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By-law No. 2017-118 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2017-118 A BY-LAW REQUIRING AN EMERGENCY MANAGEMENT PROGRAM FOR THE PROTECTION OF PUBLIC SAFETY, HEALTH, THE ENVIRONMENT, THE CRITICAL INFRASTRUCTURE AND PROPERTY, AND TO PROMOTE ECONOMIC STABILITY AND A DISASTER-RESILIENT COMMUNITY WHEREAS Section 2.1(1) of the Emergency Management and Civil Protection Act, RSO 1990, Chapter E.9, as amended, which requires every municipality to develop and implement an Emergency Management Program; AND WHEREAS Section 2.1(2) of the Emergency Management and Civil Protection Act, RSO 1990, Chapter E.9, as amended, stipulates the content of each municipality's emergency management program; AND WHEREAS, this Act requires the Emergency Management Program to conform to standards promulgated by Office of the Fire Marshall and Emergency Management (OFMEM) in accordance with international best practices, including the four core components of emergency management, namely: mitigation/prevention, preparedness, response and recovery; and also makes provision for the municipality and council to develop and implement an Emergency Management Program to protect public safety, public health, the environment, the critical infrastructure and property, and to promote economic stability and a disaster-resilient community. AND WHEREAS, this Act makes provision for the Head of Council to declare that an emergency exists in the community or in any part thereof, and also provides the Head of Council with authority to take such action or make such orders as he/she considers necessary and are not contrary to law, to implement the emergency response plan and respond to an emergency; AND WHEREAS, the Act, consistent with Section 242 of the Municipal Act, R.S.O., 1990, as amended, provides for the designation of one or more members of council who may exercise the powers and perform the duties of the head of Council during his/her absence or his/her inability to act; AND WHEREAS, the Act authorizes employees of a community to respond to an emergency in accordance with the emergency response plan where an emergency exists but has not yet been declared to exist; NOW THEREFORE, be it resolved: 1. THAT an Emergency Management Program be developed and implemented in accordance with the standards published by the OFMEM in accordance with international best practices; 2. THAT the Head of Council or designated alternate, as provided in the Plan, be empowered to declare an emergency and implement the Emergency Response Plan; 3. THAT certain appointed officials or their designated alternates, as provided in the approved community Emergency Response Plan are empowered to cause an emergency notification to be issued to members of the Community Control Group, and to respond to emergency in accordance with the emergency response plan where an emergency exists but has not yet been declared to exist; 4. THAT the Bayham Emergency Management Program Committee will review annually the Emergency Management Program and the Emergency Response Plan to recommend changes as considered appropriate and refer recommendations to Council for further review and approval; 5. THAT the appendices of the Emergency Response Plan may be added, amended, or removed with the approval of the Emergency Management Program Committee and reported to Council annually, without amendment to this bylaw; 6. THAT Schedule 'A', being the Emergency Response Plan attached hereto, shall form part of this By-law; 7. THAT Schedule 'B', being a Schedule to establish the composition, organization and operational guidelines of the Emergency Management Program Committee attached hereto, shall form part of this By-law. 8. THAT Schedule 'C', being a Schedule to designate and identify a community Emergency Information Officer attached hereto, shall form part of this By-law; 9. THAT the following By-Laws and any amendments thereto be rescinded: ➢ By-Law 2014-121 ➢ Any other By-Law pertaining to Emergency Management Program and Emergency Response Plan for the Municipality of Bayham; 10. THAT this By-law shall be enacted and of full force and effect upon final passing. READ A FIRST, SECOND AND THIRD TIME AND FINALLY PASSED THIS 7th DAY OF DECEMBER, 2017. MAYOR �. frAlr CAO/CL i" Municipality of Bayham Emergency Response Plan By-Law 2017-118 Schedule A Municipality of Bayham -- Emergency Response Plan — Revised 2017 2 TABLE OF CONTENTS: Definitions 4 Introduction 7 The Authority 7 The Aim 7 General Overview Population 8 Education 8 Medical Care 8 Protective Services 8 Public Utilities 8 Communications 9 Conservation Authority 9 Emergency Medical Services 9 Declaration of an Emergency Action Prior to Declaration 10 Municipal Emergency 10 Termination of Emergency 11 Request for Provincial/Federal Assistance 11 Control Group Operations Emergency Operation Centre 11 Communications Room 12 Operating Cycle 12 Community Control Group Notification System 12 Community Control Group 13 Community Control Group Responsibilities 13 Composition of the Community Control Group 15 Mayor/Acting Head of Council 15 CAOICIerk 15 Community Emergency Management Coordinator 16 Water/Wastewater Superintendent 17 Deputy Clerk 17 Manager of Public Works 18 Fire Chief 18 Police 19 Municipality of Bayham -- Emergency Response Plan — Revised 2017 3 Public Utilities Representative 19 EMS (Ambulance) Representative 20 Health Unit 20 Communications Manager 21 Support & Advisory Staff Conservation Authority 21 Solicitor 21 Provincial Ministry 21 Ontario Works 22 Canadian Red Cross... 22 Radio Emergency Service (A.R.E.S.) 23 St. John Ambulance 23 Salvation Army 23 Other Officials, Experts, or Representatives 24 On-Site Incident Commander 24 Media and Public Relations 25 The Emergency Information Officer 25 On-Site Media Spokesperson 26 The Citizen Inquiry Representative 26 Public Information & Inquiry 27 Evacuation Planning 27 Recovery Planning 27 Plan Review, Testing, and Maintenance 27 Municipality of Bayham -- Emergency Response Plan — Revised 2017 4 DEFINITIONS Ambulance Representative A designated representative of the Central Ambulance Communications Centre and/or Ambulance Service. CAOICIerk An employee of the Municipality of Bayham appointed CAOICIerk of The Corporation of the Municipality of Bayham, or designated alternate. Citizen Inquiry Representative A person designated by Elgin County Ontario Works Agency responsible for establishing a Citizen Inquiry Service. Community Control Group (CCG) A designated group of individuals mandated to address the ongoing, or potentially expanding threat to the broader community, including health, safety and well being of persons; property and infrastructure; essential services; the environment; local economy, and to instill a level of confidence to the public. Community Emergency Management Coordinator (CEMC) An employee of the Municipality of Bayham appointed Community Emergency Management Coordinator of The Corporation of the Municipality of Bayham, or designated alternate. Deputy Clerk An employee of the Municipality of Bayham appointed Deputy Clerk of The Corporation of the Municipality of Bayham, or designated alternate. Emergency "emergency" means a situation or an impending situation that constitutes a danger of major proportions that could result in serious harm to persons or substantial damage to property and that is caused by the forces of nature, a disease or other health risk, an accident or an act whether intentional or otherwise; ("situation d'urgence") Emergency Management and Civil Protection Act, R.S.O. 1990 Emergency Area A geographic area within which an emergency has occurred or is about to occur, and which has been identified, delineated and designated to receive emergency response actions. Emergency Information Officer (E10) The Emergency Information Officer (E10) will be appointed by Council and is responsible for coordinating the dissemination of information to the media, broader community and stakeholders. Municipality of Bayham -- Emergency Response Plan — Revised 2017 5 Emergency Management Program Committee A management team appointed by Council to oversee the development, implementation and maintenance of