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HomeMy WebLinkAboutBy-law No. 2006-113 THE CORPORATION OF THE MUNICIPALITY OF BAYHAM BY-LAW NO. 2006-113 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, Subsection 3 (1) of the Emergency Management and Civil Protection Act, RSO 1990, Chapter E.9, as amended, which requires the development and implementation of an Emergency Management Program by Council; AND WHEREAS, this Act requires the emergency management program to conform to standards promulgated by Emergency Management Ontario 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 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 Emergency Management Ontario 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 annually, the Bayham Community Emergency Program Committee will cause the emergency response plan to be reviewed and to make such changes to its appendices as are considered appropriate while referring all other changes to Council for further review and approval. 5. THAT the emergency response plan attached hereto as Schedule "A" of this By-Law is hereby adopted. BIL 2006-113 Page 2 6. THAT By-law 2004-091 and any amendments thereto be rescinded. 7. 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 04TH DAY OF JANUARY 2007. ."--) (Q.) )2( MAY R ,-/ta(41.l DEPUT CLERK Municipality of Bayham Emergency Response Plan By-Law 2006-713, Schedule A Municipality of Bayham -- Emergency Response Plan 2 TABLE OF CONTENTS: Definitions 4 Introduction 6 The Authority 6 The Aim 7 General Overview Population 7 Education 7 Medical Care 7 Protective Services 7 Power 7 Conservation Authority 7 Emergency Medical Services 7 Declaration of an Emergency Action Prior to Declaration 8 Municipal Emergency 8 Termination of Emergency 9 Request for Provincial/Federal Assistance 9 Control Group Operations Emergency Operation Centre 9 Communications Room 10 Operating Cycle 10 Community Control Group Notification System 11 Community Control Group 11 Community Control Group Responsibilities 11 Composition of the Community Control Group 13 Mayor/Acting Head of Council 13 Administrator 13 Public Works Representative 14 Utilities Representative 15 Ambulance Representative 15 Health Representative 15 Ontario Works Representative 16 Fire Representative 17 Police Services Representative 17 Communications Manager 18 Municipality of Bayham -- Emergency Response Plan' 3 Support & Advisory Staff Conservation Authority 18 Solicitor 18 School Board 19 Provincial Ministry 19 Canadian Red Cross 19 Hospital 19 Radio Emergency Service (A.R.E.S.) 20 St. John Ambulance. 20 Salvation Army 20 Telephone Representative 21 Other Officials, Experts, or Representatives 21 Emergency Site Manager 21 Media and Public Relations 22 The Emergency Information Officer 22 On-Site Media Spokesperson 23 The Citizen Inquiry Representative 23 Public Information & Inquiry 24 Evacuation Planning 24 Recovery Planning 24 Plan Review, Testing, and Maintenance 25 Municipality of Bayham -- Emergency Response Plan 4 DEFINITIONS Ambulance Representative A designated representative of the Central Ambulance Communications Centre and/or Ambulance Service. Citizen Inquiry Representative During an emergency the Ontario Works Representative will be responsible for appointing a Citizen Inquiry Representative who will establish a Citizen Inquiry Service to work with the municipality and its residents to respond to and redirect inquires and reports from the public. Community Control Group (CCG) The group of individuals directing the services necessary for mitigating the effects of the emergency. The Administrator is responsible for coordinating the operations within the Emergency Operations Centre. Emergency Emergency Management and Civil Protection Act, R.S.O. 1990 "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 Area The area in which the emergency exists. Emergency Site Manager The person in charge of all operations at the scene of the emergency. This person may also be in charge of an essential emergency service such as Police or Fire. The Site Manager will ensure that updated information with respect to the scene is conveyed to, or obtained from, the Community Control Group. Emergency Information Officer(EIO) The Emergency Information Officer (ElO) will be appointed by the Community Control Group and is responsible for coordinating the dissemination of information to the media from the Media Information Centre. Emergency Operations Centre (EOC) An appointed location where the Community Control Group (CCG) will meet to conduct the business meetings. Bayham has three locations as possible EOC locations. Evacuation Centre An evacuation centre is a facility that provides temporary care and shelter to persons displaced by the emergency. Persons may be sent to an evacuation centre after registering at a reception centre, and/or they may register at the evacuation centre directly. Municipality of Bayham -- Emergency Response Plan 5 Fire Representative The Chief of the Fire Department or designated alternate. Head of CouncillMayor The Mayor or Acting Mayor of the Municipality of Bayham. Health Representative The Medical Officer of Health or designated alternate of the County of Elgin. Inner Perimeter A restricted area in the immediate vicinity of the emergency scene as established by the Site Manager. Access to the inner perimeter is restricted to those essential emergency personnel actively involved in the occurrence. Media Information Centre The location near but not in the Operations Centre from which the media may gather for updated media releases and press conferences. This location will be determined by the Emergency Information Officer(EIO). On-Site Media Centre The location at or near the scene from which the media may gather for updated media