with Florida Statutes,
Chapter 112.061.
e. Implementation
In the event of activation of the COOP, the Coalition’s Emergency Coordinating
Office, or alternate, will implement the following measures, as soon as it is
determined that it is safe to travel within the county. This procedure would pertain
to a regional disaster as well as a county specific disaster.
1. Assessment and Triage
a. Assess the Coalition offices for damage and presence of functioning
utilities.
b. Report to the Relocation Team (via phone or e-mail) the status of the
Coalition, the out offices and the ability of the Coalition to resume
mission-essential functions.
1. The Relocation Team will maintain “Drive Away Kits” to be used in
case of emergency. These kits may contain such items as staff
rosters, laptops, hard copies of forms used in performing missionessential functions, flashlights, batteries, portable radios, first aid
kits, etc.
c. Contact the Director of Communication who in turn will send out a
phone-vite to all staff. Staff will respond to their supervisor concerning
their safety and availability to work.
1. Prior to the disaster, the Relocation Team will identify members of
the staff necessary to perform the critical functions.
d. Communicate with out offices to determine the status of the offices for
damage, presence of functioning utilities, staff safety and availability to
report for work and ability to resume mission essential functions for
which they are responsible.
e. Convene (by prearranged agreement) a meeting of the Relocation
Team at noon the day following the termination of the immediate
danger or threat, at the Coalition offices. If the Coalition office is
uninhabitable, the prearranged meeting place will follow the sequence
of alternative site locations for Coalition operations identified in
Attachment 2. The Relocation Team will discuss options for resumption
of all mission-essential functions of the Coalition and develop a plan
and timetable for implementation that is appropriate given the status of
the emergency.
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f. Communicate daily (by phone or prearranged meeting) until the
emergency has passed to assess the status of the delivery of mission –
essential functions and to revise strategies as necessary to ensure that
service delivery is resumed as quickly as possible and maintained.
2. Fiscal Controls, Integrity, Payroll and Provider Payment Functions
a. If given adequate warning of impending disaster or emergency, the
CEO and CFO will make arrangements for necessary fund transfers
and/or payments in advance of usual payment schedules, to ensure
that fiscal soundness of the Coalition and timely provider payments are
maintained.
b. In the absence of pre-warning of disaster or emergency, the Coalition’s
Emergency Coordinating Officer and CFO, and members of the
Relocation Team will meet as soon as practical to assess the status of
fiscal integrity of the Coalition and to plan for continuation of critical
functions.
c. Using generators or other sources of power, as possible, the CFO will
access Coalition fiscal records and accounts and perform necessary
transactions required by the Coalition. If it is not possible to power-up
the normal offices, the Coalition fiscal operations will resume from an
alternate office location or alternate site location as identified in
Attachment 2. If the Coalition’s server is not accessible, essential fiscal
and administrative duties may be performed by utilizing program
software disks or hard copies.
3. Eligibility Operations
a. Convene (by prearranged agreement) a meeting of Relocation Team at
noon, the day following the termination of the immediate danger or
threat, at the Coalition offices. If the Coalition office is uninhabitable, the
prearranged meeting place will follow the sequence of alternate site
locations for Coalition operations identified in Attachment 2. The
Relocation Team will discuss options for resumption of all mission
essential functions including eligibility and develop a plan and timetable
for implementation that is appropriate given the status of the
emergency.
b. Communicate with out offices to determine the status of the offices for
damage, presence of functioning utilities, staff safety and availability to
report for work and ability to resume mission essential functions for
which they are responsible.
c. Communicate daily (by phone or prearranged meeting) until the
emergency has passes to access the status of delivery of eligibility and
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to revise strategies as necessary to ensure that service delivery is
resumed as quickly as possible and maintained.
d. As necessary and appropriate, relocate to sites that are undamaged
and have functional utilities (most likely to the Coalition’s out offices or
alternate site locations identified in Attachment 2). A battery powered
laptop computer and wireless network access card will be available to
allow eligibility functions to continue from a variety of remote locations.
4. Resource and Referral
a. Convene (by prearranged agreement) a meeting of Relocation Team at
noon, the day following the termination of the immediate danger or
threat, at the Coalition offices. If the Coalition office is uninhabitable, the
prearranged meeting place will follow the sequence of alternate site
locations for Coalition operations identified in Attachment 2. The
Relocation Team will discuss options for resumption of all mission
essential functions including child care resource and referral, and
develop a plan and timetable for implementation that is appropriate
given the status of the emergency.
b. The subcontracted agency, 2-1-1 of Tampa Bay, will activate and
implement its own internal COOP (copy on file in the Coalition office)
which outlines specific actions to be taken to re-establish and maintain
resource and referral functions in the event of an emergency.
5. Provider Support and Assistance
a. Convene (by prearranged agreement) a meeting of Relocation Team at
noon, the day following the termination of the immediate danger or
threat, at the Coalition offices. If the Coalition office is uninhabitable, the
prearranged meeting place will follow the sequence of alternate site
locations for Coalition operations identified in Attachment 2. The
relocation Team will discuss options for resumption of all missionessential functions of the Coalition including provider support and
develop a plan and timetable for implementation that is appropriate
given the status of the emergency.
b. Working with the Relocation Team member representing Provider
Services, staff will conduct damage assessments of all school
readiness and VPK child care providers and family child care homes
throughout the county. Assessment will begin with a phone survey (if
phone service is effect) followed by a site visit to each provider
reporting damage if able. The ELVC will maintain the following
information for every school readiness and VPK provider to facilitate
contacts post –emergency: business address and phone number, home
address and home and cell phone numbers of the center
owner/operator/director (as appropriate for the site).
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c. Implement disaster-relief projects as appropriate (such as mini grants,
delivery of replacement supplies, etc. a) and will distribute information
to providers on sources of local, state and d federal assistance (FEMA,
United Way, etc.) The CEO has been granted automatic authorization
by the ELC Board to access and expend up to $10,000.00 in Coalition
funds to assist providers to resume operation as quickly as possible.
6. Telecommuting
Safety of the Coalition staff is of prime concern in implementation of this
COOP. It is expected that staff will use good judgment to ensure their own
safety when determining whether or not to attempt to travel to the Coalition
office during and after the time of emergency activation of the COOP. In
general, the following guidelines will apply:
a. The Emergency Coordinating office, having assessed the status of the
Coalition office and county-wide operation will provide direct instruction
to staff regarding whether or not to report to work via phone vite.
Staff should not report to the office until directed to do so by the
Emergency Coordinating Officer. In the interim, staff should make every
reasonable effort to contact their supervisor by telephone, cell phone
and /or e-mail to apprise them of their personal status ,location and
availability to return to work, The Supervisors will in turn, notify the
Relocation team
b. The Emergency Coordinating Officer will authorize on a situation –by
situation basis during the activation of the COOP, employees to
telecommute. In the case of a county0wide disaster, when it may be
unsafe to travel within the county and /or utilities are not available,
telecommuting may be considered the primary way of doing business
Employees should not make this assumption, until directed by the
Emergency Coordinating Officer to report to the Coalition office or an
alternate location.
c. The Emergence Coordinating Officer will be expected to maintain, at all
time, access via cell phone, home phone and home-accessible e-mail.
7. Backup Systems and Payroll and Travel Reimbursements
a. Using generators or other sources of power, as possible, the CFO will
access Coalition fiscal records and accounts and perform necessary
transactions required by the Coalition.
b. If it is not possible to power up the normal offices of the ELC, Coalition
fiscal operations will resume at an alternate location as identified in
Attachment 2.
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c. If necessary, payroll and/or travel reimbursements will be completed
manually.
