COMMUNITY SERVICES AND ENVRIONMENT COMMITTEE     

 

 

 

 

 

TO:

Mayor and Members of Council

 

 

 

 

FROM:

Shayne Mintz, Deputy Fire Chief

 

 

 

 

PREPARED BY:

same as above

 

 

 

 

DATE OF MEETING:

November 15, 2004

 

 

 

 

SUBJECT:

By-Law to Create an Emergency Management Plan and Status of Compliance With The Emergency Management Act

 

 

 

 

 

RECOMMENDATION:

THAT the Town adopts the proposed Emergency Management Program as required by the Emergency Management Act, R.S.O. 1990, c. E9.

 

AND that the Town adopt as part of the Emergency Management Program the Emergency Plan which governs the provision of necessary services and municipal responses during the emergency.

 

AND that the Town adopts the proposed revised by-law establishing an Emergency Management Program, for the protection of public safety, health, the environment, the critical infrastructure and property to promote economic stability and a disaster-resilient community.

 

AND that a Community Emergency Management Coordinator Assistant, .25 (1/4 time) FTE be considered in the 2005 operating budget.

 

AND that the previous by-law on this matter, 94-1999, be repealed.

 

 

PURPOSE:

The Province of Ontario passed the Emergency Management Act, R.S.O. 1990, c. E9, in April 2003. This act requires the adoption of a by-law outlining the development and implementation of an Emergency Management Program, which shall include an Emergency Plan governing the provision of necessary services and municipal responses during an emergency.

 

This report proposes a new by-law be adopted and the Emergency Management Program attached hereto as “Schedule A” also be adopted in accordance with the provisions of the Emergency Management Act, R.S.O. 1990, c. E.9.

Additionally, this report provides an update on the status of the Town’s Emergency Management Program as well as the progress being made by the Deputy Fire Chief in moving the Town to compliance with the ‘Essential’ level requirements of the Emergency Management Act by December 31, 2004.

 

 

EXECUTIVE SUMMARY:

The province, under the authority of the Emergency Management Act requires each municipality to adopt a by-law establishing an ‘Emergency Management Program’.  The province has provided explicit guidelines that identify emergency management to be a long-term municipal commitment.

 

In order to be in compliance with provincial guidelines, the following tasks have been completed:

  • Hazard Identification/Risk Analysis and Critical Infrastructure Identification study
  • Town’s Emergency Procedures Manual has been revised and distributed
  • Basic Emergency Management training program has been started
  • Emergency Public Information staff have been identified and trained
  • Public Information and Awareness campaign has been launched.

 

Tasks yet to be completed for provincial compliance are:

  • Emergency Management Program by-law must be passed
  • Emergency Management Program Committee should be established
  • Training plan needs to be developed for identified Town staff including Senior Executive level staff
  • Exercises at all levels of the Town need to be developed and undertaken
  • Town’s EOC needs to be reorganized and renovated
  • Public Education Program needs to be revisited
  • Public Information program needs review and revision as necessary
  • Routine annual review of the overall program must be undertaken from now on.

 

It is anticipated that the $20,000 annual funding for this program will continue to be funded through the Town’s operating budget.  Funds will be used to manage the Emergency Management Program and to develop training and exercises for staff. Due to the workload required to meet provincially set timelines it is proposed that a .25 (1/4 time) FTE be considered in the 2005 operating budget at an approximate additional annual cost of $20,000. Due to the legislated requirement of this program this is anticipated to be an annual and ongoing cost.

 

The part time new FTE person will be responsible for administrative tasks such as updating and tracking of Emergency Procedures Manual revisions, assisting in coordinating the Emergency Management Program, aid in tracking progress of Emergency Management Committee assignments, performing catch-all Emergency Management Program related tasks, coordinate provincially mandated training and exercises, assist in redesigning the EOC, and assisting in coordinating exercises for all departments and levels.  It is a provincial requirement that a training exercise be conducted before year-end. An Emergency Alerting Exercise for the executive level will be completed by December.

