members are apprised, in a timely way, of information that could affect their portion. The contact point for team coordination is the recovery coordinator. He or she is responsible for circulating information to the appropriate team members and for calling meetings and setting agendas. During the first few months of the recovery process, it will be necessary for the team to meet at least every two weeks, with frequency falling to once a month after that.
Policy decisions and important information discussed at the meetings should always be documented and meeting minutes circulated as soon as possible after these meetings. Once an organization becomes familiar with the dynamics of their internal disaster team and feels comfortable with its overall capability, consideration should be given to the inclusion of outside members such as consultants, strategic partners and preferred vendors.
A sample agenda for a typical recovery team status meeting is:
A disaster is the culmination of many different components, all necessary to achieve the end result. A successful recovery hinges on the same premise, and needs each member of the disaster team, equally, to become a reality.
AGENDA
Introduce new attendees (Coordinator)
I.
Review day’s agenda (Coordinator)
II.
Review new determinations (made by insurer, or other agencies providing assistance), policies, memorandums, etc. (Coordinator)
III.
Present status reports: Actions from last meeting (All)
IV.
Capture new issues (All)
V.
Discuss ongoing issues and new issues captured under IV above (All)
VI.
Additional topics added during discussion (All)
VII.
Review action items (All)
VIII.
Adjourn
IX.
6
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