Emergency Plan
The public portion of the Township’s Emergency Plan is set out below. At this time, no annexes other than the Evacuation Plan will be posted online.
1. INTRODUCTION
1.1 Preamble
The Township of Alberton routinely responds to situations requiring fire, police and road services through its departments or municipal contractors; however, some situations may escalate beyond the scope of normal operations to a point that they are classified as emergencies.
It is desirable that these situations be addressed via a coordinated and controlled response set out in an emergency plan. The Township of Alberton Emergency Plan is a generic and flexible document, adaptable to any emergency situation.
While many emergencies could occur within the Township of Alberton, the most likely to occur are: severe storms including blizzards and tornadoes, floods, railway crashes or derailments, toxic or flammable gas leaks, transportation incidents involving tornadoes, floods, forest or uncontrollable fires, windstorms, electric power outages, hazardous materials spills or explosions, pipeline incidents, aircraft crashes, breakdown in the flow of essential services/supplies, or any combination thereof.
The Township of Alberton Emergency Plan has been prepared to provide key officials, agencies and departments within the Township of Alberton with a general guideline to the initial response to an emergency and an overview of their responsibilities during an emergency.
For this Plan to be effective, it is imperative that all officials and personnel are aware of their roles and responsibilities within the response framework and that every official, agency and department is prepared to carry out their assigned functions and responsibilities in an emergency. To help ensure familiarity with the roles and procedures, the Township of Alberton Emergency Plan requires that an exercise and evaluation be conducted at least annually.
1.2 Title
This document is the Township of Alberton Emergency Plan, herein referred to as the “Plan”.
1.3 Aim
The aim of the Plan is to provide a set of generic action guidelines to enhance the Township’s ability to efficiently and effectively deploy services and resources to protect the health, safety, and welfare of the inhabitants of the Township of Alberton and for the protection of property within the municipality during emergency situations.
1.4 Amendment of Plan
This Plan forms Schedule “A” to By-Law #20/03. Any amendments to the Township of Alberton Emergency Plan require an amending by-law approved and passed by the Township Council.
The annexes attached to the Plan do not form part of the Plan. Annexes may be amended or updated as deemed necessary by the Emergency Management Program Committee.
Due to the critical nature of having current contact information, the Community Emergency Management Coordinator (CEMC) is authorized to update Annex “A” immediately upon receipt of new contact information without the necessity of obtaining prior approval of the Emergency Management Program Committee. The CEMC shall distribute a copy of the updated Annex “A” to everyone cited in the distribution list attached as Annex “J”.
Proposals for amendments to the Plan or its annexes shall be submitted to the Emergency Management Program Committee through the (CEMC).
1.5 Emergency – Defined
An emergency is a situation, or threat of a serious impending situation, that will adversely affect the property and/or health, safety or welfare of a significant number of persons which, by its nature or magnitude, requires a coordinated response by a number of agencies.
By their nature or magnitude, emergency situations are extraordinary and may require municipal expenditures, requests for additional resources, provisions for emergency shelter, or evacuation. These situations are distinct from normal operations which are a part of the regular duties of various agencies and can be adequately addressed by one agency or by the coordinated efforts of relatively few agencies.
1.6 Definitions
“Command Post” is the central control/communications centre from which the Emergency Site Manager and Incident Commanders will coordinate on-site activities and communicate with the Emergency Operations Centre and other operational communications centres.
“Emergency Control Group” (ECG) is responsible for planning and directing the actions of all personnel and resources of all agencies responding to an emergency.
“Emergency Operations Centre” (EOC) is the physical facility from which the Emergency Control Group coordinates and directs the response effort of all the responding agencies to an emergency. This facility is located at a predetermined location with an alternate location designated if the primary EOC is not accessible.
“Emergency Site Manager” (ESM) is the individual appointed by the Emergency Control Group who is responsible for directing and coordinating the actions of all responding agencies at the emergency site. The ESM reports directly to the Emergency Control Group. The individual in this position may change as the nature of the emergency changes. If more than one emergency arises during the same period of time, more than one ESM may be appointed by the ECG.
“Incident Commander” is an individual appointed by his/her agency who is responsible for directing and coordinating the actions of all personnel of his/her agency at the emergency site. The Incident Commander reports directly to the Emergency Site Manager. The individual in this position may change as the emergency progresses.
“Media Centre” is the location from which information, approved by the Emergency Control Group, is provided to the media. The centre will also monitor the emergency’s media coverage to provide the Emergency Control Group with effective strategies on dealing with media issues. Media emergency site tours, interviews, and photo opportunities are coordinated through the Media Centre.
“Community Emergency Management Coordinator” (CEMC) is responsible for running the EOC and coordinating all decisions or directions of the ECG to all responding agencies.