II-9
Alternate Relocation Point
The determination of the alternate relocation point should be made at the time of
activation by the Coalition’s ECO in consultation with the Executive Leadership Team
of the Coalition, if time permits, and will be based on the incident, threat, risk
assessments, and execution timeframe.
a. To ensure the adequacy of assigned space and other resources, the
Emergency Coordinating Officer should review all alternate facilities annually,
within a fiscal year (July 1 – June 30). The CEO will be advised of the results
of this review and of any updates to the alternate relocation point information.
b. The designated alternate relocation point should be pre-equipped with
telephone, fax and computer lines which have electronic access to the
Coalition’s records and statewide early learning system databases.
c. The alternate relocation points have adequate parking capability to support the
Relocation Team. Information on dining and lodging should be provided to the
Relocation Team members as soon as possible upon COOP activation.
Should the Emergency Coordinating Officer (ECO) determine that it is necessary to
relocate Coalition operations to an alternate site, preferred routes for distribution of
communication about activation of the Colaition’s COOP will be ocnductedusing the
following method(s). (These are listed in order of preference; actual method(s) used
will be situation-dependent.)
a. Telephone call to staff members on office, home and/or cell phone if telephone
or cellular services are available.
b. Voice mail messages placed on office and staff cell phones.
c. Written instructions posted on the door to the Clearwater office location.
d. Automated response message to incoming e-mails.
e. Announcement on the local TV and radio stations.
f. If services are available, the Director of IT will broadcast fax and/or email
communications.
II-10
Mission-Essential Functions
It is important to establish priorities before an emergency to ensure that the relocated
staff can complete the mission-essential functions. All Relocation Team members
shall ensure that mission-essential functions can continue or resume as rapidly and
15 | P a g e
efficiently as possible during an emergency relocation. Any task not deemed
mission-essential may be deferred until additional personnel and resources become
available.
In the event of an emergency, the following primary functions are considered
mission- essential for the OEL-DOE:
1. Administration of Early Learning services at the local-level
 Coordinating responses to all subcontractors and child care providers
regarding activities and services which may be affected.
 Ensuring contact points are maintained and communication is intact.
2. Distribution of Programmatic Funds
3. Certification of SR Families
 Coordinating responses to all SR families regarding activities and
services which may be affected
 Ensuring contact points are maintained and communication is intact.
 Certifying families as needed
To ensure reliable infrastructure support for the Coalition, the following support
functions are also considered to be mission-essential:
 Executive Direction.
 Information Technology Support & Maintenance.
 Finance & Accounting Services.
 Communications
 Facilities/Property Management.
 Human Resource Management.
 Family Services
II-11
Delineation of Mission-Essential Functions
In the event the capacity of the Coalition is such that it cannot respond to the needs
of customers or deliver crucial services, the Coalition’s functions will revert to
alternative providers.
II-12
Warning Conditions
a. With Warning. It is expected that, in most cases, the Coalition will receive a
warning of at least a few hours prior to an event. This will normally enable the
full execution of the COOP with a complete and orderly alert, notification, and
deployment of the Relocation Team to an assembly site or a pre-identified
alternate relocation point.
b. Without Warning. The ability to execute the COOP following an event that
occurs with little or no warning will depend on the severity of the emergency
and the number of personnel that survive. If the deployment of staff to an
alternate relocation point is not feasible because of the loss of personnel,
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temporary leadership of the Coalition will be passed to the OEL-DOE which
shall implement the Coalition’s COOP at the local level.
II-13

Non-Duty Hours. Affected staff should be able to be alerted and the
Relocation Team activated to support operations for the duration of the
emergency.

Duty Hours. If possible, the COOP will be activated immediately to support
operations for the duration of the emergency.
Direction and Control
In the event that the CEO and Chair are incapacitated or unavailable to make
decisions regarding the Coalition’s COOP, authorized successors to the CEO must
be specified. Lines of succession should be maintained by the Coalition
organizational elements to ensure continuity of mission-essential functions
(Operating Organizational Chart). As organizational changes occur, the Operating
Organizational Chart should be updated and submitted to the OEL-DOE.
a. Pursuant to Sections 20.05 (1) (b) and 20.50 (3), Florida Statutes, the
Coalition must have an official established memorandum for Delegation of
Authority for managers and officers within the local Coalition.
b. The CEO and/or their designee may order activation of the Coalition’s COOP.
c. The Emergency Coordinating Officer, which may be the same individual, will
be responsible for disseminating COOP guidance and direction during the
activation and relocation phases.
1. The CEO, Janet Chapman, and/or her designee, Lindsay Carson, will
notify the Relocation Team that the COOP is being activated.
2. The Memorandum of Delegation of Authority states that Lindsay Carson,
the Deputy CEO, will take over the responsibilities of the CEO should she
not be available or able to perform this responsibility.
3. Lines of succession are be maintained by the Coalition organizational
elements to ensure continuity of mission-essential functions (Operating
Organizational Chart). As organizational changes occur, the Operating
Organizational Chart is updated and submitted to the OEL-DOE.
d. When executed, the Emergency Coordinating Officer will notify OEL-DOE, and
the Pinellas County Emergency Operations Center (727) 464-3800. During an
emergency activation call (727) 464-4333. The Pinellas County Emergency
Operations Center will in turn contact the State of Florida Emergency
Management Operations Center with this information.
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II-14
Operational Hours
During COOP contingencies, the Coalition’s ECO or individual under the Delegation
of Authority will determine the hours of work for the staff.
II-15
Alert and Notification
Procedures must be followed in the execution of the Coalition’s COOP. The extent to
which this will be possible will depend on the emergency, the amount of warning
received, whether personnel are on duty or off duty, and the extent of damage to the
affected facilities and its occupants. This plan is designed to provide a flexible
response to multiple events occurring within a broad spectrum of prevailing
conditions. The degree to which this plan is implemented depends on the type and
magnitude of the events or threats thereof.
Notice of the activation of the ELC COOP will be sent to all ELC Board Members,
Early Education and Care Providers and staff by email, telephone calls/phone vite
and/or faxes within 24 hours. Our Early Education and Care Providers also each
have a COOP Plan which will also be activated by them to ensure that all clients,
providers and parents will be notified of the disaster and plans. If public notice is
necessary, the Emergency Coordinating Officer will send it within 24 hours of the
disaster.
Responsibilities for notification are as follows:
Coalition:
Coalition staff, Coalition Board members, Relocation Team Members,
Resource and Referral (2-1-1 Tampa Bay Cares), contacting agencies,
Office of Early Learning, Florida Children’s Forum, Pinellas Emergency
Operations Center, State Emergency Operation Center and local media
Providers:
Parents and child care center staff
Preferred routes for distribution of communication about activation of the Coalition’s
COOP will be conducted using the following methods (several of which would be
activated concurrently), shown in order of priority.
1. Voice mail messages placed on office and staff cell phones.
2. Broadcast email notification to a pre-existing list of off-site locations and critical
contacts.
3. Broadcast voice mail notifications to a pre-exiting list of off-site locations and
critical contacts.
4. Notice place on website/social media.
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5. Telephone calls to a pre-existing list of critical contacts via telephone; a
telephone “tree” will be used to expedite this process.
6. Written instructions posted on the door of the Coalition office and all off-site
locations
7. Public announcement emailed to all media contacts.
II-16
Telecommunications and Information Systems Support
Telecommunication and information systems maintained at the local level must be
assessed to determine any inconsistencies or issues which may arise if the COOP is
activated. The Coalition must ensure that there are backup plans to address
disruptions in communications in the event of a disaster.