the Municipality of Bayham emergency management program. Emergency Operations Centre (EOC) A facility where the Community Control Group assembles to manage an emergency. Evacuation Centre A facility to provide shelter, food and other services to a group of people who have been evacuated from an emergency area. Fire Representative An employee of the Municipality of Bayham appointed Fire Chief of The Corporation of the Municipality of Bayham Fire Department, or designated alternate. Head of Council The elected Mayor or appointed Acting Mayor of the Municipality of Bayham, or designated alternate. Health Representative The Elgin County Medical Officer of Health, or designated alternate. Inner Perimeter A restricted area in the immediate vicinity of the emergency area as established by the Emergency Site Manager. Access to the inner perimeter is restricted to those essential emergency personnel actively involved in response. Manager of Public Works An employee of the Municipality of Bayham appointed Manager of Public Works of The Corporation of the Municipality of Bayham, or designated alternate. Media Information Centre A facility or location near, but not in, the Emergency Operations Centre where the media may assemble for media releases and press conferences. Ontario Works Representative The County of Elgin/City of St. Thomas Director of Ontario Works or designated alternate. On-Site Incident Commander A public sector official or designate (usually fire, police, ambulance or public works) at the emergency area, responsible for coordinating resources and developing actions to resolve the emergency situation. Municipality of Bayham -- Emergency Response Plan — Revised 2017 6 Outer Perimeter A designated geographic area within the emergency area located directly adjacent to the inner perimeter and serving as a coordination and assembly point for essential emergency personnel and equipment. Reception Centre A reception centre is a facility usually located outside the emergency area and provides a place where evacuees can go to register, receive assistance for basic needs, information and referral to an evacuation center if required. Red Cross Representative A person designated by Canadian Red Cross responsible for supervising and coordinating all activities of the Canadian Red Cross during an emergency. Water/Wastewater Superintendent An employee of the Municipality of Bayham appointed Water/Wastewater Superintendent of The Corporation of the Municipality of Bayham, or designated alternate. Municipality of Bayham -- Emergency Response Plan — Revised 2017 7 INTRODUCTION THE PURPOSE The purpose of this plan is to provide elected officials, personnel, and emergency response agencies with an overview of the guidelines to their expected response and responsibilities to an emergency situation within the Municipality of Bayham. For this plan to be effective it is imperative all officials, departments and agencies be aware of their respective roles and be prepared to carry out their assigned responsibilities. For the purposes of this plan, "emergency"means a situation or an impending situation that constitutes a danger of major proportions that could result in serious harm to persons or substansial damage to property and that is caused by the forces of nature, a disease or other health risk, an accident or an act whether intentional or otherwise ("situation d'urgence. Emergency Management and Civil Protection Act, R.S.O. 1990 While many emergencies could occur within the Municipality of Bayham, the most likely to occur are: ➢ air, water and land pollution ➢ hail ➢ floods ➢ high winds; tornados ➢ ice storms ➢ landslides ➢ severe thunderstorms )=. torrential rain ➢ hazardous industrial chemical spills ➢ electrical power failures ➢ hazardous materials in transit THE AUTHORITY The Province of Ontario has passed the Emergency Management and Civil Protection Act, R.S.O. 1990, which provides for the development and implementation of an emergency management program by the Council of the Municipality of Bayham. This Act makes provision for the Head of Council to declare that an emergency exists in the municipality and also provides the Head of Council with the authority to take such action or deliver such orders as he/she considers necessary, provided such action is not contrary to the laws which implement the emergency plan of the municipality. The Act also provides for the designation of one or more members of council who may exercise the powers and perform the duties of the Head of Council during his/her absence or inability to act. THE AIM The focus of this plan is to provide a guideline for the most effective response to an emergency situation in the Municipality of Bayham, and in so doing safeguard the health, safety, welfare and property of its populace. This plan will govern the provision for requested services during an emergency. Municipality of Bayham -- Emergency Response Plan — Revised 2017 8 GENERAL OVERVIEW OF THE MUNICIPALITY OF BAYHAM POPULATION The population of the municipality is: 7396 (Statistics Canada Census 2016). EDUCATION The Municipality's educational facilities consist of two (2) elementary public schools and two (2) private schools. MEDICAL CARE The Municipality is serviced by the Tillsonburg District Memorial Hospital and Elgin-St. Thomas General Hospital. PROTECTIVE SERVICES The Municipality of Bayham Fire Department provides fire protection services out of two (2) fire stations, one in Port Burwell and the other in Straffordville. The department is all volunteer with 21 firefighters in each station, along with a municipal training officer. The Fire Chief is employed by the municipality full time. Ontario Provincial Police is contracted to provide law enforcement services. PUBLIC UTILITIES Electricity Hydro One provides electricity. Natural Gas EPCOR distributes natural gas to areas south of the Hamlet of Eden and Union Gas to areas north of the Hamlet of Eden. Municipal Water The Elgin Area Primary Water System provides potable water to municipalities within Elgin County, St. Thomas and London. The Municipality of Bayham is responsible for maintaining the distribution systems for the villages of Port Burwell, Vienna, and Richmond Other areas of the municipality rely on well water for potable water resources Sewer/Septic The Municipality of Bayham operates and maintains a sanitary sewer system for residents in the geographic boundaries of the villages of Port Burwell, Straffordville and Vienna, and the hamlet of Eden Municipality of Bayham -- Emergency Response Plan — Revised 2017 9 COMMUNICATIONS Eastlink and Bell Canada provide telephone and Internet service. Wireless phone service is provided by Rogers Communications, Bell Mobility and Telus. CONSERVATION AUTHORITY Long Point Region Conservation Authority has jurisdiction over the waterways throughout the municipality. EMERGENCY MEDICAL SERVICES Emergency medical services and patient transportation services are provided primarily by Elgin-St. Thomas EMS (St. Thomas & Aylmer) and supplemented by both Oxford County EMS (Tillsonburg) and Norfolk County EMS (Langton) when necessary. Municipality of Bayham -- Emergency Response Plan — Revised 2017 10 DECLARATION OF AN EMERGENCY ACTION PRIOR TO DECLARATION When an emergency exists, but has not yet been declared to exist, municipal employees may take such action(s) under this emergency plan as may be necessary to protect the lives and property of the inhabitants of the Municipality of Bayham. MUNICIPAL EMERGENCY The Head of Council of the Municipality of Bayham is responsible for declaring a municipal emergency exists within the geographic boundaries of the Municipality. This decision is made in consultation with other members of the Municipality of Bayham Community Control Group. Upon such declaration, the Head of Council shall: 1. Notify the County Warden; 2. Notify the Minister of Community Safety & Correctional Services through the Office of the Fire Marshal & Emergency Management Ontario (via the Provincial Emergency Operations Centre (PEOC)) 3. Notify Municipality of Bayham Council members; and 4. Ensure the public, media, and neighboring municipal officials are advised of both the declaration and