IMT Flood Plan Planning and Business Intelligence

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IMT Flood Plan

August 2017

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1) Introduction a) This plan is to assist the University of Lincoln to effectively respond to flood risks and warnings and implement

appropriate, timely measures. b) This plan should be read in conjunction with the;

• University of Lincoln Incident Management Policy • University of Lincoln Severe Weather Policy • University of Lincoln Evacuation Plan • University of Lincoln Crisis Communications Plan • University of Lincoln Severe Weather Policy

2) About the Plan a) This plan is for the use of the Incident Management Team (IMT) and the individual identified as the Flood Co-

ordinator.

b) Local Incident Managers* should make themselves aware of the proactive flood protection measures that are developed in their areas of responsibility.

*(as defined by the Incident Management Policy, usually College Directors of Operations/College Managers)

3) Role of Flood Co-ordinator a) The Estates Manager has been identified as the University’s Flood Co-ordinator with the Campus Services

Managers as deputies. b) Keep aware of the current situation and make the Incident Manager aware of any potential flooding /

warnings. c) Liaise with the ICT emergency contacts. As much notice as possible is needed to prepare to shut down critical

ICT equipment in data centres and comms rooms. Some rooms may be directly affected by flooding, other rooms may be indirectly affected due to the risk of damage to low level and underground ducting being flooded causing problems with network and power cables.

d) Liaise with the Local Authority, Environment Agency and other organisations. e) Provide the Environment Agency with a post flood report and update the Incident Management Team if the

situation changes f) The Deputising Flood Co-ordinator follows the deputising line management structure already employed by the

University Estates Manager.

4) Role of Managers a) Before Flooding Event

I. Departmental Managers and College Managers (and their respective teams) need to identify the flooding problems associated within their area of responsibility in order to address them appropriately

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prior to any flooding event. Another important role is monitoring the state of watercourses and reporting any blockages or maintenance requirements early in order to avoid unnecessary floods.

II. Valuable equipment and items should be transferred to first floor areas as appropriate.

III. Sufficient time should be allowed where possible to ensure safe evacuation of their local areas,

ensuring the safety of staff, students and visitors as a priority.

b) During Flooding Event

Departmental Managers and College Managers (and their respective teams) are the communications channel between the community affected and the University’s Flood Co-ordinator. The information provided by local management will enable the University to respond and to allocate resources appropriately.

c) After a Flooding Event

The local manager should complete the post event fact sheet detailing the events and actions taken in response prior, during and after the flood. It is important to identify the extent of the flooding, how high the waters rise and which properties were flooded and to pass this information onto the University’s Flood Co-ordinator so that a review process can be undertaken to improve the planning and warning procedures for future events.

5) Flood Warnings and Codes a) Flood warnings are issued by the Environment Agency via the local media utilising the resources of the Local

Resiliency Forum.

Website: www.environment-agency.gov.uk 24 hour Flood line; 0345 988 1188

b) The Flood Co-ordinator (or deputy) will act as the University’s link with the Environment Agency.

c) If flooding is forecast, warnings will be issued by the Environment Agency using a set of four codes. Each of

the four codes indicates the level of danger associated with the warning. The codes are not always issued in sequence.

1) Severe Flood Warning

Severe flooding. Danger to life. (Used when flooding causes a

significant threat to life)

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2) Flood Warning

Flooding is expected.

Immediate action required (Used ½ hr to 1 day in advance of

flooding)

3) Flood Alert

Flooding is possible. Be

prepared. (used 2 hrs to 2 days in advance of

flooding)

4) Warning no longer in force

Flood warnings and flood

alerts that have been removed in the last 24 hours

(used when river conditions begin

to return to normal)

6) Health and Safety a) The priority of the University when faced with a real flood event is to reduce the risk to life, secondary

measures include the actions to limit damage and accelerate recovery.

b) Six inches of fast flowing flood water can knock a person off their feet and 2 ft of flood water can float a car. It is paramount that no one is put at risk whilst implementing this flood plan and the measures within it.

