Emergency Response Plan

TOWNSHIP OF BECKWITH – EMERGENCY RESPONSE PLAN
Emergency Quick Reference Guide

Upon the arrival of three or more members, the Community Control Group (CCG) may initiate its function.

Ensure that all Community departments have been notified and either activated or placed on standby. Each CCG member is responsible for their own department.

The Reeve must inform the Province of Ontario that the Township of Beckwith has declared an emergency, and specify the nature of the emergency situation. The provision of a return contact number is required for communications purposes. The call is made to the Emergency Management Ontario.

The number to use for this purpose is (416) 314-0472

Turn to individual responsibilities within the plan. Provide input and assistance as required.

Each member of the CCG will report and respond to immediate needs in accordance with the Operations Cycle format.

PART 1- ADMINISTRATION	Quick Reference Guide	1
	Table of Contents	2
	Introduction	4
	Aim	5
	Authority	6
	Definition of an Emergency	6
	Action Prior to Declaration	6
	Requests for Outside Assistance	7
	Freedom of Information and Privacy	7
	Plan Maintenace	8
	Distribution List	9
	Amendements	10
	2.1 Emergency Op's Centre Procedures	12
	2.2 Operation Cycle	13
	2.3 Control Group (Responsibilities)	14
	2.4 Reeve	15
	2.5 CAO (Ops Officer)	16
	2.6 OPP Representative	17
	2.7 Fire Chief	18
	2.8 EMS/Ambulance	19
	2.9 Public Works Superintendent	20
	2.10 CEMC	21
	2.11 Medical Officer of Health	22
	2.12 Director of Social Services	23
	2.13 Public Information Officer	24
PART 3 - EMERGENCY SUPPORT	3.0 Administrative Assistant(s)	25
	3.1 Canadian Red Cross	26
	3.2 Clergy	27
	3.3 Board of Education	28
	3.4 Legal Advisor	29
APPENDICES	Appendix A
	- Emergency Notification
	System
	- CCG
	- Members of Council
	- Outside Emergency Assistance
	Appendix B
	- Vital Services Directory
	Appendix C
	- Local Resources Directory
	Appendix D
	- Emergency Management Act, 2003
	Appendix E
	- Hazard Identification & Risk Assessment
	Appendix F
	- Risk Based - Specialty Plans
	Appendix G
	- Critical Infrastructure Identification
	Appendix H
	- EOC Log's & Message Form
	Appendix I
	- Declaration of Emergency Checklist
	Appendix J
	- Declaration of Emergency
	Appendix K
	- Termination of Emergency
	Appendix L
	- EOC Layout & Set-up Guide
	Appendix M
	- Guide to Emergency Media Relations
	Appendix N
	- Glossary of Terms
	Appendix O

Introduction

The Emergency Plan for the Township of Beckwith has been developed to reflect the public safety requirements of our community. The effective use and maintenance of this plan is reliant upon all concerned being aware of its provisions and prepared to fulfill their roles and responsibilities in the event of an emergency. Responsible individuals, are expected to participate in emergency training, and exercises which will assist them in the fulfillment of their roles accordingly.

The heads of departments and agencies are expected to develop their own internal notification lists, procedures and contingency plans to fulfill their departmental or agency responsibilities.

Together we work to ensure that our community is prepared to respond to an emergency in the most effective manner possible.

Aim

The Aim of this plan is to protect the health, safety, welfare and property of our citizens, from the effects of a natural, technological or human caused emergency.

Authority

This Plan has been developed and will be implemented in accordance with the Emergency Management Act, detailed in Appendix “D”, which is the Provincial statute under which all emergency management activities are conducted in the Province of Ontario.

4.(1) “The head of council of a municipality may declare that an emergency exists in the municipality or in any part thereof and may take such action and make such orders as he or she considers necessary and are not contrary to law to implement the emergency plan of the municipality and to protect property and the health, safety and welfare of the inhabitants of the emergency area.”

This Emergency Plan and its elements has been issued under the authority of The Township of Beckwith By-law No. 05-01. A copy of the By-law is available for inspection at the Municipal Offices.

Definition of an Emergency

1.0 “An 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.”

Action Prior to Declaration

When an emergency exists but has not yet been declared to exist, community employees may take such action(s) under this emergency response plan as may be required to protect property and the health, safety and welfare of the citizens of the Township of Beckwith.