releases and press conferences. This location will be determined by the designated On- Site Media Coordinator, with the approval of the Site Manager. On-Site Media Spokesperson The On-Site Media Spokesperson is appointed by the Site Manager at the time of the emergency. This person is responsible for coordinating the fast accurate dissemination of information to the media from the On-Site Media Centre. The Spokesperson will also work closely with the Media Coordinator to ensure that information released to the media from the scene is consistent with information being released from the Media Information Centre. Outer Perimeter The geographic area surrounding the inner perimeter. This area will serve as a coordination and assembly point for essential emergency personnel. Access to the outer perimeter is restricted to essential emergency personnel as determined by the Site Manager. Public Works Representative The Manager of Operations for the Public Works Department, or designated alternate. Reception Centre A reception centre is a facility that is used as a short term redistribution point that receives and registers persons displaced by the emergency, reuniting them with families or dispatching them to evacuation centres or other accommodation. Municipality of Bayham -- Emergency Response Plan 6 Red Cross Representative The Red Cross Representative is responsible for supervising and coordinating all activities of the Red Cross Branch during an emergency. It should be noted that the Red Cross Representative takes direction from the Ontario Works Representative. Ontario Works Representative The Director of Ontario Works or designated alternate of the County of Elgin/City of St. Thomas. Triage The sorting and allocation of treatment to patients or victims according to a system of priorities designed to maximize the number of survivors. INTRODUCTION 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 that 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 caused by the forces of nature, an accident, an intentional act or otherwise that constitutes a danger of major proportions to life or property; ("situation d'urgence Emergency Management and C iM.P...otectian 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, high winds, ice storms, landslides, severe thunderstorms, torrential rain, hazardous industrial chemical spills, power failures, and hazardous materials in transit. Municipality of Bayham -- Emergency Response Plan 7 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 Mayor to declare that an emergency exists in the municipality and also provides the Mayor 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 Mayor 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. GENERAL OVERVIEW OF THE MUNICIPALITY OF BAYHAM POPULATION The population of the municipality is: 6375 (Statistics Canada Census 2001). The number of households is estimated at 2,394, averaging 2 people per household. EDUCATION The Municipality's educational facilities consist of 2 Elementary Public Schools. MEDICAL CARE The Municipality is serviced by the Tillsonburg District Memorial Hospital, Elgin-St. Thomas General Hospital, and one full-time physician office in Port Burwell. PROTECTIVE SERVICES Fire fighting operations are the responsibility of the Municipality through the Municipal Fire Stations at Port Burwell and Straffordville. Law enforcement is carried out by the Ontario Provincial Police. POWER Electricity is provided by Hydro One. Natural gas is provided by Natural Resource Gas south of the Hamlet of Eden and Union Gas services north of the Hamlet of Eden. COMMUNICATIONS Amtelecom provides telephone service in Bayham. Municipality of Bayham -- Emergency Response Plan .8 Bell Canada provides telephone service in the north end of the municipality. CONSERVATION AUTHORITY Waterways throughout the Municipality are under the jurisdiction of the Long Point Region Conservation Authority. EMERGENCY MEDICAL SERVICES Provided by Elgin-St. Thomas EMS (St. Thomas & Aylmer Ambulance Stations) Oxford County EMS (Tillsonburg, Langton, Ingersoll) Municipality of Bayham -- Emergency Response Plan 9 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 Mayor or Acting Mayor of the Municipality of Bayham, as Head of the Council, is responsible for declaring that a municipal emergency exists within the boundaries of the Municipality. This decision is made in consultation with other members of the Emergency Control Group. Upon such declaration, the Mayor notifies: 1. The County Warden; 2. The Minister of Community Safety & Correctional Services through Emergency Management Ontario 1-866-314-0472 (705) 329-6950 (OPP Headquarters to be used if no answer) 3. The Council of the Municipality; and 4. The Mayor shall ensure that the public, the media, and neighbouring municipal officials are also advised of both the declaration and termination of an emergency. The Mayor may request assistance from the County of Elgin, without activating the County Plan, by contacting the County Warden, or County COA, or County Emergency Management Coordinator. When the resources of the Municipality are deemed insufficient to control the emergency, the Mayor may request that the County Warden, or the County COA, or County Emergency Management Coordinator, or their alternates activate the County Plan, once a local emergency has been declared. For Coordination, if the emergency affects more than one Elgin County municipality, or if the emergency affects one or more municipality(s) and the City of St. Thomas, the County Plan will be activated. Once the County Emergency Plan is activated, the Mayor or Acting Mayor and designated staff representatives from the Municipality will become members of the County Emergency Control Group. The remaining Municipal