2.0 AUTHORITY
2.1 Emergency Management Act
The Emergency Management Act, R.S.O. 1990, c. E.9, as amended, is the primary authority enabling passage of the by-law adopting the Plan. Important measures authorized under the legislation which form part of the Plan are:
Expenditure of monies associated with the formulation and implementation of the Plan;
Authorization for municipal employees to take appropriate action before formal declaration of an emergency;
Procedures to be taken for safety and/or evacuation of persons in an emergency area;
Designation of a Member of Council who may exercise powers and perform the duties of the Head of Council under the Plan during the absence or inability of the Head of Council to act;
Establishment of committees and designation of employees to be responsible for reviewing the Plan, to train employees in their functions, and to implement the Plan during an emergency;
Authorization to obtain and distribute materials, equipment, and supplies during an emergency; and
Authorization to attend such other matters as are considered necessary or advisable for the implementation of the Plan during an emergency.
2.2 Protection from Liability for Implementation of the Plan
Section 11 of the Emergency Management Act, R.S.O. 1990, c.E.9, as amended, states:
11(1) “No action or other proceeding for damages lies or shall be instituted against a member of council, an employee of a municipality, a minister of the Crown or a Crown employee for doing any act or neglecting to do any act in good faith in the implementation or intended implementation of an emergency plan or in connection with an emergency.”
11(3) “Subsection (1) does not relieve a municipality of liability for the acts or omissions of a member of council or an employee of the municipality referred to in subsection (1) and the municipality is liable as if subsection (1) had not been enacted and, in the case of a member of council, as if the member were an employee of the municipality.”
2.3 Public Accessibility to the Plan
Section 10 of the Emergency Management Act, R.S.O. 1990, c. E.9, as amended, provides that an emergency plan must be available to the public during regular business hours at the municipal government office. This Plan will be made available to the public at the Alberton Municipal Office during regular working hours.
2.4 Freedom of Information and Protection of Privacy
Any personal information collected under the authority of the Plan shall be used solely for the purpose of planning, preparing and responding to emergencies as defined within the Plan and the release of any information under this Plan shall be made in conformity with the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M.56, as amended.
3. DECLARATION OF AN EMERGENCY
3.1 Authority to Declare
The Emergency Management Act, R.S.O. 1990, c. E.9, as amended, Section 4(1) states:
“The head of council of a municipality may declare that an emergency exists in the municipality or in any part thereof and may take such action and make such orders as he or she considers necessary and are not contrary to law to implement the emergency plan of the municipality and to protect property and the health, safety and welfare of the inhabitants of the emergency area.”
3.2 Notification of Declaration of an Emergency
The Reeve or alternate can officially declare an emergency at any time and, upon doing so, shall immediately notify:
the Minister of Public Safety and Security;
all members of Council;
neighbouring municipal officials as required;
the local Member of Parliament;
the local Member of the Provincial Parliament;
the public; and
the media.
Notification of the Minister of Public Safety and Security must be done through Emergency Management Ontario by calling 1-866-314-0472.
If an emergency situation is pending, the notification process can be put into effect prior to the actual declaration of an emergency to alert the Emergency Control Group to standby status.
3.3 Assembling the Emergency Control Group
On receipt of an official message from a member of the Emergency Control Group, the CEMC or alternate shall implement the “Emergency Plan Notification Procedure” (see Annex A).
Upon learning of the emergency, members of the Emergency Control Group shall report to the Emergency Operations Centre or respond as directed. It is not necessary for all Emergency Control Group members to be present in order for the Emergency Control Group to function.
4. PLAN IMPLEMENTATION
4.1 Activation of the Plan
Upon declaration by the Reeve or alternate, the Emergency Control Group shall activate the Plan and become responsible for directing and controlling all emergency operations and for providing the necessary personnel and resources.
4.2 Actions of Emergency Response Agencies
Upon notification of an emergency, response agencies shall perform duties and responsibilities as outlined in the Plan, or shall place personnel on stand-by until further notice.
Each agency responding to the emergency shall appoint an Incident Commander who is responsible for directing and coordinating the actions of all personnel of their agency at the emergency site. Incident Commanders report directly to the Emergency Site Manager.
For each emergency site defined, the Emergency Control Group shall confirm or appoint an Emergency Site Manager to assume responsibilities outlined in Section 6.2 of this Plan. The Emergency Site Manager shall report directly to the Emergency Control Group.
4.3 Chain of Command
The Emergency Site Manager reports directly to the Emergency Control Group and is no longer subject to the command structures of his own organization. Incident Commanders will report to the Emergency Site Manager and are still subject to the command structure of their own organization, see Annex `C’.