ELC Information Technology staff is responsible for ensuring that adequate capacity
for telecommunications and information systems are either in place or can be added
in the event of a disaster or emergency. In order to address critical failures of
information systems, Information Technology staff has developed a Disaster
Recovery Plan for Information Systems (Attachment 9). The Disaster Recovery Plan
is designed to provide guidance and direction to ELC staff on how to restore critical
applications and systems in the event information systems are compromised,
damaged or destroyed.
a. Telecommunications capabilities at the potential alternate facilities have been
assessed and infrastructure improvements are being made to ensure sufficient
capacity for the performance of mission-essential functions under the COOP.
The Information Technology Services staff will provide information systems
support, mobile communications support and ensure cyber security of data
and networks at the alternate facilities.
The ELC office has identified critical information system requirements that were
considered in planning and are identified as capabilities to be provided at the
potential alternate facilities.
a. When feasible, the Emergency Coordinating Officer (ECO) will save pertinent
files on the shared drive to a thumb-drive for immediate access if COOP
activation is required.
b. The servers at the ELC offices must be shut down once COOP is activated.
c. Members of the Relocation Team will access email at
https://mail.elcpinellas.net/owa
Todd Hughes, Director of IT, provides backup of data daily. The Coalition server
including the shared drive is backed up nightly Monday through Friday. Tapes are
rotated weekly.
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


There are 5 Friday tapes for each week of the month.
Monthly tapes are created and retained for one year.
End of year tapes are created and archived for 7 years.
The Director of IT also provides a weekly backup of the ASQ database and
People Ware database. The backup is completed on Monday mornings weekly.
Backup tapes are stored in a locked fireproof combination safe. They are stored
at Business Records Management Inc., (BMR) facility which is capable of
withstanding a Hurricane 5 storm.
Backup logs are monitored each day to ensure proper backup has been
accomplished.
Tapes are verified monthly by performing a restore on a random file.
Hard copy of provider records are stored in three central file/storage rooms at the
Coalition Offices. All storage rooms have files stored off of the ground, covered
with plastic. Hard copies of administrative/fiscal records are kept in the
Emergency Coordinating Officer’s (ECO) COOP Emergency Preparation Kit. CDs
of all significant files from our hard drive are also stored in this kit. Relocation staff
will take the other COOP Emergency Preparation Kits home with them per the
ECO’s orders to continue operation from home or a selected alternative site.
All hard copies of critical records are scanned and stored on thumb drive other
appropriate media device in order to recreate these records in the future if the
hard copies are lost. A case of CDs holding this information and other significant
hard drive information will be stored in the ECO’s COOP Emergency Preparation
Kit until activation of the COOP.
II-17
Security and Access Controls
a. The ECO will ensure all necessary security and access controls are provided
at the facility and alternate facility as needed.
b. The Coalition office is equipped with automatic alarms.
c. Evacuation routes have been posted in the Coalition office lobby, conference
rooms and staff offices. Early Education and Care providers are also required
to have evacuation routes posted in their lobbies, in each staff office and at
exit doors.
d. ECO and the Executive Leadership Team will have a copy of the Continuity of
Operations Plan (COOP) for ELC, along with the Locator / Floor Map,
Emergency Call List and Contingency Plan Contact List, for use at home or
away from the office. A copy of the plan will also be maintained at the office.
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b. Critical equipment is disconnected and stored in the most secure area of each
building. The equipment is elevated on top of desks or tables and covered with
plastic to prevent water filtration.
c. Disaster supplies are located in the double wide closet storage, front hallway,
West Wing of the Coalition and include the following:
1. An employee Locator /Floor Map [where employee stations are] and
Emergency Call List.
2. Large plastic trash bags – enough to double bag all computers, monitors,
printers, phones and other electronic equipment.
3. Duct Tape
4. Plastic tarps – to cover copiers and other large equipment
5. Flash lights – two for each kit
6. Hurricane Battery Powered Lamps - two for each kit
7. First Aid Kit
f. Designated staff is listed in each of the relevant sections of the plan.
g. Emergency Staging Points are indicated in the appropriate section of the plan
II-18
Test, Training and Exercise
a. Test, training and exercise programs include the following components:
 Staff awareness
 Leadership responsibilities
 Alert and notification procedures
 Validation and testing of equipment and communications of selected
alternate facilities.
b. Exercise programs to test staff awareness and response capabilities are
initiated and performed annually.
1. All employees receive a hard copy of the latest COOP each year. All Early
Education and Care providers and Coalition Board Members have access
to the most current COOP as posted on the ELC website. Annually this
plan is reviewed comprehensively with staff at department meetings.
2. Quarterly fire drills and tornado drills will be conducted to ensure that staff
members are able to leave the building in a safe orderly fashion, ensuring
the safety of parents, children and other visitors located within the facility.
3. A copy of the COOP will be provided to each new employee and training
provided during new employee orientation.
4. At the onset of hurricane season, the COOP processes are reviewed along
with distribution of a map noting locations for tornado emergency
evacuation sites. A copy of the COOP plan will be available to child care
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providers on the Coalition website. An annual electronic newsletter special
edition outlining vital COOP information of interest to providers and parents
is developed, published and distributed by the Coalition. Copies of the
special newsletter distributed through e-news are given to providers free of
charge. Providers are encouraged to share this information with their
parents during parent involvement or orientation activities and open-house
events.
5. All subcontracted agencies have provided electronic copies of their COOP
plans to the Coalition or they are accessible through the provider’s website
e.g. Pinellas County School Administration.
6. At the time of enrollment or recertification, parents will be provided with a
copy of the special edition COOP newsletter entitled “Disaster
Communication Plan” regarding the use of child care services during
disasters and the possible need to reassign children in the event of
structural failures, Parents will be instructed on how to locate up to date
information regarding child care services after a disaster.
7. Special notice pertaining to providers and parents post-disaster will be
distributed to local newspapers and announce on the local Television and
radio stations designated by the Emergency Operation Center.
8. As possible information will be relayed to providers via broadcast e-mail
and phone vite.
9. Information will be posted on the Coalition website and social media.
SECTION III: PHASE I- ACTIVATION PROCEDURES
III-1
Alert and Notification Procedures
The following procedures are to be followed in the execution of the ELC of Pinellas
COOP. The extent to which this will be possible will depend on the nature of the
emergency, the amount of warning received, whether personnel are on or off duty,
and the extent of damage to affected facilities and its occupants. This plan is
designed to provide a flexible response to multiple events occurring within a broad
spectrum of prevailing condition. Therefore, the degree to which this plan is
implemented depends on the type and magnitude of the event or threat.
The ELC’s notification process as related to COOP activation allows for a smooth
transition of the Relocation Team to an alternate facility to continue the execution of
mission-essential functions across a wide range of potential emergencies.
Notification may include:
1. An announcement of a COOP to the Relocation Team.
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2. Notification to staff by the Relocation Team. Staff notification may be via
personal contact, telephone, cell phone, toll free hotline, pager, e-mail, radio
and TV broadcasts, or a combination thereof.
a. The Relocation Team will notify staff at all office locations and provide
instruction and guidance on operation and the location of the alternate
relocation point.
b. After the initial notification effort is complete, the results, including
individuals not contacted must be reported to the Coalitions designee
responsible for this activity.
3. Contacting the facility contact at the designated alternate relocation point to
expect the relocation of the administrative/fiscal and other facilities.
4. Instructions to the Relocation Team to report for departure and relocation to a
designated alternate relocation point.