staff from the Community Control Group within the Municipality will remain as the support group or support staff to the Mayor, or the Acting Mayor, or the designated Senior Municipal Official. Municipality of Bayham -- Emergency Response Plan 10 All decisions by the 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 Mayor or Acting Mayor of the Municipality. Further information about activating the County Emergency Plan can be found in the ERP Appendices — County ERP. TERMINATION OF EMERGENCY A Municipal Emergency may be declared terminated at any time by: 1. The Mayor or Acting Mayor; or 2. The Municipal Council; or 3. The Premier of Ontario. Upon termination of a Municipal Emergency the Mayor or Acting Mayor shall notify: 1. The County Warden; and 2. The Municipal Council; and 3. The Minister of Community Safety & Correctional Services of Ontario through Emergency Management Ontario; and 4. The public, media, and neighbouring municipal officials. REQUEST FOR PROVINCIAL 1 FEDERAL ASSISTANCE If locally available resources, including those that might be available from bordering municipalities and/or county sources, are insufficient to meet emergency requirements, then assistance may be requested from the Province. The Ministry of the Community Safety and Correctional Services, through Emergency Management Ontario, is the focal point for provincial assistance during an emergency. It should be notified if the threat of an emergency exists, and must be notified when an emergency has been declared. While it 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 Emergency Management Ontario. Emergency Management Ontario 1-866-314-0472 and (705) 329- 6950 (O.P.P. Headquarters if no answer at E.M.O.), Provincial Emergency Ops Centre Fax 1-416-314-0474. CONTROL GROUP OPERATIONS: EMERGENCY OPERATION CENTRE(EOC) Depending upon the location of the emergency, the Emergency Control Group will assemble at the Emergency Operations Centre closest to the emergency site (refer to Appendix A-1). Municipality of Bayham -- Emergency Response Plan 11 In the event that this location is inappropriate, the location of the Emergency Operations Centre will be determined by the Mayor or Acting Mayor and Administrator, after consultation with the emergency response agencies involved. The Community Control Group will assemble at the centre they are advised to go to when notified, and determine if the site is appropriate. If this site is not appropriate, the Community Control Group will choose an alternate location from Appendix A-1 where future meetings will be held. COMMUNICATIONS ROOM While the Community Control Group is engaged in meetings, they will require assistants to take messages and convey their decisions. Therefore, a separate communications room must be established within the same building in close proximity to the Emergency Operations Centre. Each member of the Community Control Group should designate at least one person, depending of the nature and scope of the emergency, to handle in-coming and out-going communications or assist as otherwise required. The communicators will be responsible for operating telephones and radios within the communications room and relaying message between their respective representatives on the Community Control Group and other key locations. OPERATING CYCLE It is important that the Community Control Group meets regularly to share information and make decisions. It is also important that members of the group have time to deal with their individual responsibilities. When the Emergency Response Plan is activated, frequency of meetings and agenda items will be established by the Administrator. Meetings will be kept as brief as possible to allow members to carry out their individual responsibilities. At each meeting the members will bring each other up to date on what has happened since the last meeting, make recommendations on issues presented, and arrive at decisions. Maps and status boards will be prominently displayed and kept up to date by the Administrator. When the meeting ends, each member will do what is individually required of them, and gather information to share at the next meeting. Although each member of the Community Control Group represents an individual agency, it is important that individual members function as a team to establish the most effective response to the emergency situation. It is equally important the individual members of the Community Control Group are relieved of their duties at regular intervals. Municipality of Bayham -- Emergency Response Plan 12 COMMUNITY CONTROL GROUP NOTIFICATION SYSTEM The Mayor, or the Administrator, or Fire Chief, or Medical Officer of Health, or Police, or Ambulance, or Public Works, or Utilities Representative may activate the Emergency Notification System. The Municipality of Bayham's Emergency Notification System and affiliated members can be found in ERP Appendicies — Emergency Notification System. COMMUNITY CONTROL GROUP (CCG) The emergency response will be directed and controlled by the following officials: • Mayor • Public Works Representative • Utilities Representative • Police Representative • Fire Representative • Ambulance Representative • Administrator • Ontario Works Representative • Health Representative • Media Coordinator (appointed by the CCG) • Communications Manager(appointed by the CCG) • Additional personnel deemed necessary by the Community Control Group (i.e. Provincial 1 Federal Ministry representatives, industrial representatives, school boards, legal, financial representatives). An alternate contact person shall be designated for each member of the CCG. 