4.4 Emergency Operations Centre
The Emergency Operations Centre shall be established in Council Chambers at the Alberton Municipal Office (located at the intersection of Highway 11-71 and Hwy. 611 South).
The first arriving Emergency Control Group members are responsible for setting up the Emergency Operations Centre. The CEMC is responsible for maintaining a level of preparedness within the Emergency Operations Centre by updating all print material and equipment. For a layout of the Emergency Operations Centre and its contents, see Annexes `D’ and `E’.
4.5 Media Centre
The Media Centre will be established in the municipal office or at such other location as deemed necessary by size or type of incident.
The Public Information Officer is responsible for setting up the Media Centre. The CEMC is responsible for maintaining a level of preparedness within the Media Centre by ensuring that communications equipment and supplies are available for use at the EOC.
4.6 Telecommunications
Each responding agency is responsible for establishing its own telecommunications links with its Emergency Control Group representative.
4.7 Emergency Operations Centre Message Traffic
Due to the high volume of message traffic that will occur during the response to an emergency, a procedure must be used to effectively manage the handling of these messages. A hierarchy of all messages to and from the Emergency Operations Centre shall be in accordance with the following designations:
Emergency is any message with implications of imminent death or serious injury to any person or groups of persons. Emergency alerts or immediate action directives are included in this category. Emergency messages take priority over all other traffic and should be used only when absolutely required.
Priority is assigned to important messages with a specific time limit or may result in a significant impact. It also includes those official messages not covered in the “emergency” category.
Routine covers most administrative or non-critical messages that are not time limited, including routine logistics support.
It is the responsibility of the originator of the message to designate the message according to the above hierarchy. The line(s) dedicated to incoming calls to the Emergency Operations Centre shall be operated by support staff under the direction of the CEMC, who shall be responsible for ensuring that all messages are properly classified and routed to their intended recipients. The message form is shown in Annex “G”.
4.8 Command Post
The Emergency Site Manager shall establish a temporary command post at the emergency site. The temporary command post shall be replaced by a mobile or fixed command post as determined by the Emergency Site Manager. All inter-agency communications shall be channeled through this command post and a direct link will be established with the Emergency Operations Centre.
4.9 Dissemination of Decisions by the Emergency Control Group
Decisions of the Emergency Control Group shall be transmitted to the appropriate response agency. This function shall be coordinated by the CEMC.
4.10 Meeting and Reporting Schedules
The CEMC shall schedule and chair meetings of the Emergency Control Group at regular intervals to inform each other of actions taken and problems encountered. The frequency of meetings and agenda items will be established by the CEMC. Maps and status boards shall be prominently displayed and kept up to date by the CEMC or by support staff designated by the CEMC.
The Emergency Site Manager shall schedule regular briefings with Incident Commanders. After each briefing, the ESM shall update the ECG of the content of such briefings.
4.11 Evacuation
Refer to the Township of Alberton Evacuation Plan attached as Annex `H’.
4.12 Request for Assistance
Assistance may be requested from neighbouring municipalities and/or the private sector at any time. Such a request for assistance shall not be deemed to be a request that the assisting entity assume authority and control of the emergency.
Assistance may be requested from the Province of Ontario, or from the Federal Government through the Province of Ontario, at any time. Such a request can be made by contacting the Emergency Management Ontario Duty Officer by telephone at 1-416-314-3723 or 1-866-314-0472 (toll free), or by fax at 1-416-314-3758.
Such a request for assistance shall not be deemed to be a request that the Province assume authority and control of the emergency (see “Resource Contact List” attached as Annex `B’).
4.13 Termination of a State of Emergency
The Reeve or alternate, or Council as a whole, can officially declare the termination of the emergency at any time and, upon so doing, shall immediately notify:
(a) the Minister of Public Safety and Security;
(b) all members of Council;
(c) neighbouring municipal officials as required;
(d) the local Member of Parliament;
(e) the local Member of the Provincial Parliament;
(f) the public; and
(g) the media.
Notification of termination to the Minister of Public Safety and Security must be done through Emergency Management Ontario by calling 1-866-314-0472.
5. EMERGENCY CONTROL GROUP
5.1 Composition of the Emergency Control Group
Emergency response operations will be directed and controlled by the following officials or their alternates at the Emergency Operations Centre:
Reeve (Head of Council)
CEMC
Clerk/Treasurer
VFD Fire Chief
Municipal Road Superintendent
Detachment Commander, Ontario Provincial Police
Public Information Officer
Other Township staff, government officials, and outside experts – including the Support Groups outlined in Section 6 – may be called by the Reeve or CEMC to join the Emergency Control Group.
The Emergency Control Group may be called together in whole or in part without the declaration of an emergency.