5. Phone calls to OEL-DOE (850) 717-8550/(866) 357-3239, the offices of Work
Net Pinellas (727) 423-5025, the Department of Children and Family Services,
Inc. (813) 558-5500, the Pinellas County Sheriff’s office (727) 582-6200, the
Department of Education (850) 245-0411 and any other primary recipients of
funds and/or collaborating partners that an emergency relocation of ELC staff
is anticipated or is in progress.
6. Phone calls to Pinellas County Emergency Operations Center (727) 464-3800
and arranges to have information disseminated through whatever means of
communication available to Early Education Care providers that an emergency
relocation of the Coalition offices is anticipated or is in progress.
III-2
Initial Actions
Based on the situation and circumstance of the event, the CEO will evaluate the
capability and capacity levels required to support the current mission-essential
functions of the Early Learning Coalition of Pinellas County, Inc. and determine if the
situation necessitates relocation of staff and/or other resources. If it is deemed
necessary to activate the COOP, the ECO will select an appropriate alternate
relocation point.
1. A COOP alert to all affected staff that relocation is imminent
2. An announcement of a COOP activation that directs the Relocation Team to
report to an assembly site or a designated alternate relocation point, and
provides instructions regarding movement, reporting, and transportation
details to an assembly site or a designated alternate relocation point
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3. Upon receipt of a COOP alert, the Emergency Coordinating Officer
immediately notifies the Relocation Team who, in turn, notifies staff. Staff
notification may be via personal contact, telephone, cell phone, toll free
hotline, pager, e-mail, radio and TV broadcasts, or a combination thereof (see
Section II-15b. of this plan).
a. The Relocation Team will notify staff at all office locations and provide
instruction and guidance on operation and the location of the alternate
relocation point.
b. All personnel should implement normal security procedures for areas being
evacuated.
c. After the initial notification effort is complete, the results, including
individuals not contacted must be reported to the Coalition’s designee
responsible for this activity.
4. The coalition will notify the facility contact at the designated alternate
relocation point to expect the relocation of the administrative/fiscal and other
facilities.
5. The ECO will provide instructions to the Relocation Team to report for
departure and relocation to a designated alternate relocation point.
6. The CEO and/or her designee notifies the OEL-DOE (850) 717-8550/(866)
357-3239, the offices of Work Net Pinellas (727) 423-5025, the Department of
Children and Family Services, Inc. (813) 558-5500, the Pinellas County
Sheriff’s office (727) 582-6200, the Department of Education (850) 245-0411
and any other primary recipients of funds and/or collaborating partners that an
emergency relocation of ELC staff is anticipated or is in progress.
7. The Emergency Coordinating Officer notifies the Pinellas County Emergency
Operations Center at 727-464-3800 that an emergency relocation of the early
learning Coalition offices is anticipated or is in progress and arranges to have
information disseminated through whatever means of communication available
to Early Education Care providers that an emergency relocation of the
Coalition offices is anticipated or is in progress.
8. The Coalition will prepare the alternate relocation point for the continuity of
the Coalition’s mission –essential functions. If computer functions are not
available, paper forms will be brought to the alternate relocation site.
9. The Administrative Secretary to the CEO will notify the mail service provider of
the relocation and provide mail routing instructions, High Point Post office
(727) 536-2901
10. The Point of Contact at all out offices provides daily updates to the CEO
regarding COOP activation and operations.
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11. The Coalition will provide daily update to OEL-DOE regarding COOP
activation and operations.
12. If appropriate, the Coalition will prepare a public press release to inform
customers of alternate provisions including new work location, phone
numbers, etc.
III-3
Activation Procedures during Duty Hours
Notification during normal work hours will follow these steps:
1. Step I: Coalition Executive Director notifies by phone or in person:
a. Lindsay Carson, Deputy Director
b. Julie Daniels, Coalition Chair
c. Relocation Team Members (See Attachment # X)
d. OEL-DOE
e. County Emergency Operations Center
f. State Emergency Operation Center
g. Florida Children’s Forum
h. Pinellas County License Board
2. Step 2: All Relocation Team Members will:
a. notify by phone or in person, all Coalition staff located in the Clearwater
office (not on the Relocation Team).
b. notify by phone or in person, all Coalition staff located in the off-site offices
(not on the Relocation Team).
c. collect Inividual Drive Away kits.
3. Step 3: The Director of IT or the IT Specialist will:
a. change voice mail messages on main office phone
b. instruct staff on how to change the voicemail message on their office
phone
c. instruct staff with verbiage for voicemail message on their cell phone.
25 | P a g e
d. set e-mail to forward to alternate email account and to send automatic
informational notice.
4. Step 4: The Director of Communications will:
a. contact all child care providers by phone vite or e-news
b. send press release to all local news media
c. place a notice on the ELC website and social media.
d. send notice to Pinellas County Health Department and Pinellas County
License Board
e. send notice to FEMA recovery centers and other local recovery center
(Salvation Army, Red Cross, etc. )
5. Step 4: The Director of Communications will:
a. post notice on the Coalition Clearwater office door
b. send notice for posting to all off site office locations
c. post notice on the website for all child care providers to post at their facility
for notifying parents.
6. Step 5: All Eligibility staff will:
a. notify all parents/visitorsin the building of the COOP activation and the
office closing.
b. contact all parents with scheduled appointments via phone, time permiting.
The Coalition will follow procedures outlined in the COOP.
1. Coalition office and contents will be secured following normal protocols of the
ELC of Pinellas County.
2. Offices located in off-site locations will follow the protocol of the agency where
the office is housed.
3. If time permits, all Coalition computer equipment and servers will be covered
in plastic, moved away from windows, and raised off the floor to protect from
potential water damage.
4. Parents/visitors within the offices will be notified of the COOP activation and
the office closure.
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5. Child care providers will be notified of the recovery of the administrative offices
through the use of the telephone messaging system, fax, and e-mail alerts,
and public service announcements.
6. Parents will be notified of the recovery of administrative offices through public
service announcement or through their child care provider. Notices will be
posted on the current facility of the child in location including directions to the
new location.
a. The Coalition CCR&R Coordinator, LaTisha Jones, will provide community
outreach in local malls, businesses, libraries, and schools to provide
information for customers, through email, fax and any other means
necessary.
III-4
Activation Procedures- Non-Duty Hours
Notification during non-working hours will follow these steps:
1. Step I: Coalition Executive Director notifies by phone or in person:
a. Lindsay Carson, Deputy Director
b. Julie Daniels, Coalition Chair
c. Relocation Team Members (See Attachment # X)
d. The facility contact of the alternate site location.
e. OEL-DOE
f. County Emergency Operations Center
g. State Emergency Operation Center
h. Florida Children’s Forum
i. Pinellas County License Board
2. Step 2: All Relocation Team Members notify by phone or in person:
a. notify by phone or in person, all Coalition staff located in the Clearwater
office (not on the Relocation Team).
b. notify by phone or in person, all Coalition staff located in the off-site offices
(not on the Relocation Team).
c. collect Inividual Drive Away kits.
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3. Step 3: The Director of IT or the IT Specialist will:
e. change voice mail messages on main office phone
f. instruct staff on how to change the voicemail message on their office
phone
g. instruct staff with verbiage for voicemail message on their cell phone.
h. set e-mail to forward to alternate email account and to send automatic
informational notice.
4. Step 4: The Director of Communications will:
f. contact all child care providers by phone vite or e-news
g. send press release to all local news media
h. place a notice on the ELC website and social media.
i. send notice to Pinellas County Health Department and Pinellas County
License Board
j.
send notice to FEMA recovery centers and other local recovery center
(Salvation Army, Red Cross, etc. )
5. Step 4: The Director of Communications will:
d. post notice on the Coalition Clearwater office door
e. end notice for posting to all off site office locations
6. Step 5: All Eligibility staff will:
c. Contact all parents with scheduled appointments via phone
The Coalition will follow procedures outlined in the COOP.