Requests for Outside Assistance

Assistance may be requested from the County of Lanark at any time by contacting the County Warden or the County CAO. The request shall NOT be deemed to be a request that the County assume authority and control of the emergency.

Assistance may also be requested from the Province of Ontario at any time without any loss of control or authority. Any request for assistance should be made by contacting Emergency Management Ontario.

The Emergency Notification Contact List, including contact numbers for requesting assistance, is contained within Appendix A.

Freedom of Information and Protection of Privacy

Any personal information collected under the authority of this Plan shall be used solely for the purpose of planning, preparing and conducting response to emergencies as defined with the Emergency Management Act, and the release of information under this Plan shall be made in conformity with the Municipal Freedom of Information and Protection of Privacy Act.

Plan Maintenance

The Plan was written in 2004 and it is essential that it be kept current and viable by adherence to a maintenance schedule. Responsibility for the plan being kept up to date rests with the Community Emergency Management Coordinator who may delegate tasks accordingly.

The emergency telephone numbers will be reviewed on an annual basis.

The notification system will be tested annually.

The plan will be exercised once every year as a minimum requirement.

The Control Group and Support Staff shall receive training and participate in an exercise, once every year as a minimum requirement.

The Vital Services and/or Local Services Directory should be updated annually.

The Community Emergency Management Coordinator will determine the schedule under which the maintenance activities will be performed.

The Community Emergency Management Coordinator may update, correct or amend any information contained within the appendices of this emergency plan on an as required basis.

Distribution List

POSITION/LOCATION	NUMBER OF COPIES
Reeve/Council	5
CAO	1*
OPP	1
Fire Chief	1
CEMC	1*
EMS/Ambulance	1
Fire Dispatch	1
Public Works Superintendent	1
Medical Officer of Health	1
Director of Social Services	1
Public Information Officer	1
Emergency Management Ontario	2*
Emergency Operations Centre	14*

(* = complete copy of plan with Annexes)

Emergency Response Plan Amendments

AMENDMENT NO.	DATE OF AMENDMENT	DATE ENTERED	ENTERED BY

Part 2 Emergency Operations and Procedures

2.0 COMMUNITY CONTROL GROUP (CCG) – Membership

The Community Control Group (CCG) is the group which is responsible for the direction and control of the overall emergency response within the community. The CCG ensures the provision of the essential services necessary to minimize the effects of an emergency on the community.

The Community Control Group is made up of the following members:

Reeve (or alternative)
CAO (or alternative)
OPP representative
Fire Chief (or alternate)
EMS/Ambulance
Public Works Superintendent (or alternate)
CEMC (or alternate)
Medical Officer of Health (or alternate)
Director of Social Services (or alternate)
Public Information Officer (Planning officer)

IMPLEMENTATION:

Any member of the Community Control Group may request, through the CAO, that the Emergency Plan be implemented by the Reeve.

The Emergency Plan may be implemented in whole, or in part, based on conditions at the site or severity of the situation.

The CAO will immediately notify the Reeve and other members of the Control Group. Notification lists and procedures are located in Appendix A.

2.1 EMERGENCY OPERATIONS CENTRE PROCEDURES (EOC)

The Emergency Operations Centre (EOC) has both a primary and a secondary or alternate location. During the notification process, direction as to which location members of the CCG will report to will be given. For example, members will be told that this is an emergency plan activation and that they should report to the primary Emergency Operations Centre immediately. The primary and secondary locations are geographically separated so that if one or the other is endangered or rendered non-functional as a result of the emergency situation the other should be safe and operational.

Primary EOC Location:
Beckwith Municipal Office
2022 Beckwith Park Lane

Alternate EOC Location: Carleton Place Town Hall
175 Bridge Street

Upon receiving notification the CAO/Operations Officer will contact the administrative staff who have been assigned the task of setting up the EOC. The EOC will be set up and operational within one hour of activation. The Operations Officer will supervise the set up and ensure operational viability.

Upon arrival at the EOC, each CCG member/designate will:

a. Sign In
b. Check telephone/communications devices.
c. Open personal log.
d. Contact their own agency and obtain a status report.
e. Participate in the initial briefing.
f. Participate in planning initial response/decision making process.
g. Pass CCG decisions on to member’s agencies/areas of responsibility.
h. Continue participation in the EOC Operations Cycle.