termination of an emergency. The Head of Council may request assistance from the County of Elgin, without activating the County of Elgin Emergency Response Plan, by contacting the County Warden, County COA or County Community Emergency Management Coordinator. When a local emergency has been declared and municipal resources are deemed insufficient to control the emergency, the Head of Council may request the County Warden, County COA, County Community Emergency Management Coordinator or their alternates to activate the County of Elgin Emergency Response Plan. For Coordination, if the emergency affects more than one Elgin County municipality, or one or more municipality(s) and the City of St. Thomas, the County Emergency Response Plan will be activated. Once the County of Elgin Emergency Response Plan is activated, the Head of Council and designated staff representatives from the municipality will become members of the County of Elgin Community Control Group. The remaining staff from the Municipality of Bayham will form the Municipality of Bayham Community Control Group and provide support to the Head of Council or the designate. All decisions by the Municipality of Bayham Community Control Group (as appropriate) affecting the lives and property of the inhabitants within the Municipality of Bayham shall be made in consultation with the Head of Council of the Municipality. All decisions by the Municipality of Bayham Community Control Group (as appropriate) affecting the lives and property of the inhabitants within the Municipality of Bayham shall be made in consultation with the Head of Council of the Municipality. Municipality of Bayham -- Emergency Response Plan — Revised 2017 11 TERMINATION OF EMERGENCY A municipal emergency may be declared terminated at any time by the: 1. Head of Council, 2. Municipal Council, or 3. Premier of Ontario. Upon termination of a municipal emergency the Head of Council shall notify the: 1. County Warden 2. Municipality of Bayham Council members 3. Minister of Community Safety & Correctional Services of Ontario through the Office of the Fire Marshal and Emergency Management Ontario, and 4. Members of the public and media, and 5. Neighbouring municipal officials. REQUEST FOR PROVINCIAL / FEDERAL ASSISTANCE The municipality may request additional resources from the province if local resources, including resources available from bordering municipalities and/or the County of Elgin are insufficient to meet emergency requirements. The Ministry of the Community Safety and Correctional Services (MCSCS), through the Office of the Fire Marshal & Emergency Management Ontario, is the focal point for provincial assistance during an emergency. MCSCS should be notified if the threat of an emergency exists and shall be notified when an emergency has been declared. MCSCS will not take over and manage the emergency; it can provide liaison and coordination, and a central point for contact with other provincial ministries and the federal government if required. All requests for provincial and federal assistance should be directed through the Office of the Fire Marshal & Emergency Management Ontario. COMMUNITY CONTROL GROUP (CCG) OPERATIONS: EMERGENCY OPERATION CENTRE (EOC) The Municipality shall identify a primary location to establish an emergency operations center (EOC) for the CCG to assemble in the event of an emergency. The Municipality may also designate a second location as an alternate EOC. The CCG will assemble at an EOC as designated by the Head of Council and CAOICIerk, or designates. CCG members shall assemble at the designated EOC when notified and determine if the site is an appropriate location for the CCG to conduct business appropriate for the type and location of the emergency area. If this site is not appropriate, the CCG will choose an alternate location to conduct EOC business. Municipality of Bayham -- Emergency Response Plan — Revised 2017 12 COMMUNICATIONS ROOM A separate communications room shall be established in close proximity to the designated EOC. CCG members should designate one or more persons as communicators, depending on the nature and scope of the emergency, to facilitate in-coming and out-going communications to assist CCG members as required. Communicators will be responsible for operating telephones and radios within the communications room and relaying information between their respective representatives on the CCG. OPERATING CYCLE The CCG shall meet regularly to share information and make decisions related to the emergency and continuity of municipal business and services. The CAOICIerk will be responsible for establishing the frequency of EOC meetings and agenda items. Meetings will be kept as brief as possible to allow CCG members to carry out their individual responsibilities. Each meeting of the CCG should include the following: • An assessment and prognosis of the emergency situation • The establishment of priorities • The setting of objectives • The determination of an action plan • Timelines for the implementation of assigned tasks • Monitoring and reporting. When a meeting ends, each member of the CCG carries out their assigned tasks/objectives and gathers information for the next scheduled meeting. It is important all CCG members to function as a team to establish the most effective response to the emergency situation. To enhance effectiveness CCG members should be relieved of their duties at regular intervals. COMMUNITY CONTROL GROUP NOTIFICATION SYSTEM The Head of Council, CAOICIerk, Fire Chief, Manager of Public Works or Water/Waste Water Superintendent may activate the Emergency Notification System as established by the municipality. Municipality of Bayham -- Emergency Response Plan — Revised 2017 13 COMMUNITY CONTROL GROUP (CCG) The following municipal officials will make up the Municipality of Bayham CCG • Head of Council • CAOICIerk, or alternate • Community Emergency Management Coordinator, or alternate • Manager of Public Works, or alternate • Water/Wastewater Superintendent, or alternate • Fire Chief, or alternate • Deputy Clerks, or alternates The CCG may function with only a limited number of persons depending upon the emergency. While the CCG may not require the presence of all persons listed as members of the CCG, all members of the CCG must be notified. The CCG may request assistance from one or more of the following agencies/organizations and include representatives in EOC operations: • Ontario Works / Canadian Red Cross • Health Unit • Conservation Authority • Police • Electricity Supplier • EMS /Ambulance • Amateur Radio Emergency Service (ARES) • Public Utilities • Elgin County • Additional personnel deemed necessary by the CCG (i.e. Provincial / Federal Ministry representatives, industrial representatives, school boards, legal, financial representatives). CCG RESPONSIBILITIES Some or all of the following actions/decisions should be considered and dealt with by the CCG: • Determining the status of the emergency situation by acquiring and assessing information; • Advising Head of Council as to whether the declaration of an emergency is recommended; • Mobilizing emergency services, personnel and equipment; • Coordinating and providing emergency and municipal services and ensuring any actions necessary for the mitigation of the effects of the emergency are taken, provided they are not contrary to law; • Coordinating and/or overseeing the evacuation of inhabitants considered to be in danger and establishing a Registration and Inquiry Centre to handle requests regarding evacuees; Municipality of Bayham -- Emergency Response Plan — Revised 2017 14 • Arranging for services and equipment from local agencies not under municipal control, i.e. private contractors, volunteer agencies, services clubs; • Notifying and requesting assistance from various levels of government and any public or private agencies not under Municipal control, as considered necessary; • Determining if additional volunteers are required and if appeals for volunteers are warranted; • Determining if additional transportation is required for evacuation or transport of persons and/or supplies; • Ensuring pertinent information regarding the emergency is promptly forwarded for