1. Coalition office and contents will be secured following normal protocols of the
ELC of Pinellas County.
2. Offices located in off-site locations will follow the protocol of the agency where
the office is housed.
3. If time permits, all Coalition computer equipment and servers will be covered
in plastic, moved away from windows, and raised off the floor to protect from
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potential water damage by members of the Relocation Team or designated
staff.
III-5
Deployment and Departure Procedures – Time-Phased Operations
The ECO or designee will determine allowances for partial pre-deployment of any
mission-essential functions that are critical to operations at the time the COOP
activation is directed. This determination will be based on the event or the level of
threat.
The following actions establish general administrative procedures to allow for travel
and transportation to the alternate relocation point. Specific instructions will be
provided at the time a deployment is ordered.
a. The CEO and/or her designee begin deployment of the Relocation Team to
the alternate relocation point.
b. Relocation Team. The Relocation Team is instructed to either relocate to a
designated assembly site or an alternate relocation point within 12 hours. The
teams will most likely use privately owned vehicles for transportation to the
designated facility. Specific instructions will be provided at the time of
activation. At the time of notification, any available information regarding
routes that should be used to depart the facility or other appropriate safety
precautions will be provided.
c. Other Affected Staff. Staff persons who are not selected as the Relocation
Team members that are present in the building at the time of an emergency
notification will be directed to proceed to another unaffected facility or to their
homes to await further instructions. At the time of notification, any available
information regarding routes that should be used to depart the facility or other
appropriate safety precautions will be provided. When it is determined to be
feasible, staff may be allowed to telecommute from their home until the
building can be reoccupied or another facility is established.
III-6
Transition to Alternate Operations
a. Following the activation of the COOP and establishment of communication
links with the Relocation Team at an alternate facility, the ECO and/or her
designee orders the cessation of operations at the ELC offices.
b. The Emergency Coordinating Officer or her designee notifies OEL-DOE, the
State of Florida Emergency Operations Center, and the Pinellas County
Emergency Operations Center (at (727) 464-3800) that an emergency
relocation of the Early Learning Coalition offices is anticipated or is in
progress.
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c. As appropriate, the CEO and/or her designee notifies press, news media,
outside customers, vendors and other service providers of the temporary
relocation (including any changes to ELC contact information).
III-7
Site-Support Responsibilities
Following notification that a relocation of the ELC staff has been ordered or is in
progress, the facility contact at the alternate relocation point will coordinate with the
Emergency Coordinating Officer in preparation for the activation of the COOP and to
receive the Relocation Team within 12 hours. This includes providing for the
protection and movement of records. Staff that provides information technology
support will assist with establishing connectivity and maintaining support for the
required systems and databases.
The ECO of ELC will need to make public statements as to the situation and
projected length of time the services will be disrupted. Media campaigns, PSA’s and
other means of notifying the community, including an emergency hotline number, will
be initiated to give directions to the community and provide assurances that services
will be restored as soon as possible. The Coalition CCR&R Coordinator will provide
community outreach in local malls, businesses, libraries, and schools to provide
information for customers, through email, fax and any other means necessary.
SECTION IV: PHASE II - ALTERNATE OPERATIONS
IV-1
Execution of Mission-Essential Functions
Upon COOP activation, the Coalition will begin providing support for the following
functions:
a. Monitoring and assessing the situation that required the relocation;
b. Monitoring the status of personnel and resources;
c. Planning and preparing for the restoration of operations at the main facilities or
other long-term facility.
IV-2
Establishment of Communications
a. The Coalition staff, in conjunction with OEL-DOE Information Technology staff,
will ensure all necessary and pre-planned communications systems are
established, adequate, and functioning properly; and will service and correct
any faulty or inadequate communications systems.
b. The alternate facility should be pre-equipped with computer, telephone and fax
lines.
1. Sites that have been selected for relocation have computers,
communication systems, etc. Notification will be made to all contracted
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service providers once relocation has taken place with the
location,
phone numbers, fax numbers, etc. The Emergency Coordinating Officer
or other local authority notifies the CEO and/or their designee of the
emergency requiring activation of the COOP.
c. The Coalition will ensure continual updates are provided in the form of
telephone contacts, press releases and web page updates in order to optimize
communication efforts to both internal and external customers.
1. The ECO of ELC will make public statements as to the situation and
projected length of time the services will be disrupted. Media campaigns,
PSA’s and other means of notifying the community, including an
emergency hotline number, will be initiated to give direction to the
community and provide assurances that services will be restored as soon
as possible.
2. The Coalition CCR&R Coordinator will provide community outreach in local
malls, businesses, libraries, and schools to provide information for
customers, through email, fax and any other means necessary
IV-3
Relocation Team
As soon as possible following their arrival at the designated alternate relocation point,
the Relocation Team members will begin providing support for the following
functions:
a. Coordinating transition of Coalition’s mission-essential functions to the
alternate relocation point.
b. Disseminating administrative and logistics information upon arrival. This
information must cover the operational procedures for the next 30 days.
IV-4
Augmentation of Staff and Other Resources
a. If it becomes evident that the Coalition staff cannot ensure the continuous
performance of mission-essential functions, the Coalition, in coordination with
the OEL-DOE, will determine the additional positions necessary to ensure the
continuous performance of mission-essential functions.
b. The Coalition, with assistance from the OEL-DOE, if needed, will then ensure
that the identified positions are staffed with individuals who have the requisite
skills to perform the tasks.
c. The Coalition in cooperation with the OEL-DOE will ensure that all resources
needed to sustain operations for 30 days are acquired.
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IV-5
Amplification of Guidance to All Personnel
a. The Coalition will develop informative memoranda for dissemination to its staff,
subcontractors, the OEL-DOE, and the local community to include child care
providers and parents, regarding the duration of alternate operations, pertinent
information on child care payments, location(s) for services, payroll, time and
attendance, duty assignments, and travel authorizations and reimbursements.
The Coalition will disseminate the information to the appropriate staff.
b. The Coalition has the responsibility for consideration of the health and
emotional well-being of their staff and families. This includes obtaining
information and providing guidance on any medical or special needs of their
staff and families.
The CEO has the responsibility for consideration of the health and emotional
well-being of staff and families. This includes obtaining information and
providing guidance on any medical or special needs staff and families. During
COOP activation, information regarding the ELC’s Employee Assistance
Program, Health Advocate will be available for all personnel and their families
by calling (866) 799-2728 or accessing their website at
www.HealthAdvocate.com/members . Should it be deemed necessary, the
Health Advocate provider will be scheduled to provide on-site counseling
services to staff.
IV-6
Development of Plans and Schedules for Reconstitution and Termination
a. The Coalition will develop Reconstitution and Termination Plans and
Schedules to ensure an orderly transition of all Coalition functions, personnel,
equipment, and records from the temporary alternate location to a new or
restored facility.
b. The Coalition will approve the plans and schedules prior to the cessation of
operations, and will submit the plan to the OEL-DOE in writing, as soon as is
feasibly possible.
c. The Coalition will take the lead role in overseeing the Reconstitution and
Termination process.
SECTION V: PHASE III - RECONSTITUTION AND TERMINATION
V-1
Overview
Within 24 hours of an emergency relocation, the Coalition will initiate operations to
salvage, restore, and recover the affected facilities after the approval of the local
and federal law enforcement and emergency services, if involved. Reconstitution
procedures will commence when it is ascertained that the emergency situation has
ended and is unlikely to recur. Once this determination has been made, one or a
32 | P a g e
combination of the following options may be implemented, depending on the
situation:
a. Continue to perform mission-essential functions at the alternate relocation
point for up to 30 days.
b. Begin an orderly return to the main facilities affected and reconstitute full
operations.
c. Establish operations in some other facility in the same geographical area.