Upon leaving the Emergency Operations Centre, each Control Group member will:

a. Conduct a hand over with the person relieving them.
b. Sign out on the location board indicating where they can be reached.

Once the initial response is established, routines are put into place by the Operations Officer. The CCG functions most efficiently on a system known as an Operations Cycle.

2.2 OPERATIONS CYCLE

An operations cycle is how the Community Control Group manages overall emergency operations. Community Control Group members will come together usually around a planning board or map at which time they will in turn report their agencies’ status to the Reeve and Operations Officer. It is essential that every member, covering each area of responsibility, be heard from during this process. The Community Control Group is a team, and the actions taken by one, or the lack of action by one, may have a significant impact upon operations.

The round table discussion should include problems, questions, resources requests and any other relevant information so that timely informed decisions can be made as a group. Once the meeting is completed, the members should contact their agencies’ and pass on any relevant information or directives that come out of the Control Group meeting. The frequency of the meetings are determined by the Reeve and Operations Officer, but should reflect the pace of the emergency and occur on a scheduled basis which may be adjusted accordingly.

During the period after the meeting and dissemination of information, members will be in the process of gathering information and preparing for the next scheduled meeting. The Community Control Group members use this time to follow up and ensure that Control Group decisions are being implemented. Each member is responsible for informing their respective agency of the schedule for CCG meetings. No calls are supposed to interrupt the proceedings. All calls must occur prior to or after the formal meetings of the Community Control Group.

It is essential that the Emergency Operations Centre is comfortable, has good communications and is secure from unnecessary distractions. Only Community Control Group members, and support staff should have access to the Emergency Operations Centre. No media are allowed into the Emergency Operations Centre, nor is anyone who has not been authorized by the Operations Officer.

2.3 COMMUNITY CONTROL GROUP (CCG)

The Community Control Group is responsible for the following:
1. Implementing the Emergency Plan in whole or in part to respond to an impending,
potential, or existing emergency.

2. Coordination and direction of Community resources used to mitigate the effects of
an emergency.

3. Ensuring that the composition of the CCG is appropriate to mitigate the effects of a
given emergency situation, by determining which, if any, ad-hoc members are
required.

4. Advise the Head of Council regarding need for declaration or termination of an
emergency.

5. Advising the Head of Council regarding requests for assistance from the Province,
and the Federal Government.

6. Ensuring the provision of essential resources and services to support emergency
response activities.

7. Coordination of services provided by outside agencies.

8. Appointing or Confirming an Emergency Site Manager.

9. Ensuring that the Public Information Officer is kept informed and up to date to
facilitate the information flow to the media and the public.

10. Coordinating the evacuation of citizens who may be in danger.

11. Discontinuing utilities or services provided by public or private concerns, ie.
Hydro, water, gas, closing businesses.

12. Appeals for volunteers.

13. Establishment of advisory subcommittees to work on specific problem areas related
to the emergency, as required.
14. Authorization of expenditures during the emergency; provision for cost accounting
and facilitation of cost recovery.

15. Maintenance of an operational log detailing the group’s decisions and activities.

16. Deactivating the plan, and notifying all of those who had been notified of its
activation.

17. Conducting and participating in a debriefing, generating a post-emergency report
and implementing recommendations for improvement of the emergency response
plan.

2.4 REEVE

The Head of Council, or designate, is responsible for:
a. Declaration of an Emergency.

b. Termination of an Emergency.

c. Notifying the Province of Ontario of the declaration of emergency, and termination
of the emergency. (Contact made through Emergency Management Ontario)

d. Take such action and make such orders, as considered necessary and not contrary
to law, in order to protect the health, safety, welfare, environment and property of
residents in the Township of Beckwith.

e. Ensuring the members of Council are advised of the declaration and termination of
an emergency, and are kept informed of the emergency operational situation.

f. Ensuring that the local MPP and MP, neighboring municipalities and the County are
advised of the declaration and termination, and kept informed of the emergency
situation.

g. Approving all major announcements and media releases prepared by the Public
Information Officer, in conjunction with the CAO & Control Group.

h. Maintaining a personal log.
i. Chair meetings of the Community Control Group.

2.5 CAO/OPERATIONS OFFICER

The CAO is referred to as the “Operations Officer” for emergency purposes.