dissemination to the media and public; • Determining the need to establish advisory group(s) and/or sub-committees; • Authorizing expenditure of funds required to deal with the emergency for the preservation of life and health; • Maintaining a log outlining decisions made and actions taken, and submitting a summary of the log to the CAOICIerk within one week of the termination of the emergency, as required; • Arranging for emergency accommodation and/or welfare services for residents temporarily evacuated from their homes; • Establishing a reporting and inquiry centre to handle individual requests concerning any aspect of the emergency; • Ensuring all emergency personnel are advised of the termination of the declared emergency; • Appointing an On-Site Incident Commander; • Ensuring Critical Incident Stress management resources are available to emergency responders; • Ensuring the emergency is reviewed and a recovery plan, if required, is in place before the local emergency is terminated; • Participating in the debriefing following the emergency; • Addressing the emotional trauma to the Community. Municipality of Bayham -- Emergency Response Plan — Revised 2017 15 COMPOSITION OF THE COMMUNITY CONTROL GROUP HEAD OF COUNCIL: The Head of Council will be responsible for the following duties: • Implementing the Emergency Response Plan in response to a request for assistance from a member of the CCG, or emergency response agency; • Declaring an emergency to exist; • Declaring the emergency has terminated; • Notifying the Minister of Community Safety & Correctional Services via the Office of the Fire Marshal & Emergency Management Ontario, of the declaration of an emergency, and termination of the emergency; • Making decisions, determining priorities, and issuing direction to the Heads of Departments; • Requesting assistance from senior levels of government and from constituent municipalities not involved with the emergency, when required; • Authorizing expenditures and the acquisition of equipment and personnel when necessary; • Approving and making news releases and public announcements in conjunction with the Emergency Information Officer (EIO); • Ensuring all members of the CCG are kept apprised of developments as soon as possible; • Ensure all members of Council apprised of the emergency and the municipality's response to the emergency; • Maintain a personal log of all actions taken. CAO CLERK: The CAOICIerk, or alternate, will be responsible for the following duties: • Provide assistance/advise to Head of Council and Department Heads as required; • Liason with government agencies/officials, as directed; • Ensuring all required members are present when the CCG is assembled; • Chairing meetings of the CCG; • Organizing and supervising the Emergency Operations Centre (EOC) during the emergency, including arrangements for feeding and relief of Centre personnel; • Coordinating all operations within the EOC, including the scheduling of regular meetings; • Arranging for effective communications to and from the emergency site; • Providing security for the EOC, as required; • Providing identification cards to CCG members and support staff; Municipality of Bayham -- Emergency Response Plan — Revised 2017 16 • Coordinating the maintenance and operation of feeding, sleeping, and meeting areas of the CCG, as required; • Maintaining a record of actions taken by the CCG in dealing with the emergency; • Compiling records of costs incurred as a result of emergency action; • Providing advice to the CCG on legal and financial matters; • Ensuring records of expenses are maintained for future claim purposes; • Ensuring the prompt payment and settlement of all legitimate invoices and claims incurred during an emergency; • Acting as principle staff officer to the Head of Council; • Coordinating and processing requests for human resources; • Under the direction of the CCG, coordinating offers of and appeals for volunteers; • Selecting the most appropriate sites for the registration of human resources; • Ensuring records of human resources and administrative details are completed; • When volunteers are involved, ensuring Volunteer Registration Forms are completed and a copy of the form retained for Municipal records; • Ensuring identification cards are issued to volunteers and temporary employees, where practical; • Arranging for transportation of human resources to and from sites; • Obtaining assistance, if necessary, from Employment and Immigration Canada, as well as other government departments, public and private agencies, and volunteer groups; • Compiling reports for council; • Regularly reviewing the contents of the Emergency Response Plan to ensure the plan is up to date and in conformity with Provincial procedures; • Organizing and coordinating training and participation in drills and exercises; • Reviewing the Ontario Disaster Relief Program directives on a regular basis; • Organizing any required debriefing sessions; • Act as Emergency Information Officer; • Maintain a personal log of all actions taken. COMMUNITY EMERGENCY MANAGEMENT COORDINATOR (CEMC) The CEMC, or alternate, will be responsible for the following duties: • Ensuring security is in place for the EOC and registration of CCG members; • Assisting in activating and arranging the EOC; • Ensuring CCG members have necessary ERP, resources, supplies, maps and equipment; • Providing advice and clarifications about the implementation details of the ERP; Municipality of Bayham -- Emergency Response Plan — Revised 2017 17 • Ensuring liaison with community support agencies; • Ensuring CERV coordination and liaison; • Ensuring the operating cycle is met by the CCG and related documentation is maintained and kept for future use; • Addressing any action items resulting from the activation of the ERP and keep CCG informed of implementation needs; • Ensuring records and logs are maintained by CCG members for the purpose of debriefing and post emergency reporting; • Maintain a personal log of all actions taken. WATER/WASTEWATER SUPERINTENDENT The Water / Wastewater Superintendent, or alternate, will be responsible for the following duties: • Provide advise on water/wastewater related issues; • Arrange for assistance, equipment as necessary; • Liaison with appropriate provincial agencies as required; • Providing an On-Site Incident Commander, if required; • Maintaining and updating a list of all vendors who may be required to provide supplies and equipment; • Maintain a personal log of all actions taken. DEPUTY CLERK The Deputy Clerk, or alternate, will be responsible for the following duties: • Recording minutes of EOC business meetings; • Process documentation as required; e.g. Declaration of Emergency; • Act as EOC Chairperson/Manager in the absence of the CAOICIerk; • Set up EOC upon activation of CCG; • Maintains an event board/log during EOC meetings; • Coordinates telecommunications systems for the EOC; • Provides assistance to the CAOICIerk, as required; • Coordinates additional support staff for CCG members and EOC, as required; • Advises the CCG on issues related to zoning, planning, mapping, etc.; • Maintain a personal log of all actions taken. MANAGER OF PUBLIC WORKS: The Manager of Public Works, or alternate, will be responsible for the following duties: • Providing advise or liaising with consultants to provide the CCG with advice on engineering matters; • Arranging for dispatch of staff and equipment to assist in responding to the emergency situation if required; Municipality of Bayham -- Emergency Response Plan — Revised 2017 18 • Maintaining liaison with flood control, conservation and environmental authorities and preparing for relief or preventative measures; • Arranging for the clearing of emergency routes and the marking of obstacles if required; • Arranging for engineering materials and equipment from the County and Provincial resources, from neighboring municipalities, and from private contractors when necessary; • Assisting fire fighting authorities in dealing with special hazards such as chemical spills, explosions or noxious fumes; • Establishing radio communications, if required, and calling on the services of the Amateur Radio Emergency Service; • Re-establishing