V-2
Procedures
Upon a decision by the Coalition that the main facility can be reoccupied or that a
different facility will be secured for the Coalition:
a. The Coalition will oversee the orderly transition of all functions, personnel,
equipment, and records from the alternate relocation point to a new or
restored facility.
b. Prior to relocating to the main facility or another building, the Coalition will
ensure appropriate security, safety, and health assessments for suitability.
c. The staff remaining at the alternate relocation point will transfer mission-
essential functions and resume normal operations when the equipment and
documents are in place at the new or restored facility.
V-3
After-Action Review and Remedial Action Plan
a. An After-Action Review (information collection process) will be initiated prior to
the cessation of operations at the alternate relocation point. The information to
be collected will, at a minimum, include information from any employee
working during the COOP activation and a review of the strengths and
weaknesses at the conclusion of the operations.
b. The information is incorporated into a COOP Remedial Action Plan.
Recommendations for changes to the COOP and any accompanying
documents will be developed and incorporated into the COOP annual review
process.
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PROFILE
Early Learning Coalition of Pinellas County
5735 Rio Vista Drive, Clearwater, FL. 33760
Building Contact for Coalition: Janet Chapman
Phone: (727) 548-1439
Mission-Essential Functions performed in facility:











Executive Direction
Programmatic Funds Distribution
Information Technology Support/Maintenance
Communications
Finance & Accounting Services
Facilities/Property Management Services
Program Technical Assistance and Support
Certification of families for child care
Contracting and Payment of Providers
Quality Support Activities
Program oversight and direction for early learning Coalitions
Mission-Essential Data Systems and Records:








Resource and Referral
Unified Waiting List
Financial Management Tracking System (EFS)
Simplified Point of Entry
Web-EFS
Customer Information Control System (CICS) Mainframe
ASQ Web Portal
Internet
Facility Locations:
ELC – Clearwater Office
Building #1 (West)
5735 Rio Vista Drive
Clearwater, FL 33760
Hours: Monday-Friday
8:30 a.m. - 4:30 p.m.
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Building Contact
Janet Chapman
Phone: (727) 545-7535
Fax: (727) 548-1439
ELC – Clearwater Office
Building #2 (East)
5755 Rio Vista Drive
Clearwater, FL 33760
Hours: Monday-Friday
8:30 a.m. - 4:30 p.m.
ELC – Clearwater Office
Building #3 (North)
5735 Rio Vista Drive
Clearwater, FL 33760
Hours: Monday-Friday
8:30 a.m. - 4:30 p.m.
ELC – YMCA Child’s Park
691 43rd Street South
St. Petersburg, FL 33711
Hours: Monday-Friday
10:00 a.m. - 5:00 p.m.
ELC – ECA Office
100 Starcrest Drive
Clearwater, FL 33765
Building Contact
Merita Kafexhiu
Phone: (727) 400-4424
Fax: (727) 548-1439
Building Contact
Todd Hughes
Phone: (727) 400-4444
Fax: (727) 548-1439
Building Contact
Deborah Figgs-Sanders
Phone: (727) 209-9622
Fax: (727) 209-0373
ELC Point of Contact
Francesca Petruccelli
Phone: (727) 637-3257
Fax: none
Building Contact
Brian Bostick
Phone: (727) 456-0600 ext 2288
Fax: (727) 456-0646
Hours: Monday - Friday
8:00 a.m. - 4:00 p.m.
ELC Point of Contact
Ulyssees Alexander
Phone: (727) 456-0600 x2285
Fax: none
ELC – Tarpon Springs
Building Contact
John Martinelli
Phone: (727) 942-5457
Fax: (727) 942-5467
301 S. Disston Avenue
Tarpon Springs, FL 33760
Hours: Wednesdays only
8:00 a.m. - 4:00 p.m.
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ELC Point of Contact
Phone: (727) 942-5457 x6113
Fax: none
ATTACHMENTS
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Attachment 1: Relocation Team
MEMORANDUM
Date:
July 30, 2013
To:
ELC Staff
From:
Janet Chapman
Subject:
COOP – Relocation Team- Attachment 1
The following individuals have been designated as the relocation team in the event a
disaster renders our current location non-operational:
1.
Janet Chapman, CEO
100 Maywood Ave. N.
Clearwater, FL. 33765
Home phone: (727) 723-3332
Office: (727) 545-7535
Cell: (727) 656-8009
2.
Merita Kafexhiu, CFO, HR & Contracts
2518 Tranquility Drive
Palm Harbor, FL 34684
Home phone: (727) 726-6145
Office: (727) 400-4424
Cell: (727) 656-8010
3.
Todd Hughes
2175 Winchester Road North
St. Petersburg, FL 33710
Office: (727 400-4444
Cell: (727) 254-1987
4.
Jan Guilbert
5165 41 st Street South
St. Petersburg, FL 33711
Office: (727) 400-4417
Cell: (727) 458-0627/866-6615
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5.
Sima Saffery
14033 Lake Point Drive
Clearwater, FL 33762
Office: (727 400-4471
Cell: (727) 459-3673
7.
SUBSTITUTEPatty Lister
2691 60th Street North
St. Petersburg, FL 33710
Office: (727) 400-4432
Cell: (727) 331-0642
The CEO, Janet Chapman, has the responsibility for assessing the situation, activating
the COOP, selecting alternate facilities, providing information to and from the Office of
Early Learning and other appropriate state and federal entities, including the ELC’s
primary partner, OEL-DOE. After assessing the situation and reviewing the Pinellas
County Emergency Management information, she will activate the COOP based on the
level of the catastrophe.
The Relocation Team, determined by the CEO, must be able to continue operations and
the performance of mission-essential functions for up to 30 days at an alternate facility.
Once the CEO announces the activation of the COOP, the Relocation Team will be
issued a plastic tub with cover that contains:
Lap top computer
Thumb drive containing S:\ Drive documents
Hard copy of emergency information for all staff
Contact information for the Office of Early Learning
Hard Copy list and maps of alternate locations
Battery operated radio
Flashlight
First Aid kit
Phone Numbers for County and State Emergency Operations Offices
CD Copies of all electronic essential documents and vital contact information from
computer hard drive
Portable telephone answering machine
Contact information on staff , Coalition Board, and contracted providers
The CEO’s plastic tub will also contain all hard copy documents not available
electronically, such as articles of incorporation, tapes backing up server, insurance
information, tax exempt certificate, and an analog telephone.
The CEO will make all efforts to keep contact with the Relocation Team.
Alternate locations have been established and are listed in Attachment 2 of the COOP.
The CEO will announce the chosen alternative location and the time for staff to report.
The CEO will notify contracted providers and the Office of Early Learning of our new
location.
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The CFO will verify the safety of non-relocation staff members and give notice of the
alternate site and report time. The alternate facility is currently equipped with telephones,
computers and fax machines.
The Relocation Team will re-establish communication with the Juvenile Welfare Board,
Pinellas County School Administration; Florida First Start Program, the YMCA and
Health Department offices housing out posted staff; Eckerd Community Alternatives and
the Office of Early Learning once they have assessed their damage and needs.
The CEO will ensure that rosters for respective staff are kept current and that staff
members are informed and provided reporting instructions.
COOP activation will not, in most circumstances, affect the pay and benefits of either
Relocation Team members or other personnel. Staff who is required to temporarily
relocate to another geographical area of the State will be compensated for travel
expenses in accordance with Florida Statutes, Chapter 112.061.