 

 

BACKGROUND:

The province, under the authority of the Emergency Management Act requires each municipality to pass a by-law establishing an ‘Emergency Management Program’. At a minimum such a Program shall consist of:

·        Emergency Plan

·        Training Programs and exercises for employees and others expected to participate in managing an emergency

·        Public Education and Awareness program

·        Other elements required under the regulations of the Act 

 

 

OPTIONS/DISCUSSION:

While regulations have not yet been established, the Province has provided explicit guidelines that identify emergency management to be a routine and long-term municipal commitment. Over the next three years each municipality is to adopt a progressive program of Emergency Preparedness.

 

The basic or ‘Essential’ level program, currently being endeavoured, requires the Town to:

·        Pass a by-law establishing an Emergency Management program

·        Appoint a Community Emergency Management Coordinator

·        Establish an Emergency Management Program Committee

·        Undertake a Community Hazard/Risk Analysis and Critical Infrastructure Identification study

·        Develop an Emergency Plan

·        Ensure the availability of an Emergency Operations Centre

·        Develop training programs and exercises identify the community’s Emergency Public Information staff

·        Undertake a Public Education and Awareness campaign on public Emergency Preparedness

·        Undertake an annual review of the Emergency Management Program

 

The details of this program are included as “Schedule A” to the proposed by-law.

 

While no regulations exist that enforce compliance dates, the Province has communicated an expectation that the progressive phases are to be completed by December 31, 2004 - for the ‘Essential’ level, December 31, 2005 - for the ‘Enhanced’ level, and December 31, 2006  - for ‘Comprehensive’ level program. The Province requires that verification forms be submitted as proof of completion of tasks.

 

Current Status of Program

 

The following tasks have been completed thus far in achieving provincial compliance.

 

In June of 2003, council endorsed the provincial registration of Deputy Fire Chief Shayne Mintz, as the Town’s Community Emergency Management Coordinator. Since then, as Community Emergency Management Coordinator, he has completed the following:

 

  • Hazard Identification/Risk Analysis and Critical Infrastructure Identification study was completed in December of 2003.
  • Town's Emergency Procedures Manual, including the Emergency Plan has been revised to reflect the Town’s new corporate structure. The manual revisions were recently distributed.
  • Basic Emergency Management Training Program for staff has begun. To date four sessions have been conducted with approximately 48 staff being trained. Additional Basic Emergency Management programs are planned for 2005.
  • Public Information staff from Corporate Communications, Strategic Services and Fire and Emergency Services has been trained with approximately 20 hours of emergency crisis media communications.
  • A public Education and Awareness campaign was launched in the spring of 2003.

 

Tasks yet to be complete:

 

  • Emergency Management Program by-law needs to be passed.
  • Emergency Management Program Committee needs to be created.
  • A training plan for all identified Town staff including the executive levels needs to be developed.
  • Exercises at all levels of the Town and all departments need to be developed and undertaken.
  • Town’s EOC needs to be reorganized and renovated.
  • Public Education Program needs to be overhauled to be more proactive and effective.
  • Corporate Public Information staff requires ongoing practice and training.
  • An annual review of the Emergency Management Program must be undertaken and adjustments should be made as necessary.

 

Town Needs an Emergency Management Program Committee

 

A Committee consisting of staff at the Manager/Director level are required to participate in the Emergency Management Program Committee. Manager/Director staff participation is a necessity as only they can make decisions on issues such as staff training, awareness, and resource commitments.

 

It is recommended the following individuals make up the Committee:

 

  • Director, Operations and Asset Management
  • Town Solicitor
  • CIO (and other IT representatives as needed)
  • Director, Corporate Communications
  • Manager, Contact Centre
  • Manager, Asset Management
  • Director, Human Resources or Manager, Employee Relations
  • Director, Finance and Client Services
  • CAO’s representative
  • CEMC
  • Others as identified or assigned by CCC
  • External Agencies (regional and NGO representatives)

 

These staff members also represent the majority of people who will be participating on the Markham Control Group in the case that an emergency arises.