essential road services at the end of the emergency period; • Ensuring roads are maintained and accessible during an emergency; • Providing an On-Site Incident Commander, if required; • Maintaining and updating a list of all vendors who may be required to provide supplies and equipment; • Maintain a personal log of all actions taken. FIRE CHIEF: The Fire Chief, or alternate, will be responsible for the following duties: • Providing advice on fire fighting and rescue matters to the CCG; • Confirming local fire fighting, rescue and life saving resources are sufficient for the operational situation, and arranging for further assistance as required; • Providing advice to municipal departments to bring into play other equipment and skills needed to cope with the emergency; • Coordinating assistance from the Mutual Aid Fire System and Office of the Fire Marshal of Ontario as required; • Determining if special equipment or supplies, not available can be located elsewhere and advising the CCG; • Coordinating assistance of fire equipment and personnel with other departments and agencies in large scale non-firefighting operations (rescue, first aid, casualty collection); • Liaising with the Ministry of the Environment on fires involving potentially dangerous materials; • Liaising with the Ministry of Natural Resources on forest fires; • Providing an On-Site Incident Commander if required; • Maintaining and updating a list of all vendors who may be required to provide supplies and equipment; • Maintain a personal log of all actions taken. Municipality of Bayham -- Emergency Response Plan — Revised 2017 19 POLICE: The Police Representative, or alternate, will be responsible for the following duties: • Providing advice on police (law enforcement) matters to the CCG; • Arranging for assistance to local authorities in implementing traffic control to permit rapid movement of emergency equipment; • Coordinating police operations and responses with Municipal Service Departments and with neighboring police authorities; • Establishing security around the emergency area to control access and protect property; • Sealing off the area of concern, controlling and, if necessary, dispersing crowds within the emergency area; • Alerting persons endangered by the emergency and coordinating evacuation procedures; • Liaising with the Ontario Works Representative regarding the establishment and operation of evacuation and reception centres; • Providing for police services in evacuee centres, morgues, and other facilities, as required; • Liaising with other municipal, provincial or federal police agencies as required; • Informing the CCG on the actions take by the Police; • Providing an On-Site Incident Commander if required; • Maintain a personal log of all actions taken. PUBLIC UTILITIES REPRESENTATIVE (S): • Providing the CCG with advice on utility (hydro, natural gas, telephone, etc.) matters; • Arranging for the dispatch of staff and equipment to assist in containing the emergency situation if required; • Maintaining liaison with public and private utility companies (hydro, gas, telephone, etc.) and making recommendations for discontinuation of any utilities, public or private, when necessary in the interest of public safety; • Maintain a personal log of all actions taken. EMS (AMBULANCE) REPRESENTATIVE: The Ambulance Representative or alternate will be responsible for the following duties: • Providing information on the movement of casualties from the emergency area; • Advising CCG on requirements for additional casualty transportation means, beyond ambulance resources; Municipality of Bayham -- Emergency Response Plan - Revised 2017 20 • Provide additional medical resources as needed for casualty management at the emergency site, in consultation with the Medical On-Site Coordinators, and initiating requests for such with medical authorities; • Authorizing additional Ministry of Health resources required by any facility, which operates under the direction of the Ministry of Health in accordance with Ministry procedures; • Maintain a personal log of all actions taken. HEALTH UNIT: The Health Representative, or alternate, will be responsible for the following duties: • Providing advise to the CCG on health matters; • Keeping the Health Unit staff informed; • Providing staff at each Evacuee Centre to assist the Manager of each Reception/ Evacuee Centre in public health matters, and in assisting evacuees; • Providing a 24 hour Nurse at each Evacuee Centre housing more the 50 evacuees; • Arranging for mass immunization where needed; • Arranging for precautions in regard to water supplies when warranted; • Notifying other agencies and senior levels of government about health related matters in the emergency; • Ensuring the safety of food supplies and the safe disposal of sewage and waste; • Ensuring adequate general sanitation and personal hygiene at emergency reception centres; • Ensuring proper burial of the dead; • Coordinating the response of health unit services and facilities; • Maintaining a log of all actions taken. Liaising with the local hospital representative to: • Implement their respective Hospital Disaster Plan, if required; • Liaising with the Health and Ambulance Representatives with respect to hospital and medical matters, as required; • Evaluating requests for the provision of medical site teams/medical triage teams; • Liaising with the Ministry of Health, as appropriate. COMMUNICATIONS MANAGER: A Communications Manager shall be appointed by the CCG and will be responsible for the following duties: • Provide the CAOICIerk with reports on the emergency situation and any other pertinent information at regular intervals, or as requested; Municipality of Bayham -- Emergency Response Plan — Revised 2017 21 • Provide assistance to the communicators in relation to communications equipment problems, where possible and practical; • Coordinate and prioritize the flow of messages between the Communications Room and the Community Control Group members and other desired groups or locations; • Maintenance of a chronological log of significant communications and events; • Maintenance of a situation or status board, and; • Maintenance of a map(s) containing vital information related to the emergency; • When possible, establishing and ensuring telephone communication needs are provided to the EOC, emergency site, and anywhere else required; • Maintain a personal log of all actions taken. SUPPORT& ADVISORY STAFF: Staff from the following Support and Advisory Services may be required to provide support, logistics and advice to the CCG: THE CONSERVATION AUTHORITY WILL BE RESPONSIBLE FOR: • Providing advice on the abatement of flood emergencies; • Assisting in acquiring resources to assist in flood emergencies. THE SOLICITOR: The Solicitor for the Municipality will be responsible for: • The provision of advice to any member of the CCG on matters of a legal nature as they may apply to the actions of the Municipality in its response to the emergency, as required. PROVINCIAL MINISTRY: Provincial Ministry Representatives will be responsible for: • Providing advice on matters of Provincial concern to members of the CCG; • Assisting in the garner of resources; • Coordination of Provincial response agencies (OFMEM responsibility). ONTARIO WORKS REPRESENTATIVE: The Ontario Works Representative, or alternate, will be responsible for the following duties: • Providing advise to the CCG on Ontario Works matters; • According to the nature of the emergency, in consultation with the Red Cross, Salvation Army and St. John Ambulance, be prepared to assist municipalities in their efforts to support their residents whose lives have been impacted by the emergency with the provision of: Municipality of Bayham -- Emergency Response Plan — Revised 2017 22 • Emergency clothing to provide adequate protection from the elements, • Emergency lodging to provide adequate temporary accommodation for the homeless, • Registration and inquiry services to reunite families and to collect information and answer queries concerning the safety and whereabouts of missing persons, • Emergency feeding to sustain those without food or adequate food preparation facilities, • Liaising