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 control group, all members of the CCG must be notified. COMMUNITY CONTROL GROUP(CCG) RESPONSIBILITIES Some or all of the following actions/decisions will have to be considered and dealt with by the CCG: • Determining the status of the emergency situation by acquiring and assessing information; • Advising the Mayor as to whether the declaration of an emergency is recommended; • Mobilizing emergency services, personnel and equipment; Municipality of Bayham -- Emergency Response Plan 13 • Coordinating and directing these services and ensuring that 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 working with the Red Cross in establishing a Registration and Inquiry Centre to handle requests regarding evacuees; • 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 that 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 Administrator 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 that all emergency personnel are advised of the termination of the declared emergency; • Appointing an Emergency Site Manager; • Reviewing and revision of the Emergency Plan; • Ensuring that the Critical Stress Incident Debriefing is available to responders; • Ensuring that 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 14 COMPOSITION OF THE COMMUNITY CONTROL GROUP MAYOR/ACTING HEAD OF COUNCIL: The Mayor, or Acting Head of Council, will be responsible for the following duties: • Implementing the Plan in response to a request for assistance from a member of the CCG, or emergency response agency; • Declaring an emergency to exist; • Declaring that the emergency has terminated; • Notifying the Minister of Community Safety & Correctional Services via Emergency Management Ontario, of the declaration of the emergency, and termination of the emergency; • Chairing meetings of the CCG; • 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 that all members of the CCG are kept apprised of developments as soon as possible. ADMINISTRATOR: The Administrator, or alternate, will be responsible for the following duties: • Ensuring that all required members are present when the CCG is assembled; • 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; • 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; Municipality of Bayham -- Emergency Response Plan 15 • Providing advice to the CCG on legal and financial matters; • Ensuring that 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 Mayor or Acting Mayor; • 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 that a Volunteers Registration Form is completed and a copy of the form is 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 that they are 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. PUBLIC WORKS REPRESENTATIVE: The Public Works Representative, or alternate, will be responsible for the following duties: • Providing the CCG with advice on engineering matters; • Arranging for the dispatch of staff and equipment to assist in containing the emergency situation if required; • 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, in consultation with the Police Representative; • Arranging for engineering materials and equipment from the County and Provincial resources, from neighboring municipalities, and from private contractors when necessary; Municipality of Bayham -- Emergency Response Plan .16 • 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 that roads are maintained and accessible during an emergency; • Providing an Emergency Site Manager if required. UTILITIES REPRESENTATIVE: • Providing the CCG with advice on utility 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. AMBULANCE REPRESENTATIVE: The Ambulance Representative, or alternate will be responsible for the following duties: • Providing information on the movement of casualties from the disaster site; • Advising the Community Control Group on requirements for additional casualty transportation means, beyond ambulance resources, that the Emergency Control Group may be able to obtain; • Determining if additional medical resources are 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. HEALTH REPRESENTATIVE: 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; Municipality of Bayham -- Emergency Response Plan t 7 • 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. 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: • 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 and '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; Municipality of Bayham -- Emergency Response Plan 18 • 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. FIRE REPRESENTATIVE: The Fire Representative, or alternate, will be responsible for the following duties; • Providing advice on fire fighting and rescue matters to the CCG; • Confirming that 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 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 Emergency Site Manager if required. POLICE REPRESENTATIVE: 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; Municipality of Bayham -- Emergency Response Plan 19 • 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 Emergency Site Manager if required. COMMUNICATIONS MANAGER: A Communications Manager shall be appointed by the lead agency of the emergency or an employee with Emergency Planning experience, and will be responsible for the following duties: • Provide the Administrator with reports on the emergency situation and any other pertinent information at regular intervals, or as requested; • 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, 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. 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. Municipality of Bayham -- Emergency Response Plan 20 SCHOOL BOARD: Upon being contacted by the Ontario Works Representative, the School Board Representative will be responsible for: • Providing any school for use as an evacuation or reception centre; • Notifying required transportation companies to transport residents to evacuation or reception centres; • Providing school board representatives to coordinate activities with respect to maintenance, use and operation of the facilities being used as evacuation or reception centres. 