5.2 Responsibilities of the Emergency Control Group
The responsibilities of the Emergency Control Group are to:
(1) advise the Reeve as to whether the declaration of an emergency is recommended;
(2) designate the entire community or any area thereof as an emergency site;
(3) determine the need to call for or establish advisory sub-groups as may be required to effect implementation of emergency operations;
(4) call out, mobilize, direct and coordinate responding services, agencies and volunteers to ensure that all action necessary for the mitigation of the emergency are taken expeditiously and in accordance with the law;
(5) provide recommendations on and authorize expenditure of public funds to implement the Plan and address the emergency;
(6) appoint an Emergency Site Manager who will be the Emergency Control Group’s representative at the emergency site and who will be responsible for the organization and coordination of all emergency response agencies at the emergency site and will carry out the roles and responsibilities as described in Section 6.3 of the Plan;
(7) develop and implement aims, priorities, and strategies in consultation with the Emergency Site Manager;
(8) approve or endorse the proposed courses of action for the resolution of the emergency;
(9) ensure that pertinent information regarding the emergency is promptly provided to the Public Information Officer for dissemination to the media and to the public;
(10) direct the evacuation of buildings, or areas within the emergency site, if necessary;
(11) direct the activation and operation of reception centres to provide temporary accommodation to all residents who are in need of assistance due to displacement as a result of the emergency;
(12) direct the acquisition of additional transport in the event same is required for evacuation or transport of persons and/or supplies;
(13) direct the dispersal or removal of persons from the emergency site who are in danger, or whose presence hinders emergency operations;
(14) direct the discontinuation of public/private utilities or services for safety reasons or for the efficient functioning of emergency operations, if required;
(15) direct and commit municipal personnel or equipment to support emergency operations, as required;
(16) arrange for assistance from agencies including other levels of government, public or private organizations and volunteers, as required;
(17) direct the activation and operation of a Media Centre;
(18) notify all services, agencies, groups, or persons under the control of the Emergency Control Group of the termination of the emergency;
(19) direct follow-up in support of persons directly involved in emergency operations, including Critical Incident Stress Programs, as required;
(20) maintain a detailed log of all discussions, decisions or actions taken by the Emergency Control Group and submit a copy of same to the CEMC within one week of termination of the emergency;
(21) conduct and participate in a post-emergency debriefing, and provide reports as requested by the CEMC.
5.3 Reeve (Head of Council)
Upon learning of a potential emergency, the Reeve should consider the possible need for activation of the Plan, and if warranted, shall trigger the “Emergency Plan Notification Procedure” (see Annex A).
The Reeve or alternate shall:
(1) declare an emergency to exist by completing and signing the “Declaration of an Emergency” form (see Annex `G’).
(2) notify the Minister of Public Safety and Security (through Emergency Management Ontario) of the declaration of an emergency and of the termination of an emergency, as well as all other parties set out in Section 3.2;
(3) take action to make orders, not contrary to law, to implement the Plan and to protect the property, health, safety, and welfare of the inhabitants of the Township;
(4) participate in decision making, determining priorities, and issuing operational directives through the CEMC for the resolution of the emergency;
(5) request assistance from senior levels of government, when required;
(6) in consultation with the Public Information Officer and the CEMC, approve news releases and public announcements;
(7) as the Township of Alberton’s key spokesperson, address the media as soon as possible after declaring an emergency and provide regular updates thereafter, together with staff advisors who shall accompany the Reeve to address technical questions;
(8) keep Council updated regarding the situation and actions being taken to resolve the emergency;
(9) terminate the emergency at the appropriate time and ensure all concerned, including the media, have been notified.
5.4 Community Emergency Management Coordinator (CEMC)
Upon learning of a potential emergency, the CEMC should consider the possible need for activation of the Plan and, if warranted, shall activate the “Emergency Plan Notification Procedure” (see Annex A).
The CEMC or alternate shall:
(1) ensure the EOC is properly equipped;
(2) participate in decision-making, determining priorities, and issuing operational directives for the resolution of the emergency in conjunction with the ECG;
(3) organize and supervise all activities within the Emergency Operations Centre;
(4) schedule and chair regular meetings of the Emergency Control Group;
(5) ensure a communications link is established between the Emergency Control Group and the Emergency Site Manager;
(6) select appropriate sites for location of a media area and for registration of volunteers;
(7) advise the Emergency Control Group on administrative matters including Corporate Policies and Procedures;
(8) disseminate decisions or directions to all response agencies made by the Emergency Control Group;
(9) approve, in conjunction with the Reeve, all media and public information releases;
(10) in the absence of, or at the request of, the Reeve or alternate, assume the Reeve’s responsibilities in the Emergency Operations Centre;
(11) liaise with personnel of neighbouring municipalities affected by the emergency or providing assistance to Township of Alberton emergency operations;
(12) maintain a detailed log of all actions taken by the CEMC;
(13) coordinate and chair a post-emergency debriefing of all key personnel involved in the emergency operations;
(14) prepare a post-emergency report for submission to Township Council.