The responsibilities of the Operations Officer (or alternate) are:
a. Activating the emergency notification system.

b. As the Operations Officer, coordinating all operations within the Emergency
Operations Centre, including the scheduling of regular meetings.

c. Advising the head of council on policies and procedures, as appropriate.

d. Approving, in conjunction with the head of council, major announcements and
media releases prepared by the Public Information Officer, in conjunction with the
CCG.

e. Ensuring that a communication link is established between the Community
Control Group and the Emergency Site Manager.
f. Calling out additional staff as required.
g. Maintaining a master record of all events and actions taken. (main events board)

h. Maintaining a personal log.

2.6 OPP REPRESENTATIVE

The Ontario Provincial Police Representative or alternate is responsible for:
a. Requesting activation of the emergency notification system.

b. Establishing and maintaining ongoing communications with the senior police
representative at the emergency site.

c. The provision of traffic control to facilitate the movement of emergency vehicles.

d. Co-ordination of evacuation routes.

e. The protection of life and property and the provision of law and order.

f. Ensure perimeter security and crowd control at emergency site.

g. The provision of police services in evacuation centres, morgues, and other
facilities as required.

h. Notifying the coroner of fatalities.

i. Liaison with external police agencies, as required.

j. Providing an Emergency Site Manager if requested to by the Community Control
Group.

k. Maintaining a personal log.

2.7 FIRE CHIEF

The Fire Chief, or designate, is responsible for:

a. Requesting activation of the emergency notification system.
b. Providing the Community Control Group with the information and advice on fire
fighting and rescue matters.

c. Establishing an ongoing communications link with the senior fire official at the scene
of the emergency.

d. Initiating Mutual Aid as required.

e. Determining if additional or specialized equipment is required ie. protective suits,
Chemical, Biological, Radiological, Nuclear team (Haz-Mat), etc.

f. Coordinating or providing assistance with, rescue, first aid, casualty collection,
evacuation etc.

g. Providing an Emergency Site Manager as required.

h. Maintaining a personal log.

2.8 EMS/AMBULANCE

The EMS/Ambulance representative is responsible for:

a. Requesting activation of the emergency notification system.
b. Providing the Community Control Group with information and advice on treatment
and transport of casualties.

c. Liaise with the Medical Officer of Health, area hospitals, police and fire officials
during an emergency situation.

d. Alert all staff using the Provincial Health Emergency Alert System.

e. Take charge of casualties within the emergency area and be responsible for triage,
lifesaving care, and the transport to area hospitals.

f. Maintaining a personal log.

2.9 PUBLIC WORKS SUPERINTENDENT

The Public Works Superintendent or alternate is responsible for:
a. Requesting activation of the emergency notification system.

b. Providing the Community Control Group with information and advice on Public
Works matters.

c. Ensure Municipal facilities are available for evacuation or reception center purposes
if required.

d. Liaison with the senior public works officers from the neighboring community(s)
to ensure a coordinated response.

e. The provision of engineering assistance.

f. The construction, maintenance and repair of public roads.

g. Assistance with road closures and/or roadblocks.

h. Maintenance of sanitation and a safe supply of potable water, as required.

i. The provision of equipment for emergency pumping operations.

j. Discontinuing any public works service to any consumer, as required, and restoring
these services when appropriate.

k. Liaise with Electrical and Gas utilities.

l. Providing public works vehicles and resources to any other emergency service,
as required.

m. Maintain liaison with flood control, conservation and environmental agencies and
being prepared to take preventative action.

n. Providing an Emergency Site Manager if required.

o. Maintaining a personal log.

2.10 COMMUNITY EMERGENCY MANAGEMENT COORDINATOR – CEMC

The Community Emergency Management Coordinator is responsible for:

a. Requesting activation of the emergency notification system.
b. Provide information, advice and assistance to members of the Community Control
Group on Emergency Management programs and principles.

c. Provide direction to Emergency Operations Centre support staff as required in
support of the Control Group, and ensure proper set-up and operation of the
Emergency Operations Centre.

d. Maintain Emergency Response Plan in accordance with requirements of the
Emergency Management Act.

e. In conjunction with the Chief Administrative Officer, coordinate a post-emergency
debriefing and assist in the development of a final report to Reeve and Council.

f. Maintaining a personal log.

