October 3, 2012 meeting notes

Summary of Meeting notes: Neil Carlson and Kelly Mullane

The future - Plastic

Attendees: Ron Mapston, Bernadette Corley Troge, Denise Thomas, Beth Louden, Steve Pardoe, Kelly Mullane, Neil Carlson

We reviewed the Facilities Management -  WET Force implementation Items

Training:

1. Train FM Management and supervisors on after hour’s water event response 

2.  Train all custodial and maintenance staff to know what to look for and how to respond to water events 

3. DEHS to work with other units to develop wate event training in the following areas:

• Libraries (http://www.umnwetforce.blogspot.com/2012/09/library-water-emergency-video-9262012.html)
• Laboratories
• Offices
• Dorms
•  Computer and IT areas
• Food service areas.  
• BSL-3 areas.  – Check with Darlene C. 
• RAR areas

Should be a mention of the importance of finding out where the water is coming from. It could be coming from many floors up. Finding the source can stop the flood.

4. Work with DEM to offer ICS 100 -200, 700 and 800 online training to FM team lead and supervisory level employees.  Determine if learning management system could track the training. 

Training link - http://training.fema.gov/is/crslist.asp?page=all  

5. Train district staff on locations of gas and water shut off valves so that people know where they are. Review procedures for keeping plans current. - Ron Mapston is working on this.  Each district has information of varying usefulness and specificity.  Ron would like to know more than just the room number.  There will be more staff coming on line to complete this task.  Bernadette later suggested an RFI tag for the pipes that may help in identifying the areas.  More information at RFI (http://www.securityfocus.com/columnists/169) Piggy back with evacuation plan for each building.

Discussion that external location markers may not be the best chose because they could assist people with mischevious plans and often are accidently removed

GIS related:

6) FM will gather information from Facilities Management Informational Systems (FMIS) and form a U response group that checks all "critical or at risk" sewer drains during or prior to rain events that have or are forecasted to have an excess of 2 inches of rain in 24 hours.

7) Districts will develop a list of high risk locations for water infiltration and plan to monitor these locations when the National Weather Service issues a “severe thunderstorm” or local “flash flood” warning. The list of high risk location should be documented in FMIS and updated annually. 

11)FM district management will develop a master list of all shut offs for gas and water by building. Document them on building maps stored centrally within district and on FM H drive or GIS system layer. Ensure that any necessary keys for shut-offs is easily accessible. 

16) Initiate program to protect high risk assets with alarms and sewer drains or other appropriate protective measures. Consider protecting library special collections, museum spaces, and IT server rooms.) 

Inventory:

5) Post Water Event Response poster in each custodial closet and mechanical room.  Neil to work with Chis Kelleher – via Brad Hoff about designing the posters.

10)Maintain an inventory of plastic sheeting rolls in district stores for easy access.  Use this material to protect critical areas (books, computers, research).  Several methods to accomplish this were discussed. Project closets or lamp closets were consider.  The rolls could be stocked in ministors.  They could be stocked in Fastenal vending machines.    Mary Santori will work put plastic with the two trucks for response and coordinate with Bill O’Neil. Add plastic at Par level and put in locker.  U stores stock PAR closets.  One role per closet.  One roll per squad.  Ron Mapston will follow up.

13)FM Management and Purchasing shall develop the specifications for plumbing parts meeting University standards for longevity and compatibility with existing fittings. Quality materials reduce the potential for premature failure and expenses incurred through reinstallation, abatement and re-insulation.   FM purchasing -   Existing building – Purchasing with FM – Denis Larson   Plumbing.   Ted Haaf and Mary Santori for the norm.  Roger Wegner

This will require creating standards for assisting parts as well as a capital investment for new parts. Need to make it clear that better quality parts can be used to replace older damaged parts, it does not have to be replaced with the same.

Management and Communications:

1) Assign a Water Event Response Coordinator within each FM District. The primary responsibilities should include: 1) train key personnel within the district on response, causes and corrections of water events, 2) lead investigation of water events of greater than $50,000 in damages, 3) coordinate corrections to water events within the district and communicate lessons learned through other District Coordinators, and 4) track damages due to water events within the district and report to Risk Management .

4) Follow the FM roles and responsibilities checklist 

14)FM Communications staff will send U wide email to Bridge Group members and Department Access Coordinator’s (DACs) to remind them about shutting and securing all operational windows before long weekend. 

15)Maintain onsite management coverage 24 hours from Friday 5pm until Monday 7am - including Holiday and U of M closed days.   

Risk Management-  Need to track the small water events not related to already known building envelope issues.  

Ideas on the table:

Long term 5 – 10 year span.  Goal is how to head them off and reduce losses by 25% a year..  Idea of getting fairly senior people to understanding the events.  Causation of water events in the area for past year. What is the best way to track this through compass or another system.  Current system: the cause listed is vague because it often is not immediately known.  It is not changed once the cleanup is completed. 

Knowledge and apprised of events greater than $10,000 level.   Authority to invest on the preventative side.   

Laboratory example Individual student doing test in a lab using a rubber hose hook up to the water.  Better way of hooking up water. -  Labs hose size for drain.  Lab safety when we set that up.  How to set up coolant supplies.   DEHS will followup.

Metrics – Understanding events. 

Smart group.  – identify areas on campus with freezing. Having freezing temperature sensors.

Possibly setting up something like a google doc, which will allow people to easily record event details.

*Need to have specific people in who are responsible for documentation and also for sharing the information.

Steve would like us to think about this and get back with ideas at the next meeting.