5.5 Clerk-Treasurer/CAO
Upon learning of a potential emergency, the Clerk-Treasurer/CAO should consider the possible need for activation of the Plan, and if warranted, shall trigger the “Emergency Plan Notification Procedure” (see Annex A).
The Clerk-Treasurer/CAO or alternate will:
(1) assist the CEMC with his/her functions as requested;
(2) maintain an inventory of community and public sector facilities and communications equipment which could be used to supplement existing resources during an emergency;
(3) ensure that timely and correct information is displayed or available within the Emergency Operations Centre;
(4) maintain a detailed log of all decisions made and actions taken by the Emergency Control Group;
(5) coordinate the provision of advisory and clerical support staff to assist in the Emergency Operations Centre as required;
(6) if directed by the Reeve or designate, ensure that all Councillors are advised of the declaration and termination of the emergency;
(7) if directed by the Reeve or designate, arrange special Council meetings;
(8) coordinate the arrangements for identification cards to be issued to the Emergency Control Group, Township support staff and external resource personnel as required;
(9) with the CEMC, maintain the operation of feeding, sleeping and meeting areas for the ECG at the Emergency Operations Centre as required;
(10) provide information and advice on fiscal and insurance matters as they relate to the emergency;
(11) ensure that records of human resources, administrative details and volunteer registration are maintained;
(12) ensure that legitimate expenses incurred during an emergency are paid and/or settled in a timely manner and that records of all expenses are maintained for potential future claim purposes;
(13) maintain a detailed log of all actions taken by the Office of the Clerk-Treasurer/CAO;
(14) participate in a post-emergency debriefing and provide reports as requested by the CEMC.
5.6 Fire Chief
Upon learning of a potential emergency, the Fire Chief should consider the possible need for the activation of the Plan, and if warranted, shall trigger the “Emergency Plan Notification Procedure” (see Annex A).
The Fire Chief or alternate shall:
(1) provide the Emergency Control Group with information and advice on fire service matters;
(2) participate in decision making, determining priorities, and issuing operational directives for the resolution of the emergency;
(3) if directed by the Emergency Control Group, appoint an Emergency Site Manager to control operations at the emergency site;
(4) establish a communications link with the Fire Incident Commander;
(5) direct and coordinate all Fire Service operations in accordance with the Plan and directions issued by the Emergency Control Group;
(6) if required, notify the Mutual Aid Fire Coordinator and trigger mutual aid arrangements for the provision of additional firefighting resources and equipment;
(7) arrange for additional equipment and materials as required;
(8) coordinate assistance with other community, municipal, regional, provincial, or federal departments and agencies, and be prepared to take charge of or contribute to non-firefighting operations if necessary (ie. evacuation, rescue, first aid, etc.);
(9) maintain a detailed log of all actions taken by the Alberton Volunteer Fire Department;
(10) participate in a post-emergency debriefing and provide reports as requested by the CEMC;
(11) if directed by the Emergency Control Group, coordinate the arrangements for the evacuation of buildings or areas.
5.7 Municipal Road Superintendent
Upon learning of a potential emergency, the Municipal Road Superintendent should consider the possible need for activation of the Plan, and if warranted, shall trigger the “Emergency Plan Notification Procedures” (see Annex A).
The Municipal Road Superintendent shall:
(1) provide the Emergency Control Group with information and advice on transportation and road matters;
(2) participate in decision making, determining priorities, and issuing operational directives through the CEMC for the resolution of the emergency;
(3) if directed by the Emergency Control Group, appoint an Emergency Site Manager to control operations at the emergency site;
(4) direct and coordinate all Roads Department operations in accordance with the Plan and directions issued by the Emergency Control Group;
(5) provide personnel, materials, supplies, and equipment as required in support of emergency operations;
(6) arrange for and coordinate provision and use of personnel, engineering materials, and equipment from other municipal, regional, provincial, or federal departments or private/commercial agencies;
(7) assist with traffic control and emergency operations by clearing emergency routes, assisting the police in closing and opening roadways, marking obstacles, installing emergency road signs, and other actions as required;
(8) coordinate the provision and use of all transportation resources in support of evacuation or other emergency operations as required;
(9) coordinate the provision of emergency potable water, supplies, and sanitation facilities in support of emergency operations;
(10) maintain liaison with area public works and utility service agencies (i.e. hydro, gas, telephone, cable) and issue directions for the disconnection and reconnection of services as directed by the Emergency Control Group;
(11) coordinate efforts to re-establish essential road services;
(12) coordinate debris removal activities;
(13) coordinate demolition or securing of all “unsafe” buildings as directed by the Chief Building Official or the Emergency Control Group;
(14) coordinate Roads Department support for restoration and clean-up activities following the termination of the emergency;
(15) maintain a detailed log of all actions taken by the Roads Department;
(16) participate in a post-emergency debriefing and provide reports as requested by the CEMC.