with the Health Representative on areas of mutual concern required during operations in evacuee centres, and • Individual and family services to assist and counsel individuals and families in need and to provide special care to unattached children and dependent adults; • In consultation with the Health Representative, establish an `outreach program' for victims of the emergency; • Providing staff to operate Citizen Inquiry Centre; • Liaising with public and private nursing care homes as, required; • Notifying the Police of the number and locations of the Emergency Reception Centres; • Contacting and providing direction to volunteer agencies able to assist in welfare functions, such as Red Cross, Women's Institutes, etc.; • Notifying senior levels of government on Ontario Works matters in the emergency. CANADIAN RED CROSS: The Canadian Red Cross will receive requests for support from the Ontario Works Representative. The responsibilities of the Canadian Red Cross Representative during an emergency are to: • Activate the Canadian Red Cross emergency alert system; • Co-ordinate the Canadian Red Cross response in co-operation with the Ontario Works Representative, if an evacuation is required; • Provide registration and inquiry to meet the following objectives: • Collect accurate and reliable information and answer inquiries as to the condition and whereabouts of disaster victims in co-operation with local hospitals and reception centres; and • Assist in reuniting separated family members as quickly as conditions permit; • Operate an inquiry bureau to deal with national and international requests as directed by the Canadian Red Cross National office; Municipality of Bayham -- Emergency Response Plan — Revised 2017 23 • Set up and operate an evacuation centre, upon the request of the Ontario Works Representative; • Assist with first aid established at reception centres if required; • Ensure volunteers are properly registered so that Workplace Safety Insurance coverage is provided during an emergency. RADIO EMERGENCY SERVICE(A.R.E.S.): The Radio Emergency Service Representative will be responsible for: • Providing additional communication requirements to supplement the Municipality and emergency communications systems, as required; • Contacting other communications experts, as required. ST. JOHN AMBULANCE: The St. John Ambulance will receive requests for support from the Ontario Works or Ambulance Representative during an emergency to: • Activate the Division's emergency alert system; • Co-ordinate the Division's response in co-operation with the Health Representative; • Provide first aid; • Establish first aid posts at reception centres, as required; • Ensure volunteers are properly registered so Workplace Safety Insurance Board coverage is provided during an emergency. SALVATION ARMY REPRESENTATIVE: The Salvation Army will receive requests from the Ontario Works Representative. The responsibilities of the Divisional Commander or alternate of the Salvation Army during an emergency are to: • Activate the Division's emergency alert system; • Coordinate the Division's response in cooperation with the Ontario Works Representative, if an evacuation is required; • Coordinate and feeding of personnel at the disaster site and reception centre; • Provide bedding and clothing, in cooperation with Ontario Works; • Provide and coordinate clergy assistance; • Ensure volunteers are properly registered so Workplace Safety Insurance Board coverage is provided during an emergency. OTHER OFFICIALS, EXPERTS, OR REPRESENTATIVES: Other Officials, Experts, or Representatives will be responsible for: • Any special advice or expertise necessary to abate the emergency situation as required by the CCG. Municipality of Bayham -- Emergency Response Plan — Revised 2017 24 ON-SITE INCIDENT COMMANDER: The On-Site Incident Commander task is to coordinate resources and develop a strategy and action plan to resolve the emergency situation at the emergency area. Once appointed, the On-Site Incident Commander should be relieved of all other duties, and will remain in control of the scene unless the CCG deems it necessary to appoint a replacement. Some of the duties of an On-Site Incident Commander include: • Setting up a command post, and establishing regular communications with the other agencies on the site, and with the EOC • Establishing authority and supervising all operations within the outer perimeters of the site; • In consultation with all emergency response agencies at the emergency area, develop a response strategy and action plan to facilitate the efficient and effective response of emergency personnel and equipment to mitigate the impact to life and property in the emergency area; • Organizing a management team and arranging a management cycle; • Determining the inner and outer perimeters, and ensuring they are set up; • Organizing the layout of the site; • Conferring with the heads of the other agencies at the site, to ascertain what is happening and what is needed; • Passing information on what is happening, and requests for resources to the EOC, and passing direction and information from the EOC to others at the site; • Directing and coordinating the activities of the response agencies at the site; • Determining what resources are necessary, and asking the EOC to provide them; • Arranging a system of relief, rest areas, food, etc., for site workers; • Ensuring worker and volunteer safety; • Arranging media visits to the site; • Planning ahead for site activities and the resources to support them; • Maintaining a log of all actions. MEDIA AND PUBLIC RELATIONS It is important to coordinate the release of accurate information or instructions to the news media, the public and individual requests for information concerning any aspect of the emergency. Municipality of Bayham -- Emergency Response Plan — Revised 2017 25 In order to fulfill these functions during an emergency, the following positions may be established: • Emergency Information Officer • County Citizen Inquiry Representative Depending on the scope of the emergency there may be a need for an emergency information centre near, but not in, the EOC. EMERGENCY INFORMATION OFFICER: The Emergency Information Officer (EIO) will be responsible for: • Establishing a communications link with the Citizen Inquiry Representative, and any other media coordinator(s) (i.e. Provincial, Federal, private industry, etc.) involved in the incident; • The dissemination of information, and planning for news releases at appointed times; • Ensuring all information released to the media and public is consistent and accurate; • Designating and coordinating a Media Information Centre for members of the media to assemble for the issuance of accurate media releases and authoritative instructions to the public; • Briefing the CCG on how the Media Information Centre will be set up; • Liaising regularly with the CCG to obtain the appropriate information for media releases, coordinate individual interviews, and organize press conferences; • Establishing telephone numbers for media inquiries and ensuring that the following are advised accordingly: • Media • CCG • Switchboard for Emergency Services • Municipal Citizen Inquiry Representatives • Any other appropriate persons, agencies, or businesses; • Providing direction and regular updates to the Citizen Inquiry Representative to ensure the most accurate and up-to-date information is disseminated to the public; • Ensuring all information released to the media and public is first approved by the Head of Council; • Monitoring news coverage and correcting any erroneous information. Municipality of Bayham -- Emergency Response Plan — Revised 2017 26 THE CITIZEN INQUIRY REPRESENTATIVE: The Citizen Inquiry Representative will be provided for by the Ontario Works Representative and shall be responsible for: • Establishing a Citizen Inquiry Service, including the appointment of personnel and designation of telephone lines; • Informing the Emergency Information Officer of the establishment of the Citizen Inquiry Service and designated telephone number(s); • Advertising public information phone numbers through the media as quickly as possible, and advising 9-1-1 is