MUNICIPALITIES EMERGENCY MANAGEMENT
PROGRAM EVALUATION
PREAMBLE
The Emergency Management Office’s (EMO) mission is to ensure the safety and security of Nova Scotians and their property by providing for a prompt and coordinated response to an emergency. An effective emergency management program within all municipalities is an essential component of ensuring the safety and security of persons and property during an emergency. The emergency management program must be a living process which is regularly tested and evaluated.
PURPOSE
The purpose of this document is to provide a tool in which the municipality and EMO NS can use to evaluate the emergency management program. This evaluation will help to ensure that municipal programs are current and will help identify areas where improvements can be made. Identifying these areas for improvements is essential to seeking assistance through such programs as JEPP.
AUTHORITY
In accordance with the Emergency Management Act, “the Emergency Management Office may, subject to the approval of the minister, review and approve, or require modification to Provincial and municipal emergency management plans.”
SCOPE
The Emergency Management Program is part of the review process mentioned above. This evaluation document applies to all provincial and municipal emergency programs.
PROCEDURE
The evaluation document is straight forward and asks various questions within key areas of emergency management programs. These questions require a Yes (Y), No, (N), or Partial (P) response. Partial would be used in areas where the issues is being worked on but not yet completed. This document is intended to be used by the municipal EMC and the appropriate EMPO.
1. Municipal Responsibilities
The Emergency Management Act requires compliance with several issues in regards to Emergency Management. In addition there are several key issues vital to an effective emergency management program.
Key Issues / Y / N / P / EMC Comments/Recommendations / EMPO Comments/Recommendations1.1 / Has an “Emergency Planning Committee” been appointed in accordance with the Emergency Management Act?
1.2 / Has Council enacted a municipal By-Law for Emergency Management in accordance with the Emergency Management Act?
1.3 / Has Council approved an Emergency Plan for the municipality in accordance with the Emergency Management Act?
1.4 / Has Council appointed an Emergency Management Coordinator in accordance with the Emergency Management Act?
1.5 / Does the municipality have an alternate EMC?
1.6 / Are senior managers and council aware of the municipality’s emergency management responsibilities?
1.7 / Has the municipality established a budget for emergency management?
1.8 / Does the “Emergency Planning Committee” established under the act meet at least three times per year?
1.9 / Does the Committee of Council responsible for emergency management meet at least twice per year?
1.10 / Is there a process to inform EMO NS on any event or emergency as required by the EMA?
2. Hazard, Risk and Vulnerability Assessment
The hazard, risk, and vulnerability assessment is a vital component of any emergency management program. It ensures identification of hazards and the risk they bring.
Key Issues / Y / N / P / EMC Comments/Recommendations / EMPO Comments/Recommendations2.1 / Has the municipality conducted a hazard, risk, and vulnerability assessment?
2.2 / Does the municipality follow a structured process for conducting a hazard, risk, and vulnerability assessment?
2.3 / Is there a formal process for reviewing and updating the hazard, risk and vulnerability assessment?
2.4 / Has the hazard, risk and vulnerability assessment been reviewed and updated within the last 3 years?
2.5 / Has the hazard, risk and vulnerability assessment been presented to current council?
2.6 / Are the results of the hazard, risk and vulnerability assessment incorporated in the planning process?
2.7 / Is information from the hazard, risk and vulnerability assessment available to outside agencies for the purpose of assisting them with their emergency planning?
3. Emergency Management Planning
Emergency management planning is an essential component of any emergency program. It helps to ensure an effective and efficient response and recovery.
Key Issues / Y / N / P / EMC Comments/Recommendations / EMPO Comments/Recommendations3.1 / Does the municipality have an all hazards emergency plan?
3.2 / Has the municipal emergency plan been developed considering the information contained in the hazard, risk and vulnerability assessment?
3.3 / Is there a formal process for reviewing and updating the emergency plan?
3.4 / Has the emergency plan been reviewed and updated within the last 3 years?