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 (E.M.O. responsibility) CANADIAN RED CROSS SOCIETY: The Canadian Red Cross Society will receive requests for support from the Ontario Works Representative. The responsibilities of the Red Cross Representative during an emergency are to: • Activate the Society's emergency alert system; • Co-ordinate the Society's 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 Society's National office; • 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 that volunteers are properly registered so that Workplace Safety Insurance coverage is provided during an emergency. HOSPITAL: The Hospital Representative will be responsible for: Municipality of Bayham -- Emergency Response Plan 21 • Implementing their respective Hospital Disaster Plan; • 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; • Maintaining a log of all actions taken. 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 needed; • 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 that volunteers are properly registered so that Workplace Safety Insurance 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 that volunteers are properly registered so that Workplace Safety Insurance coverage is provided during an emergency. Municipality of Bayham -- Emergency Response Plan 22 TELEPHONE REPRESENTATIVE: The Telephone Representative will be responsible for: • When possible, establishing and ensuring that telephone communication needs are provided to the EOC, emergency site, and anywhere else required. 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. EMERGENCY SITE MANAGER: The Emergency Site Manager's task is to take control of the scene, and coordinate the response. Once appointed, the Emergency Site Manager should be relieved of all other duties, and will remain in control of the scene unless the Community Control Group deems it necessary to appoint a replacement. Some of the duties of an Emergency Site Manager 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; • 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. Municipality of Bayham -- Emergency Response Plan 23 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. In order to fulfill these functions during an emergency, the following positions may be established: • Emergency Information Officer • On-Site Media Spokesperson • County Citizen Inquiry Representative Depending on the scope of the emergency, there may be a need for an On-Site Media Centre near the emergency site, and a Local Information Centre near, but not in, the EOC. In some cases a joint media information centre may be more desirable. EMERGENCY INFORMATION OFFICER: The Emergency Information Officer(EIO)will be responsible for: • Establishing a communications link with the On-Site Media Spokesperson, 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 that all information released to the media and public is consistent and accurate; • Appointing an assistant to attend the On-Site Media Information Centre, and appointing any other personnel required; • 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 • On-Site Media Spokesperson • Municipal Citizen Inquiry Representatives • Any other appropriate persons, agencies, or businesses; Municipality of Bayham -- Emergency Response Plan .24 • Providing direction and regular updates to the Citizen Inquiry Representative to ensure that the most accurate and up-to-date information is disseminated to the public; • Ensuring that all information released to the media and public is first approved by the Mayor; • Monitoring news coverage and correcting any erroneous information. ON-SITE MEDIA SPOKESPERSON: If necessary an On-Site Media Spokesperson shall be appointed by the Emergency Site Manager and is responsible for: • Establishing a communication link and regular liaison with the Emergency Information Officer(EIO) at the EOC; • Responding to inquiries from the media pertaining to the scene only, and only after clearance by the EIO; • Redirecting all inquiries regarding decisions made by the CCG and the emergency as a whole to the Citizen Inquiry Representative; • Establishing and coordinating a media information centre in a safe, appropriate location, at or near the site, for the media to assemble; • Advising the following persons and agencies of the location and telephone number(s), as available, of the Site Media Information Center: • Media • CCG • Switchboard for Emergency Services • Municipal Citizen Inquiry Representatives • Any other appropriate persons, agencies, or businesses; • Ensuring that media arriving at the site are directed to the site information centre; • Where necessary and appropriate, coordinating media photograph sessions at the scene; • Coordinating on-scene interviews between emergency services personnel and the media. 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 that 9-1-1 is not to be used as an inquiry line; Municipality of Bayham -- Emergency Response Plan 25 • 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 has an agreement with the Thames Valley District School Board, which guarantees that their institutions may be used as temporary reception centres in the event of an emergency. 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 Community Control Group. 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. Municipality of Bayham -- Emergency Response Plan 26 PLAN REVIEW, TESTING, AND MAINTENANCE This plan shall be reviewed annually in January, 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.