not to be used as an inquiry line; • Apprising the affected emergency services and the CCG of the establishment of the Citizen Inquiry Service and designated telephone number(s); • Liaising with the EIO to obtain current information on the emergency; • Responding to, and redirecting inquiries and reports from the public based upon information from the EIO; • Responding to and redirecting inquiries pertaining to the investigation of the emergency, deaths, injuries, or matters of personnel involved with or affected by the emergency to the appropriate emergency service; • Responding to and redirecting inquiries pertaining to persons who may be located in evacuation or reception centres to the registration and inquiry telephone number(s); • Procuring staff to assist as required. PUBLIC INFORMATION & INQUIRY: Depending on availability, information concerning an emergency situation will be communicated to the public through a number of means. These include newspaper, radio, television, public addressing system, telephone, newsletter, and individual visitation. Where appropriate, public meetings will be held to provide information to members of the public concerning an emergency situation. Such meetings will be coordinated and conducted by the CCG. EVACUATION PLANNING In an emergency, it may be necessary for residents to be temporarily evacuated. When such an evacuation is deemed necessary, one or more emergency reception centres may need to be opened in a safe area. The County of Elgin has an agreement with the Thames Valley District School Board, which guarantees their institutions may be used as temporary reception centres in the event of an emergency. Municipality of Bayham -- Emergency Response Plan — Revised 2017 27 RECOVERY PLANNING This plan assigns responsibilities and outlines activities that may be required to bring the municipality back to its pre-emergency state. The plan will be activated (in whole or part) at the direction of the CCG. This will be determined by the nature of the emergency and its aftermath, but will normally occur once the immediate response to the emergency has been completed. PLAN REVIEW, TESTING, AND MAINTENANCE This plan shall be reviewed annually and, where necessary, shall be revised by the Emergency Management Program Committee. Each time the plan is revised, it must be forwarded to Council for approval; however, revisions to an appendix or minor administrative changes can be made without Council approval. The Municipality of Bayham's Emergency Management Program Committee will determine when exercises will be conducted to test the overall effectiveness of the plan and to provide training to the members of the Community Control Group. Municipality of Bayham — Emergency Management Program Committee — Revised 2017 1 Municipality of Bayham EmergencyManagement Program C By-Law 2017-118 Schedule B November 2017 Municipality of Bayham — Emergency Management Program Committee — Revised 2017 2 DEFINITIONS CAO/Clerk An employee of the Municipality of Bayham appointed as Chief Administrative Officer and Clerk of the Corporation of the Municipality of Bayham, or designated alternate. Community Emergency Management Coordinator (CEMC) An employee of the Municipality of Bayham appointed Community Emergency Management Coordinator of the Corporation of the Municipality of Bayham, or designated alternate. Council The Council of the Corporation of the Municipality of Bayham. Deputy Clerk An employee of the Municipality of Bayham appointed Deputy Clerk of the Corporation of the Municipality of Bayham, or designated alternate. Emergency "emergency" means a situation or an impending situation that constitutes a danger of major proportions that could result in serious harm to persons or substantial damage to property and that is caused by the forces of nature, a disease or other health risk, an accident or an act whether intentional or otherwise; ("situation d'urgence") Emergency Management and Civil Protection Act, R.S.O. 1990 Emergency Management Program Committee A management team appointed by Council to oversee the development, implementation and maintenance of the Municipality of Bayham emergency management program. Head of Council The elected Mayor or appointed Acting Mayor of the Municipality of Bayham, or designated alternate. O. Reg. 380/04 A regulation under the Emergency Management and Civil Protection Act, R.S.O. 1990, c. E. 9. Municipality of Bayham — Emergency Management Program Committee — Revised 2017 3 INTRODUCTION Emergency Management Program Committee At the heart of Ontario's Emergency Management Doctrine is the movement toward the adoption of emergency management programs based on a risk management approach and including activities in the five core components of emergency management: prevention, mitigation, preparedness, response, and recovery. The aim of these programs is to ensure that a proactive and coordinated approach to managing emergencies is in place to reduce the significant risks faced by Ontario. The implementation of emergency management programs will ultimately save lives and money, protect property, public health and the environment, maintain economic stability, and help assure the continuance of critical infrastructure. This will be accomplished by preventing some emergencies before they occur, lessening the frequency and potential impact of others, and by speeding the recovery process following an event. In short, the end result will be a Province comprised of safe, secure, and disaster resilient communities. Ontario requires provincial ministries and municipalities to develop, implement, and maintain emergency management programs and adopt standards for these programs through regulation. This requirement ensures that a consistent, accountable, and robust system of emergency management is established throughout the province. Emergency management program committee 11. (1) Every municipality shall have an emergency management program committee. O. Reg. 380/04, s. 11 (1). (2) The committee shall be composed of, (a) the municipality's emergency management program coordinator; (b) a senior municipal official appointed by the council; (c) such members of the council, as may be appointed by the council; (d) such municipal employees who are responsible for emergency management functions, as may be appointed by the council; and (e) such other persons as may be appointed by the council. O. Reg. 380/04, s. 11 (2). (3) The persons appointed under clause (2) (e) may only be, (a) officials or employees of any level of government who are involved in emergency management; (b) representatives of organizations outside government who are involved in emergency management; or (c) persons representing industries that may be involved in emergency management. O. Reg. 380/04, s. 11 (3). (4) Council shall appoint one of the members of the committee to be the chair of the committee. O. Reg. 380/04, s. 11 (4). (5) The committee shall advise Council on the development and implementation of the municipality's emergency management program. O. Reg. 380/04, s. 11 (5). Municipality of Bayham — Emergency Management Program Committee — Revised 2017 4 (6) The committee shall conduct an annual review of the municipality's emergency management program and shall make recommendations to Council for its revision if necessary. O. Reg. 380/04, s. 11 (6). Mandate The Emergency Management Program Committee shall be established in accordance with Section 11 of O. Reg. 380/04 under the Emergency Management and Civil Protection Act for the purpose of advising Council on the development and implementation of the municipality's Emergency Management Program. The committee shall oversee the development, implementation and maintenance of the emergency management program in accordance with Regulation 380/04 and Council priorities and to continue to ensure the safety and well-being of citizens. Committee Responsibilities The Committee shall: • Conduct an annual review of the municipality's Emergency Management Program and make recommendations to Council for its revision if necessary. • Monitor and ensure program activities are delivered in accordance with the Act and Regulations. • Support the program in responding and