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Attachment 2: Alternate Facilities
Early Learning Coalition of Pasco and Hernando Counties, Inc.
15506 County Line Road, Suite. 104
Spring Hill, Florida 34610
James Farrelly
Executive Director
j.farrley@phelc.org
Phone: (727) 233-8291
Fax:
(727) 857-0151
Early Learning Coalition of Polk County, Inc.
115 S. Missouri Ave.
Lakeland, FL 338 15
Gilbert Rincon
Chief Executive Officer
gilbertrincon@elcpolk.org
Phone: (863) 733-9064
Fax: (863) 733-9081
Early Learning Coalition of Manatee County
600 8th Avenue West, Suite 100
Palmetto, FL 34221
Paul Sharff
Chief Executive Officer
psharff@elc-manatee.org
Phone: (941) 757-2900 ext. 109
Fax:
(941) 747-2915
Early Learning Coalition of Hillsborough County, Inc.
1002 E. Palm Avenue
Tampa, FL 33605
Dave McGerald
Chief Executive Officer
dmcgerald@childrensboard.org
Phone: (813) 229-2884
Fax: (813) 204-1711
Note: Selected Alternate Facilities are fully functional offices with
established telephone, computer and fax lines.
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Attachment 3: Emergency Coordinating Officer
Janet Chapman, the CEO of the Early Learning Coalition of Pinellas County, is the
Emergency Coordinating Officer (ECO) of the COOP.
Janet Chapman, CEO
100 Maywood Ave .N.
Clearwater, FL. 33765
Home phone: (727) 723-3332
Office: (727) 545-7535
Cell: (727) 656-8009
In an emergency, the ELC’s Emergency Coordinating Officer, Janet Chapman,
will work closely with the appropriate County Emergency Operations Center and
the State of Florida Emergency Operation Center to provide information and
direction to the Coalition staff to provide immediate response capability to protect
life and property and to ensure minimal disruption to the continuance of the
ELC’s mission-essential functions.
The Emergency Coordinating Officer will review the COOP and all attachments
annually to identify necessary resources to support COOP activities, to ensure
that the plan remains viable and compatible with Florida’s Comprehensive
Emergency Management Plan and that it is maintained at a high level of
readiness. The resources necessary to ensure adequate maintenance and
operation of the COOP will be considered in the ELC’s annual budget planning
process. Such resources may include laptop computers, plastic storage boxes
for movement of records, water/fire proof safe.
To ensure the adequacy of assigned space and other resources, the Emergency
Coordinating Officer will review all alternate facilities annually. The CEO and/or
their designee will be advised of the results of this review and of any updates to
the alternate relocation point information. The designated alternate relocation
point will be pre-equipped with telephone, fax and computer lines. The
Emergency Coordinating Officer will ensure that all resources needed to sustain
operations for 30 days are acquired.
Upon receipt of a COOP alert, the Emergency Coordinating Officer immediately
notifies the Relocation Team who in turn notify staff. Staff notification may be via
personal contact, telephone, cell phone, toll free hotline, pager, e-mail, radio and
TV broadcasts, or a combination thereof.
The determination of the alternate relocation point will be made at the time of
activation by the CEO in consultation with the Executive Committee and will be
based on the incident, threat, risk assessments, and execution timeframe.
41 | P a g e
The Emergency Coordinating Officer notifies the facility contact at the designated
alternate relocation point to expect the relocation of the Coalition staff.
The Emergency Coordinating Officer coordinates the immediate deployment of
the Relocation Team to an assembly site or the designated alternate relocation
point.
It is the responsibility of the ELC staff to protect and maintain the equipment and
resources at the primary alternate facility. The alternate relocation points have
adequate parking capability to support the Relocation Team and staff.
Information on dining and lodging will be provided to the Relocation Team
members upon COOP activation.
The Emergency Coordinating Officer notifies the State Warning Point (800-3200519), the State of Florida Emergency Operations Center (850-413-9900), and
the Pinellas County Emergency Operations Center (727-464-4333) that an
emergency relocation of the Early Learning Coalition Offices is anticipated or is in
progress.
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Attachment 4: Executive Leadership Team
EXECUTIVE LEADERSHIP TEAM is the Executive Committee of the Coalition.
NAME
Julie Daniels
Craig Phillips
Anne Ryan
Cindy Seletos
Janet Chapman
43 | P a g e
TITLE
Coalition Board Chair
Coalition Board Vice Chair
Coalition Board Secretary
Coalition Board Treasurer
Coalition Chief Executive Officer
Attachment 5: Staff Roster/Phone List
Insert current Staff Roster/Phone List
44 | P a g e
Attachment 6: Subcontracted Providers
Pinellas County School Board
Florida First Start Program
Contact: Lynn Faimalie
301 Fourth Street SW., PO Box 2942
Largo, Florida 33779-2942
Phone: (727) 588-6459
Pinellas Public Library Cooperative
Born to Read
Contact: Mary Brown
1330 Cleveland Street
Clearwater, FL 33755-5103
(727) 441-8408
Eric Fontana
Certified Public Accountants
2519 McMullen Booth Road
Suite 510-314
Clearwater, FL 33704
Phone: (727) 799-9533
Fax: (727) 799-3826
Cell: (727) 560-9487 (Eric)
2-1-1 of Tampa Bay Cares, Inc.
CCR&R
Contact: Micki Thompson
14155 58th Street North, Suite 211
Clearwater, Florida 33760
Phone: (727) 210-4241
Fax: (727) 213-6766
Cell: (727) 403-4062 (Micki)
Juvenile Welfare Board
Safety Net Program
Contact: Courtney Barry
14155 58th Street North, Suite 100
Clearwater, Florida 33760
Phone: (727) 453-5617
Fax: (727) 453-5610
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Attachment 7A: Organizational Chart
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Attachment 7B: Memorandum of Delegation of Authority
MEMORANDUM
Date:
July 30, 2013
To:
Lindsay Carson, Deputy CEO
From:
Janet Chapman, CEO
Subject:
Delegation of Authority
This memorandum serves as notification to any interested parties that in my
absence, should an emergency occur that impacts the capability of the
Early Learning Coalition of Pinellas County, Inc. to continue missionessential business, Ms. Lindsay Carson will act as my designee regarding
the Continuation of Operations Plan.
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Attachment 8: Press Release
(Emailed)
FOR IMMEDIATE RELEASE
Early Learning Coalition of Pinellas County, Inc.
Janet Chapman, CEO
5735 Rio Vista Drive,
Clearwater, FL 33760
(727) 548-1439
jchapman@elcpinellas.net
Early Learning Coalition of Pinellas County Abandons Office Due to Tornado Damage
Largo, Florida, June 5, 2011 - The Early Learning Coalition of Pinellas County (ELC)
located at 5735 Rio Vista Drive in Clearwater, Florida, was forced to abandon their offices
after a tornado- category 5 touched down and swept through the Clearwater business
corridor between Roosevelt Boulevard and 58th Street N and Whitney Road, leaving little
to recognize behind. Damages from the tornado are being assessed by the Pinellas
Emergency Management Team. It is the largest concentrated damage made by a tornado
in Pinellas history. The Early Learning Coalition of Pinellas County has set up a
temporary relocation at the Early Learning Coalition of Manatee County, 600 8th Avenue
West, Suite 100, Palmetto, FL 34221. Plans are not known as to when they will rent a
new space for their agency.
To contact the Early Learning Coalition, please call (727) 400-4442
Fax number is (727) 548-1509.