5.8 Ontario Provincial Police Representative
Upon learning of a potential emergency, the OPP Detachment Commander should consider the possible need for activation of the Plan, and if warranted, shall trigger the “Emergency Plan Notification Procedure” (see Annex A).
The OPP representative or alternate shall:
(1) provide the Emergency Control Group with information and advice on law enforcement matters;
(2) participate in decision making, determining priorities, and issuing operational directives for the resolution of the emergency;
(3) if necessary, appoint a Emergency Site Manager to control operations at the emergency site;
(4) direct and coordinate all police operations in accordance with the Plan and directions issued by the Emergency Control Group;
(5) establish a communications link with the Police Incident Commander;
(6) direct the establishment of inner and outer perimeters around the emergency site;
(7) direct and control the dispersal of crowds within the emergency site(s);
(8) direct the movement of emergency vehicles to and from the emergency site;
(9) coordinate the arrangements for police operations with other municipal, provincial, or federal departments and arrange for additional supplies and equipment as required;
(10) if requested by the Emergency Control Group, coordinate the arrangements for the evacuation of buildings or areas;
(11) protect property and maintain law and order as required (ie. at the emergency site, in evacuation centres, etc.);
(12) contact the Coroner in the event of fatalities and coordinate whatever additional support is necessary or required in accordance with the Coroners Act;
(13) maintain a detailed log of all actions taken by the Ontario Provincial Police Service;
(14) participate in a post-emergency debriefing, and provide reports as requested by the CEMC.
5.9 Public Information Officer
Upon learning of a potential emergency, the Public Information Officer should consider the possible need for activation of the Plan, and if warranted, shall trigger the “Emergency Plan Notification Procedure” (see Annex A).
The Public Information Officer or alternate shall:
(1) advise the Emergency Control Group on matters pertaining to public information, public affairs, and media relations;
(2) gather, process and disseminate information for use by the Emergency Control Group;
(3) prepare public information, instructions, advisories and media releases for review by the Reeve or designate and CEMC;
(4) upon approval of the Reeve or designate and the CEMC, release information to the public and media;
(5) oversee the operation of the Media Centre, a Public Information Centre, and an emergency site media centre, as deemed necessary;
(6) provide public relations support as required;
(7) coordinate all media requests, including arrangements for supervised tours near the emergency site;
(8) arrange for photo or video records of the emergency operations;
(9) maintain a detailed log of all actions taken by the Public Information Officer;
(10) participate in a post-emergency debriefing and provide reports as required by the CEMC.
6. ADDITIONAL PERSONNEL AND SUPPORT GROUPS
6.1 Introduction
Emergency Control Group Support Groups may be formed from Township staff and personnel from other government agencies and organizations. Their advice, resources and information will assist the Emergency Control Group in making decisions. The Clerk-Treasurer/CAO or alternate is responsible for notifying Support Group personnel to report to the Emergency Operations Centre.
Contact names and numbers of Township of Alberton staff who are not Emergency Control Group members or alternates are listed in the “Resource Contact List” (see Annex B) as well as contact names and numbers of external agencies.
6.2 Members of Council:
It is the responsibility of every member of Council to become thoroughly familiar with the Township of Alberton Emergency Plan in order to be ready to act as designate to the Reeve or Deputy Reeve, or to assist as requested by the Emergency Control Group.