 

The Terms of Reference of the committee will focus mainly on:

 

  • The structure and ongoing evaluation of the Emergency Management Program.
  • Assist in the development of strategic and operational plans to bring the Town into provincial compliance at the ‘Essential’, ‘Enhanced’ and ‘Comprehensive’ levels of Emergency Management.
  • Ensuring the development and currency of departmental emergency and business continuity plans, as well as identifying needs and creating an orientation and training plan for staff.
  • Ensuring department emergency alerting procedures is in place and developing a shift structure to allow for long duration events or situations where primary Markham Control Group members may be away or otherwise unavailable.
  • Training and exercising of staff and coordinating it within entire Corporation and other municipal and regional partners.
  • Participate in the design and implementation of the Public Awareness Campaign.
  • Identify the corporate and departmental needs of the Emergency Operations Centre and participate in the redesign of it.
  • Any other tasks as identified or assigned by provincial regulations, council or the CAO.

 

Proposed Timing

 

It is anticipated that with Council approval, the Committee will start up before the end of 2004; quarterly meetings will be pre-scheduled for the following year. Meeting frequency may need to be adjusted in accordance with the required workload and progress of tasks arising from Committee meetings.

 

Past Funding Needs to be Continued and Additional Assistance is needed by Community Emergency Management Coordinator (CEMC)

 

As approved by Council February 10, 2004, $20,000 is included in the operating budget for the Town’s Emergency Management Program.  As has been past practice funds will be used to manage the Emergency Management Program and develop training and exercises for staff.

 

 

With the amount of work to be done to meet provincially imposed time restraints and limited resource availability, Shayne Mintz, Community Emergency Management Coordinator, needs assistance. The creation of an Emergency Management Program Committee will provide valuable assistance, however that alone will not be sufficient to ensure all the tasks will be completed.

 

It is proposed that council approve a dedicated .25 (1/4 time) FTE or equivalent to assist the Community Emergency Management Coordinator in undertaking:

 

  • Administrative tasks such as updating and tracking the ongoing Emergency Procedures Manual revisions. According to legislation manual revisions must be done annually. 
  • Assisting in coordinating the Emergency Management Program and serve as the recording secretary to the Emergency Management Committee.
  • Aid in monitoring and tracking progress of Emergency Management Committee assignments.
  • Performing catchall Emergency Management Program related tasks.
  • Training and conducting provincially mandated annual exercises for all departments.
  • Coordinating the redesign of the EOC and reconfiguring of technology, mapping/GIS and seating placements.

 

As a comparison with other communities, the City of Brampton has a full time dedicated Emergency Management staff consisting of a Manager and three staff members; York Region has a Director of Emergency Management with a staff of four personnel; and the City of Vaughan has a full time Emergency Management Coordinator working under their Fire Chief.

 

Currently, Irene Chen of the Strategic Services Department provides assistance, but support from her is only available when her time permits. If the Town is to maintain compliance with provincial requirements a staff person will be needed at least one day per week.

 

Exercise Plans for 2004

 

Due to the significant changes made as a result of corporate restructuring, the Emergency Management Program has also changed. Therefore, it has been decided that a basic Emergency Alerting exercise will provide the most effective training opportunity this year. Emergency Alerting exercise(s) will be undertaken before year-end to raise the awareness and consciousness of Markham Control Group members to the system.

 

Exercise plans such as Public Communications and executive level EOC training will be developed for 2005 by the Emergency Management Program Committee when it is established.

 

 

 

FINANCIAL CONSIDERATIONS:

A request for a Community Emergency Management Coordinator Assistant, .25 (1/4) FTE or equivalent may require additional annual funding in the amount of approximately $20,000.  This request will be included in the 2005 operating budget discussions.  Due to the ongoing legislated requirement of the Emergency Management Program this is anticipated to be an annual and ongoing cost.

 

 

BUSINESS UNITS CONSULTED AND AFFECTED:

Legal has been consulted and provided input and guidance on the creation of the revised by-law and structure of the Emergency Management Program.

 

 

ATTACHMENTS:

Emergency Management By-law and attachments (Emergency Management Program outline)

 

 

 

 

 

 

 

 

 

 

 

 

Shayne Mintz, Deputy Fire Chief

 

Jim Sales, Commissioner, Community & Fire Services

 

 

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