7) Vulnerable People and Places a) The University needs to take into account the specific needs of vulnerable individuals. The Flood Co-ordinator

and the Accommodation team will keep in close liaison with Student Support to ensure that the needs of the vulnerable are planned for, as the flood situation permits.

8) Flood Risk Assessments a) The Brayford Campus is at risk from fluvial, surface water, ground water, sewage and portable supply flooding.

The lowest ground levels are located at the GCW Library Building and the Engine Shed. Gauges have been erected to monitor the water levels of the Brayford Pool and the River Witham to aid the identification of appropriate flood warnings. The gauges are checked regularly by Estates Management.

b) The Holbeach Campus is at risk from East Coast Inundation flooding which will affect a vast area of eastern and

southern Lincolnshire. The Emergency Planning Unit will issue warnings and sirens will be sounded in the Holbeach area. As this type of flooding occurs at high tides this may impact the campus when staff are not on location. Staff living nearest to the campus will most likely be caught up in the flooding and will be required to take direction from the emergency services. Holbeach campus will plan to locate Business Continuity assets and High Value assets in protected areas on a permanent basis.

c) The Riseholme Campus is at risk from localised flooding should the dam to the lake fail.

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d) The Brayford, Riseholme and Holbeach campuses are all at risk from internal flooding incidents related to burst, corroded or failed water pipes or plant room equipment.

9) Mitigation Actions by All Employees

a) All staff should be made aware of the potential of flooding within their working area and should be encouraged to store, where ever possible, high value and business continuity assets above the flood line.

b) Every effort should be taken to allow graceful shutdown of ICT equipment before power supplies are turned off, it cannot be assumed that individual department plans will ensure the business continuity of the University with respect to ICT.

10) Review a) Individuals holding flood roles will be trained up and their training maintained in accordance with the

Environment Agencies training guidelines. b) This plan will be reviewed annually as a minimum and after any flooding events.

11) Incident Management Team Actions (See flowchart Annex A) a) The IMT will follow this process during a flood event. b) In the lead up to a flooding event IMT will be in close contact with the Flood Co-ordinator c) Flood incident will be reported to Incident Manager by the Flood co-ordinator /Environment Agency d) If classified as a major incident the Incident Manager will call a meeting of the IMT in accordance with IMT

procedures and Policy. e) An incident log will be initiated in the event that an IMT is convened.

12) IMT will consider the following; a) Communication plan for staff, students, visitors b) Activate measures for vulnerable persons c) Evacuation options d) Electrical shutdown e) Moving high value assets f) Alternative location / rescheduling for events g) Flood barriers h) BC Plan owners alerted i) Ensuring Finance have alerted insurers j) Activation of student village flood response via accommodation team k) The Flood co-ordinator / Environmental Agency will advise when flood risk has subsided via a ‘Warning Not in

Force’ notice and the Incident Manager will declare the incident closed as appropriate. l) The Incident Manager will undertake a debrief/review post event.

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Annex A

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Annex B

13. Flood Co-ordinator Responsibilities

The Flood Co-ordinator must implement the following: • Keep in close liaison with the Environment Agency to receive the latest flood information and to pass on

water level information in accordance with the Environment Agency’s requests. • Keep close liaison with the University’s IMT through the Incident Manager to keep them informed of the

unfolding situation. • Keep close liaison with the local managers and delegate tasks in support of this Flood Plan. • Upon receipt of instructions from the Incident Manager implement action plans in support of a campus

evacuation. • Confirm the campus has been evacuated effectively and report to the IMT accordingly.

14. Local Managers’ Responsibilities

Local managers must implement the following:

• Actions that the Flood Co-ordinator requests in support of flood monitoring activities • Actions pre-defined in support of a campus evacuation by Health and Safety. • Notify the Flood Co-ordinator of information relating to the flood event in a timely fashion. • Assistance in support of flood protection measures. • Maintain their knowledge of the University’s Flood Plan.

Annex C

Flood Co-ordinator and Deputy

Name Contact Details Area of Responsibility Flood Co-ordinator Alan Blackham 07799882125 Brayford Deputy Flood Co-ordinator Garry Robinson 07880700294 TBC by Flood Co-Ordinator

.