6.3 Emergency Site Manager
The Emergency Site Manager shall:
(1) organize and coordinate the response at the emergency site with all Incident Commanders;
(2) assess the situation under existing and potential conditions by consulting with Incident Commanders and other agencies, take/authorize any action appropriate to preserve life, protect property and otherwise mitigate the adverse effects of the emergency;
(3) coordinate with the Emergency Control Group and Incident Commanders to ensure that the necessary equipment, supplies, and personnel are available;
(4) provide, at regular intervals, information updates and reports regarding activities at the emergency site to the Emergency Control Group;
(5) schedule briefings with individual and collective Incident Commanders as to agency response status;
(6) activate or coordinate with agencies, the evacuation of the immediate area or any area likely to be placed at risk, if warranted by conditions, or as directed by the Emergency Control Group;
(7) consider response alternatives and determine appropriate response actions (evacuation, containment, etc.) in consultation with Incident Commanders and the Emergency Control Group;
(8) establish an on-site Command Post at an appropriate distance from the emergency area that provides a good vantage point from which access to the emergency site can be controlled;
(9) brief Incident Commanders regarding the situation as they become involved;
(10) obtain background information from those involved in the emergency or those who may have witnessed the incident, concerning the nature of hazardous material(s) and/or situation(s), and consult with experts, as required, to mitigate the emergency;
(11) develop an Emergency Site Organization Layout with the assistance of Agency Incident Commanders, and establish inner and outer perimeters and staging areas to control access to and movement within the emergency site;
(12) coordinate the release of information at the scene with the Public Information Officer;
(13) request, from the Emergency Control Group, logistical support for emergency operations and personnel at the scene;
(14) ensure the overall safety of the emergency site, in particular that safety precautions are enforced regarding wearing personal protective equipment – a Safety Officer will be provided by the Emergency Control Group upon request;
(15) in consultation with Incident Commanders, develop a demobilization plan for all resources within the emergency site and implement this plan upon official notification of the termination of the emergency;
(16) ensure that all Incident Commanders have established work schedules for their personnel at the emergency site;
(17) maintain a detailed log of all actions taken by the Emergency Site Manager;
(18) participate in a post-emergency debriefing and provide such reports as requested by the CEMC.
6.4 Ambulance Service Representative
The Ambulance Service Representative or alternate shall:
(1) provide the Emergency Control Group with information and advice on health service matters;
(2) participate in decision making, determining priorities, and issuing operational directives for the resolution of the emergency, as requested by the Emergency Control Group;
(3) activate the appropriate emergency call out procedures;
(4) direct and coordinate all ambulance services in accordance with the Plan and directions issued by the Emergency Control Group;
(5) coordinate with senior police and/or fire officials the movement of ambulances to and from the emergency site;
(6) coordinate with the Medical Officer of Health or designate for the providing of triage and treatment at the emergency site, casualty collection posts, and the distribution of casualties in accordance with the Plan and directions issued by the Emergency Control Group;
(7) coordinate the provision of special emergency health service resources at the emergency site (i.e. ambulances, support units, paramedics, ambulance helicopters, etc.);
(8) provide the main radio communication link among health services, and notify and request assistance from the Ontario Ministry of Health, Emergency Services Branch;
(9) liaise with the Social Services Representative and/or the Medical Officer of Health and assist with the organization and transportation of disabled citizens that need to be evacuated;
(10) maintain a detailed log of all actions taken by the Ambulance Service;
(11) participate in a post-emergency debriefing and provide reports as requested by the CEMC.
6.5 Rainy River District Social Services Board (RRDSSAB)
The RRDSSAB representative or alternate shall:
(1) provide the Emergency Control Group with information and advice pertaining to community and social service needs;
(2) participate in decision making, determining priorities, and issuing operational directives for the resolution of the emergency;
(3) coordinate and direct the actions of all social service and volunteer agencies in accordance with the Plan and directions issued by the Emergency Control Group;
(4) coordinate the provision of emergency feeding, reception, accommodations, clothing, identification, registration, inquiry, and personal service programs;
(5) if directed by the Emergency Control Group, activate and operate emergency evacuation reception and accommodation facilities at designated community halls, etc;
(6) provide staff from community service agencies to assist at the emergency reception centre(s), and other tasks as directed by the Emergency Control Group;
(7) coordinate assistance from other municipal, regional, provincial, federal departments, or private agencies;
(8) maintain a detailed log of all actions taken by the RRDSSAB and the Social Services Representative;
(9) participate in a post-emergency debriefing and provide reports as requested by the CEMC.
6.6 Medical Officer of Health
The Medical Officer of Health or designate (Health Unit Representative) shall:
(1) provide the Emergency Control Group with information and advice on matters pertaining to public and/or environmental health;
(2) participate in decision making, determining priorities, and issuing operational directives for the resolution of the emergency, as requested by the Emergency Control Group;
(3) coordinate with the Ambulance Service Representative for providing first aid, casualty collection posts, distribution of casualties, ambulance and hospital services, and health personnel augmentation in accordance with the Plan and directions issued by the Emergency Control Group;
(4) coordinate the acquisition of additional pharmaceutical or surgical supplies through liaison with distributors, hospitals and clinics;
(5) liaise with the Ministry of Health, Public Health branch;
(6) provide recommendations regarding the evacuation of buildings or areas for reasons of health;
(7) coordinate the response to disease-related emergencies or anticipated emergencies such as epidemics, in accordance with the Ministry of Health policies;
(8) liaise with the Road Superintendent regarding the provision and testing of potable water and sanitation facilities;
(9) liaise with the Director of Ontario Works and other agencies on areas of mutual concern regarding health services in emergency areas including: food safety, counseling of victims, general safety and sanitation, accommodation standards, air monitoring, provision of home care services;
10) maintain a detailed log of all actions taken by the North Western Health Unit;
(11) participate in a post-emergency debriefing and provide reports as requested by the CEMC.