** Photos available** on the ELC website
www.elcpinellas.net
For additional information, contact Janet Chapman, Early Learning Coalition of Pinellas
County, Inc. at (727) 545-7535 or jchapman@elcpinellas.net
48 | P a g e
Attachment 9: ELC of Pinellas Standarized Communication Forms

Signage for Office Door

FEMA/PCLB Information

Disaster Relief Mini-Grant Application
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DUE TO EMERGENCY, THE COALITION OFFICE HAS BEEN
TEMPORARILY RELOCATED TO:
INSERT PLACE
INSERT ADDRESS
INSERT PHONE NUMBER
INSERT DRIVING DIRECTIONS FROM CLEARWATER OFFICE
IF OTHER OFFICES REMAIN OPEN
INSERT PLACE
INSERT ADDRESS
INSERT PHONE NUMBER
INSERT DRIVING DIRECTIONS FROM CLEARWATER OFFICE
YOU MAY ALSO TRY TO REACH THE COALITION’S CEO,
Janet Chapman at
Cell phone: xxx-xxx-xxxx
Email address: jchapman@elcpinellas.net
If power and phone systems are not operating, information regarding school
readiness services will be broad cast on XXXX radio FM or XXXXX radio AM
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PINELLAS COUNTY LICENSE BOARD
8751 Ulmerton Road Suite 2000
Largo, FL 33771-3832
Phone: 727-507-4857 • Fax: 727-507-4858
If your center or home was damaged in the storm:
 You must report the damage to licensing
 You must be reinspected by PCLB before you re-open
FEMA (Federal Emergency Management Agency)
DISASTER ASSISTANCE IS AVAILABLE NOW
If you sustained losses or damage in one of the counties declared a federal
disaster area, you may be eligible for federal and state disaster aid.
Apply by phone
1-800-621-FEMA (1-800-621-3362)
TDD 1-800-462-7585
(for the speech and hearing impaired)
When you apply for disaster assistance, please have the following available:
 Social Secruity Number (ioncludingspouse
 Address andzipcoed of the damaged property
 Directorion aot the dmaged hoen or property
 Tepelphone numbers where you can be reached dring the day
CALL TODAY, YOU MAY BE ELIGIBLE BUT YOU MUST APPLY
Help may include:
 Grants for temporary housing, repairs, and personal property for individuals and
households
 Low interest loans to homeowners, renters and business owners
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Attachment 10: ELC of Pinellas Disaster Recovery Procedures
Early Learning Coalition of Pinellas County, Inc.
Disaster Recovery Procedures
The following procedures address getting the agency back to a point to conduct business as
usual, with emphasis on restoring External and Internal Communication, Business Functionality,
Critical Data and Information, and Physical Network Recovery:
1. External and Internal Communication.
The Early Learning Coalition strives to utilize a Unified Communication (UC) concept
with regard to management and staffing, referring to phone, email, instant messaging,
voicemail, fax and text messages. As an organization, our goal is to have multiple lines
of communication available to management and staff at all times.
With regard to an internet presence, the Early Learning Coalition contracts with the
Children’s Forum in Tallahassee, FL to provide web hosting in a remote city so as to
make information available should a disaster occur locally In addition, the Coalition has a
presence on Facebook and Twitter, making it possible to provide emergency information
in real time.
Reestablishing communication is a top priority should the disaster occur. This means
establishing all lines of communication among the staff internally and the community,
whether it be telephone, internet or social media. The Coalition may find it necessary to
use both Coalition and personal mobile phones until lines of communications are back
online.
All outgoing Coalition voicemail messages will be changed to include basic information
about rebuilding efforts. The message should briefly outline any changes in your
organization’s services and instructions for how to stay informed.
2. Business Functionality.
In the case of disaster, the Coalition will focus first on Provider Reimbursement (Finance
and accounting) and Eligibility, then secondly on Program Services, Quality Assurance,
Developmental Services, and Professional Development. Employees working in
departments deemed non-critical will be asked to assist those departments of high
priority to resume regular business activities.
3. Critical Data and Information.
The Early Learning Coalition utilizes a two-tiered approach to storing documentation:
hard copies and USB storage devices.
a. Hard Copies are stored at multiple Coalition locations and/or Business Records
Management (BRM), 1125 Eldridge St., Clearwater, FL 33755
b. The Coalition utilizes 3 waterproof USB Flash drives, encrypted with TrueCrypt, to
store critical operation data and hard copies in digital format, one given to Janet
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Chapman, CEO, and the remaining two to Todd Hughes and Sandy Dupasquier (IT
Department)
Data includes:
a. Warranties and receipts for computers and peripherals
b. Information about where, how, and how frequently your data is stored and backed
up
1. Backups tapes are stored at:
2. Business Records Management (BRM)
3. 1125 Eldridge St., Clearwater, FL 33755
4. The Coalition utilizes Symantec Backup Exec for backups. Backups are
saved to tape with the ability to also save to external hard drives.
5. Backups are created using the Grandfather-Father-Son schema.
6. The Coalition utilizes a backup strategy that includes backing up the entire
Active Directory Server, Exchange 2010, EFS, and InDEX document
scanning.
7. Backups are regularly tested by restoring random files.
8. If for some reason the Coalition does not have backup data and needs to
recover mission-critical data from a physically damaged machine, the Coalition
will hire a professional data-recovery service.
c. Data restoration instructions.
d. An all-inclusive IT spreadsheet that contains hardware passwords, local
administrator account passwords, critical application passwords, vendor/partner
information, online account , specialized Coalition email passwords, Blackberry
passwords and software licensing information including validation codes and number
of licenses available.
e. Contact information for employees, vendors and consultants that maintain the
Coalition tech infrastructure
1. Todd Hughes, Director of IT
i. 727.254.1987
ii. chilleeb@tampabay.rr.com
2. Sandy Dupasquier
i. 727.455.1344
ii. Sandrad6284@gmail.com
3. Alexander-Whitt Enterprises, Inc. (General Contractor)
i. Ray McGeorge
ii. 813.885.7070
4. ArrowS3
i. Don Tapie
ii. 407.835.1135
5. Bayshore Technologies (General IT Support)
i. Joel Snow
ii. 813.387.4117
6. Bright House (Internet and phone lines)
i. Peter Bozied
ii. 727.365.1376
7. Centurion Computer Systems (EFS)
i. Dan Weinberg
ii. 813.980.6522 ext. 201
8. The Children’s Forum (Website)
i. Bill Kerchoff
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f.
ii. 850.681.7002
9. ComDesign
i. Charlie Whitlow
ii. 727.579.8978
10. Complete Technology Solutions (CTS) (VPK Online)
i. Bill Pierson
ii. 352.666.0333
11. Dell
i. Joe Gonzalez
ii. 512.513.8598
12. DEX
i. John Forman
ii. 813.288.8080 ext. 1068
iii. 813.758.4398 cell
13. Net2Printer
i. Angela Smith
ii. 954.302.3887 ext. 709
14. Skyway Technologies
i. Raymond Franqui
ii. 813.249.0101
An up-to-date phone tree that includes home and cell phone numbers for all staff.
4. Physical Network Recovery.
The Coalition keeps an up-to-date list of all hardware, including makes and models of
equipment, serial numbers, service tags, company contacts, and receipts, in order to be
prepared to purchase and replace any hardware if needed.
If a disaster should occur, emphasis will be placed on reviving/replacing the Coalition
Backup Server, Active Directory Server, Exchange Server, Enhanced Field Services
Server and InDEX Imaging Server, in that order.
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Attachment 11: Pinellas County Evacuation Zone Map and Shelter List
Page 55
Attachment 12: Pinellas County “Know Your Zone”
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