2.11 MEDICAL OFFICER OF HEALTH

The Medical Officer of Health, or designate, is responsible for:
a. Acting as a coordinating link for all emergency health services at the Community
Control Group.

b. Liaison with the Ontario Ministry of Health, Public Health Branch.

c. Liaison with the ambulance service representatives.

d. Liaison with the Community Care Access representative.

e. Providing advice on any matters, which may adversely affect public health.

f. Providing authoritative instructions on health and safety matters to the public
through the Public Information Officer.

g. Coordinating the response to disease related emergencies or anticipated
emergencies such as epidemics, according to Ministry of Health policies.

h. Ensuring liaison with voluntary and private agencies, as required, for augmenting
and coordinating public health resources.

i. Ensuring coordination of all efforts to prevent and control the spread of disease
during an emergency.

j. Ensuring the safety of drinking water in conjunction with the public works
representative.

k. Liaison with the senior social services representative regarding health services in
evacuee centres.

l. Maintaining a personal log.

2.12 DIRECTOR OF SOCIAL SERVICES

The Director of Social Services or alternate is responsible for:

a. Ensuring for the care, feeding and shelter of evacuees.
b. Management of reception and evacuation centres.

c. Liaison with the Executive Assistant regarding use of municipal facilities for
evacuation/reception centers.

d. Liaison with the local Medical Officer of Health in areas regarding public health in
evacuation centres.

e. Liaison with the public and separate school boards regarding the use of school
facilities for reception and evacuation centers if required.

f. Liaison with the nursing homes and homes for the aged.

g. Maintaining a personal log.

2.13 PUBLIC INFORMATION OFFICER

The Public Information Officer is responsible for:

a. Notifying information centre staff.
b. Ensuring that the Information Centre is set up and operational.

c. Initial and subsequent media releases, subject to approval by the Reeve and
Operations Officer.

d. Establish and maintain linkages with provincial, county and industry media officials
as appropriate.

e. Coordinate interviews and media conferences.

f. Designate a site media spokesperson as appropriate.

g. Ensuring set up and staffing of public inquiry lines.

h. Coordination of public inquiries.

i. Monitoring news coverage.

j. Maintaining copies of all media releases.

k. Maintaining a personal log.

l. Distribute all media releases to Councilor’s mailboxes.

Part 3 Emergency Support
3.0 ADMINISTRATIVE ASSISTANT(S)

The Administrative Assistant(s) is/are responsible for:
a. Assisting the CAO and/or CEMC, as required.

b. Ensuring all important decisions made and actions taken by the Community Control
Group are recorded.

c. Ensuring that maps and status boards are kept up to date.

d. Notifying any additional support staff required to assist.

e. Arranging for printing of material, as required;

f. Coordinating the provision of clerical staff to assist in the Emergency Operations
Centre, as required.

g. Ensuring identification cards are issued to authorized Community Control Group
members and Support Staff for access to Emergency Operations Centre.

h. Other duties as assigned by the CAO and/or CEMC.

3.1 CANADIAN RED CROSS – RESPONSIBILITES

The representative of the Canadian Red Cross is responsible for:

a. Upon receiving notification, activating the local Red Cross Emergency Response
Plan.

b. Providing support to the emergency response.

c. Providing registration and inquiry services if required.

d. Assisting Ambulance personnel at first aid stations established at reception centres,
on an as-need basis.

e. Liaising with Regional Red Cross to access additional resources. i.e. Emergency
Response Team.

f. Establishing and maintaining contact with the Director, Social Services in the
Emergency Operations Centre to co-ordinate activities.

3.2 CLERGY RESPONSIBILITIES

The local Clergy representative is responsible for:

a. Providing for multi-denominational religious observances.

b. Establishing visitations to evacuees in evacuation centres on a scheduled basis.

c. Providing guidance to the Community Control Group regarding matters of a religious
nature.

d. Providing advice regarding care of the deceased in areas which relate to religious
observances.

e. Liaising with Director, Social Services regarding the use of churches and related
facilities for reception and evacuation centres.

3.3 BOARD OF EDUCATION – RESPONSIBILITES

The local Board of Education representative is responsible for:

a. Providing schools for reception centres as required and/or applicable.

b. Providing schools for evacuation centres, as required and/or applicable.

c. Providing liaison with the Director, Social Services and the Community Control
Group.

3.4 LEGAL ADVISOR – RESPONSIBILITES

The municipal legal advisor is responsible for:

a. Providing legal opinions and advice to the Community Control Group as required.

b. Providing legal representation as required.

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