adapting to current and emerging risks that could impact the community. • Share expertise and knowledge to promote emergency preparedness and public safety. • Review and make recommendations on the Municipality's Emergency Response Plans. • Review and make recommendation on program initiatives. • Review and make recommendations on the Municipality's business continuity planning initiatives. • Advise Council on the development and implementation of the municipality's Emergency Management Program. Committee Composition The Committee shall consist of: • The Community Emergency Management Coordinator (CEMC) • The CAO/Clerk • The Deputy Clerk • The Chair of the Committee shall be the CEMC Municipality of Bayham — Emergency Information Officer — Revised 2017 1 Municipality of Bayham EmergencyInformation Officer By-Law 2017-118 Schedule C November 2017 Municipality of Bayham — Emergency Information Officer— Revised 2017 2 DEFINITIONS CAO/Clerk An employee of the Municipality of Bayham appointed as Chief Administrative Officer and Clerk of the Corporation of the Municipality of Bayham, or designated alternate. Citizen Inquiry Representative A person designated by Elgin County Ontario Works Agency responsible for establishing a Citizen Inquiry Service. Community Control Group (CCG) A designated group of individuals mandated to address the ongoing, or potentially expanding threat to the broader community, including health, safety and well being of persons; property and infrastructure; essential services; the environment; local economy, and to instill a level of confidence to the public. Community Emergency Management Coordinator (CEMC) An employee of the Municipality of Bayham appointed Community Emergency Management Coordinator of the Corporation of the Municipality of Bayham, or designated alternate. Deputy Clerk An employee of the Municipality of Bayham appointed Deputy Clerk of the Corporation of the Municipality of Bayham, or designated alternate. Emergency "Emergency" means a situation or an impending situation that constitutes a danger of major proportions that could result in serious harm to persons or substantial damage to property and that is caused by the forces of nature, a disease or other health risk, an accident or an act whether intentional or otherwise; ("situation d'urgence") Emergency Management and Civil Protection Act, R.S.O. 1990 Emergency Area A geographic area within which an emergency has occurred or is about to occur, and which has been identified, delineated and designated to receive emergency response actions. Emergency Information Officer(EIO) The Emergency Information Officer (EIO), appointed by the Municipality and responsible for coordinating the dissemination of information to the media, broader community and stakeholders. Emergency Management Program Committee A management team appointed by Council to oversee the development, implementation and maintenance of the Municipality of Bayham emergency management program. Emergency Operations Centre (EOC) A facility where the Community Control Group assembles to manage an emergency. Evacuation Centre A facility to provide shelter, food and other services to a group of people who have been evacuated from an emergency area. Council The Council of the Corporation of the Municipality of Bayham. Municipality of Bayham — Emergency Information Officer— Revised 2017 3 Media Information Centre A facility or location near, but not in, the Emergency Operations Centre where the media may assemble for media releases and press conferences. Ontario Works Representative The County of Elgin/City of St. Thomas Director of Ontario Works or designated alternate. O. Reg. 380/04 A regulation under the Emergency Management and Civil Protection Act, R.S.O. 1990, c. E. 9. Reception Centre A reception centre is a facility usually located outside the emergency area and provides a place where evacuees can go to register, receive assistance for basic needs, information and referral to an evacuation center if required. Municipality of Bayham — Emergency Information Officer— Revised 2017 4 INTRODUCTION Emergency Information Officer The Emergency Information Officer (EIO) is responsible for the development and release of emergency information regarding the incident to the public. It is important to coordinate the release of accurate information or instructions to the news media, the public and individual requests for information concerning any aspect of the emergency. During a Complex Incident, assistants may be assigned to the EIO. The EIO position may be incorporated at various levels of Command. O. Reg. 380/04 section 14.(1) states every municipality shall designate an employee of the municipality as its Emergency Information Officer. O. Reg. 380/04 section 14.(2) states the Emergency Information Officer shall act as the primary media and public contact for the municipality in an emergency. The Municipality of Bayham designates the CAO/Clerk as the EIO. Responsibilities of the EIO may include, but not be limited to: • Advising Command on issues related to media/public emergency information dissemination and media relations. • Ensuring there is a primary contact for anyone who wants emergency information about the incident and the response to it. • Coordinating with emergency information staff from other organizations or levels of response to ensure that clear and consistent emergency information is issued • Consulting with Command and Planning regarding any constraints on the release of emergency information to the media and public • Obtaining emergency information from the community, the media, and others (e.g. psycho- social centers supporting both responders and the public), and providing that emergency information to the Planning Section Chief (PSC) and Command, as appropriate • Establishing an Emergency Information Centre (EIC) or media area away from incident operations and a safe distance away from any hazard for members of the media to assemble for the issuance of accurate media releases and authoritative instructions to the public; • Establishing key messages for spokespersons and media products • Broadcasting emergency information and instruction to the public, if requested/required (e.g. evacuation or shelter orders) • Arranging media tours of incident sites and incident facilities (where feasible), media interviews with spokespersons and technical experts, and a media inquiry hotline • Establishing a public inquiry hotline Municipality of Bayham — Emergency Information Officer — Revised 2017 5 • Establishing telephone numbers for media inquiries and ensuring that the following are advised accordingly: • Media • CCG • Switchboard for Emergency Services • Municipal Citizen Inquiry Representatives • Any other appropriate persons, agencies, or businesses; • Providing direction and regular updates to the Citizen Inquiry Representative to ensure the most accurate and up-to-date information is disseminated to the public; • Media monitoring, to counteract rumors or misinformation • Being spokesperson in the early stages of an incident or emergency until designated spokespersons are identified It is important that the EIO and designated spokespersons develop and maintain a relationship with the media that is built on trust and credibility. The EIO should be knowledgeable of the type of incident being managed. Larger or more complex incidents may require the establishment of an Emergency Information Centre (EIC). This is a facility with appropriate infrastructure (e.g. electricity, telephones, and computers), where many of the functions listed above can take place. Where more than one organization has a direct responsibility for issuing emergency information, a Joint Information Centre may be needed. PUBLIC INFORMATION & INQUIRY: Depending on availability, information concerning an emergency situation will be communicated to the public through a number of means. These include newspaper, radio, television, public addressing system, telephone, newsletter, and individual visitation. Where appropriate, public meetings will be held to provide information to members of the public concerning an emergency situation. Such meetings will be coordinated and conducted by the EIO.