6.7 Chief Building Official
If requested, the Chief Building Official shall:
(1) advise the Emergency Control Group on all matters relating to buildings;
(2) coordinate with the Municipal Road Superintendent regarding the securing of unsafe buildings, or demolition of structures found to be unsafe;
(3) liaise with Chief Building Officials from area municipalities, as required;
(4) maintain a detailed log of all actions taken by the Chief Building Official and the Building and Planning Department;
(5) participate in a post-emergency debriefing and provide reports as requested by the CEMC.
6.8 Media Communications
The Emergency Control Group shall use B-93 FM to inform emergency personnel and the public of the situation and of the action to be taken. In the event that B-93 is unable to broadcast, the ECG may use K104 FM, KGHS AM or KBHW FM as alternate stations.
6.9 Amateur Radio Operators
If requested, the Fort Frances Amateur Radio Operators shall provide radio equipment and operators at the Emergency Operations Centre and other locations as required and directed by the Emergency Control Group. It shall also maintain a detailed log of all actions taken and provide reports as requested by the CEMC.
6.10 Ministry of Natural Resources
If requested, the Ministry of Natural Resources shall provide additional personnel and equipment as required. It shall also maintain a detailed log of all actions taken and provide reports as requested by the CEMC.
7. TRAINING AND EVALUATION
7.1 Introduction
Training, exercise, and evaluation form the basis for ensuring that collective efforts at all levels can be properly coordinated and controlled. Effective emergency response is possible only when people understand the Plan and have had the opportunity to practice the procedures.
Accordingly, the Plan must provide for:
(1) the education of Township staff concerning emergency preparedness and their responsibilities established within the Plan;
(2) individual and collective training to ensure personnel are prepared to implement the Plan; and
(3) exercises and evaluations to practice and confirm the state of readiness of Township staff to respond to an emergency.
7.2 Definitions
Simulated Exercises: Individual control agencies practice operational procedures without the actual deployment of personnel or resources. Common approaches to this type of exercise include paper exercises and tabletop discussions. The actions of external agency operations are to be simulated by the exercise design staff.
Specialty Exercises: These exercises practice response to a specific risk such as: bomb threats, aircraft disaster, major flooding, or radiation spill. These types of exercises can involve a simulated approach or actual deployment of resources.
Communication Exercises: These exercises are designed to test the emergency notification procedures or to practice or evaluate communication resources.
Emergency Operations Centre Exercises: The Emergency Operations Centre staff convene to test and develop operational procedures, problem solving skills, communication systems, and interoperability within the Township of Alberton and other outside agencies. The conduct of these exercises is usually in the form of a paper or communication exercise with staff participating as the Emergency Site Manager and representing coordinated departmental control centres.
Major Exercise: This exercise involves the physical deployment of resources in response to a staged emergency situation. It may be undertaken by a single department or agency, or may be conducted in conjunction with others.
Mass Exercise: This is a wide-scale, comprehensive exercise that involves all, or the majority of responding agencies and the actual deployment and exercise of resources at all levels. A mass exercise includes the activation of the Emergency Control Group, Emergency Operations Centre and one or more emergency sites.
7.3 Training
Each Department is responsible for conducting individual, team, and combined training to ensure that staff are prepared to perform the tasks and responsibilities outlined in their respective Emergency Response Procedures.
7.4 Exercises
The purposes of exercises are:
(1) to practice, test, evaluate, and improve plans and operational capabilities;
(2) to promote and refine cooperation and coordination among operational teams, staff, and support groups, and command and control elements;
to stimulate and maintain interest and enthusiasm.
The Emergency Control Group shall conduct a minimum of one simulated and one communication exercise each year.
7.5 Evaluation
Each department or agency is responsible for the evaluation of its Emergency Response Procedures and the readiness of its respective organization. Significant occurrences that limit or preclude an organization from performing the responsibilities outlined in the Plan must be reported to the Fire Chief.
8. PLAN MAINTENANCE AND REVISION
8.1 Plan Maintenance and Revision
An Emergency Management Program Committee, chaired by the CEMC or designate, will be composed of staff from various Township departments and other representatives as deemed by the CEMC to be appropriate. The Committee will obtain input from outside agencies as deemed necessary or desirable. The Committee will be responsible for keeping the Plan (and its appendices) current with respect to legislation, agency roles and responsibilities and any other pertinent information.
Township departments are responsible for reviewing and amending their internal sub-plans annually.
The Emergency Management Program Committee will review and revise the Plan in January of each year, and any amendments shall be distributed to all of the Plan holders in a timely manner (see Distribution List attached as Annex `J’).