“Operationalizing” the Municipal Emergency Plan

1. Presented to: 2007 Connecting the Dots to Safer Communities Conference Nov. 26-28, 2007 “Operationalizing” the Municipal Emergency Plan Presented by: Dieter Langer Alberta Emergency Management Agency, East Central District

2. Objective of presentation:To present the current MEP review process Subtitle: What do you want your municipal emergency plan or program to do for you? • Presentation: • Current MEP overview and review process • II. MEP Guide principles/concept • III. MEP or MEP?

4. I. MEP Background Info • EM Act mandated (Sections 9 and 11) - Current MEP template/model was created by District Officers in 1995 • MEP is widely accepted in Alberta • According to Auditor General requirements, the MEP must be reviewed at least every two years

5. I. Current MEP Overview Current MEP template/model: • Emergency Management Part 1 • Emergency Operations Part 2 • Emergency Response Plans Part 3 • References Part 4

6. Part 1: Emergency Management • Purpose, Concept, Authority • Activation, Deactivation • Definitions • Resources • Organization • Public Information • Public Protection • Alberta Government Assistance

7. Part 2: Emergency Operating Procedures • Response Levels (I-III) • Alert/Warning procedures • Emergency Operations Center (EOC) • Director of Emergency Management • Municipal Administration • Emergency Public Information • Communications • Public Works and Utilities

8. Part 3: Emergency Response Plans • Evacuation/Reception Center • Dangerous Goods/Spill Plan • Flood Response • Municipal Support to: • Health Care Center • Senior’s Home • Long Term Care Center • School Emergency • Environmental Health • Industry • Disaster Recovery Plan

9. Part 4: References • Maps • Bylaw • Mutual Aid agreements • Municipal agency plans • Industry plans • Other information

10. MEP Assessment • Part 1: Emergency Management • Part 2: Emergency Operations • Part 3: Emergency Response Plans • Part 4: References Question: When is it a plan or a program guide, when is it an operational tool, when is it template, when is it an administrative procedure?

11. Some MEP Facts: • Survey among DEM: MEP is not seen as an operational tool, does not lead from “notification” to “activation” to “operation” • MEP format is not “user-friendly” • In real events and exercises, MEP does not readily come off the shelf and is not readily used as guide • MEP does not facilitate municipal EM policy • When is it guide, when template, when procedure, when is it administrative? • Training/exercise and debrief guide: Does not flow from current MEP • Enter the “digital world” – self-assessment tools, data storage, resource sharing, information access • It requires review for “outdated” content

12. MEP Review Process so far . . • 2 years ago a DO working group was formed to review the MEP • Objective: To review MEP principles, format, content in close collaboration with MEP stakeholders • WG did outline objective, principles of MEP and table of content, but due to retirement and job change of members and due to reorganization work was suspended • WG has been reassigned recently under project management • It is intended to have a working paper for internal review by next summer • After internal review, a draft will be released to all stakeholders, likely facilitated through district or regional workshops for review, by next fall • A final version distributed by end of next year • It is the objective, that the revised guide will likely replace current MEP template/model within about three years • Digital versions, municipal self-assessment tools, recognition of excellence, creating a province-wide resource data base that can be accessed by all municipalities, are some of the items that have been discussed in this process, and may or may not be linked to the MEP Guide release

13. II. Proposed MEP Guide principles: • Operational focus: from notification to activation to EOC operations • Applies to all municipalities regardless of size and hazard complexity • User-friendly “tear out” format with “easy to find information” flow • Outlines MEP key sections as basic content • General planning is based on “all-hazard principle” • Guide for advanced planning (risk-assessment based) • Guides from policy to procedure • Emphasizes “function over person” • Guide for training and exercises plan (including list of course history – “who is trained for what”) • Support/facilitate regional developments by allowing easy transition from municipal to regional plan using same guide format/principles • Support region-to-region cooperation by providing same municipal/regional planning guide across province • Format based on current standards (NFPA 1600, CAN/CSA-Z731-03, now CSA Z1600) • Supports different command structures (ICS, ESM) • Include digital format, including self-assessment and linkages to EMIS, resource data linking regions and province • Update content according to new legislation, new agency mandate, new standards, new established practice, and eliminate outdated content • Recognition of those municipalities, that achieve EM excellence

14. Basic Concept Based on municipal resolution/bylaw and policies: • “Include in plan only what you need, but include all that you need”, based on the “tear-out” principle. • Keep it simple, and do it asap – “as small as possible”! • Do the “blind” test! Three planning steps: • 1. General planning with operational focus is based on “All-Hazard Principle”, which includes notification, activation, EOC operation, evacuation and Emergency Social Services procedures • 2. Risk assessment, which results in impact/probability grid, and leads to hazard-specific planning for high probability events • 3. Evaluate, if mitigation is reasonable, and if business continuity and recovery procedures are required

16. Operations – where the rubber hits the road! Operations have to be effective to ensure the EM priorities to save lives and protect property and environment are met when an emergency happens MEP Guide Table of Content Option

17. EM Policy Section

18. III. MEP or MEP – is that the question!? Plan or Program • Operations focused • Outlines contacts • Lists resources • Lists contingencies • May be all-hazard or • hazard-specific • May or may not include • risk assessment • Includes all of EM: 4 pillars • Plan is part of the program • Includes risk assessment • Is based on policy • Should be based on standard • Is a “living” document

19. MEP or MEP? The real question: What is right for your municipality? • What concept or what part of it is reasonable for your municipality? • What EM principles are important to you? • What policies are required to ensure those principles ? • What procedures are required to ensure that the policies are followed? • What detail of risk assessment will give you the information you require for hazard specific planning, mitigation and business continuity? • How could a regional agency benefit you, or is your regional agency effective?

20. Conclusion: Your Municipal Emergency Management Agency is • Required by legislation • Defined by due diligence • Validated by the trust of your residents

21. Subtitle:What do you want your municipal emergency plan or program to do for you? Suggestion: Include your District Officer in your discussions