3.5 / Has the emergency plan been reviewed with the appropriate EMPO?
3.6 / Are emergency plans clear and easy to use?
3.7 / Does the plan contain a notification system for contacting those expected to manage an emergency?
3.8 / Have all stakeholders been involved with the development of the emergency plan?
3.9 / Have copies of the emergency plan been made available to all agencies with a role in the management of an emergency?
Key Issues / Y / N / P / EMC Comments/Recommendations / EMPO Comments/Recommendations
4.1 / Does the municipality have an adequate Emergency Operations Centre?
4.2 / Does the municipality have a “back up” EOC location in the event that the primary EOC is not available?
4.3 / Does the municipality have sufficient capable staff to manage the EOC?
4.4 / Is there sufficient capable staff to run the EOC for prolonged incidents?
4.5 / Does the municipality have formal arrangements with contractors or other community resources that may be required to support emergency response?
4.6 / Does the municipality have formal arrangements with volunteer organizations that may be required to support emergency response?
4.7 / Has the municipality identified the resources required to manage incidents as identified in the hazard, risk and vulnerability assessment?
4.8 / Has the municipality identified sources for additional resources which may be required to support emergency response?
4. Resources
Management of resources required to support an emergency response is a vital component of the emergency plan. Those responsible for emergency management must know the resources they have available and where to obtain additional resources if required.
4.9 / Has municipal staff been educated on the process for requesting additional resources?
4.10 / Does the municipality have an up to date inventory of useable emergency equipment?
4.11 / Does the municipality have mutual aid agreements in place for the purpose of accessing additional resources to support an emergency if required?
4.12 / Do mutual aid agreements address costs and liability issues associated with equipment and personnel?
4.13 / If mutual aid agreements allow for sharing of personnel skills across municipalities is there a process to ensure competency?
4.14 / Has staff been assigned the responsibility of keeping up to date on development of specialized equipment for responding to emergencies?
4.15 / Is emergency equipment easily accessible in an emergency?
4.16 / Has a process been developed to ensure emergency equipment placed in storage is maintained?
5. Training, Exercising and Plan Validation
Training is a vital to the success of any emergency program. It ensures that personnel with a role in emergency management have the skills to be effective. Exercise efforts ensure that the program is tested and provides opportunities for improvement.
Key Issues / Y / N / P / EMC Comments/Recommendations / EMPO Comments/Recommendations5.1 / Does the municipality have a training strategy that covers all those who have responsibilities under emergency management?
5.2 / Have senior management and council received training in regards to their responsibilities within emergency management?
5.3 / Is training and support provided for new staff with a role in emergency management?
5.4 / Do local training programs align with provincial or national programs?
5.5 / Is the effectiveness of training provided evaluated?
5.6 / Are training opportunities provided to volunteer organizations with a role during an emergency?
5.7 / Is there a formal policy which provides for regular exercising of the emergency plan?
5.8 / Has a budget been developed which provides funds for exercising of the emergency plan?
6. Municipal Public Preparedness and Communication
Prior to and during an emergency it is essential that the public has been provided the information they need to ensure their safety and security.
Key Issues / Y / N / P / EMC Comments/Recommendation / EMPO Comments/Recommendations6.1 / Does the municipality have an Emergency Public Information Plan?
6.2 / Do you have a strategy for raising and reinforcing public awareness of the potential for emergencies?
6.3 / Does the awareness strategy include suggestions for preventative action?
6.4 / Does the public receive consistent information and advice from your jurisdiction in regards to emergency preparedness?
6.5 / Does the municipality have a public alerting/warning program?
6.6 / Does the municipality have agreements in place with various local media for the purpose of public information?
6.7 / Do you have a tested process for keeping staff informed in and prior to an emergency?
6.8 / Do you have contingency plans for warning in case of breakdown in the primary method?
6.9 / Do you have a program for testing your own and joint arrangements for warning and informing those who may be affected by emergencies?
6.10 / Has the public information strategy been discussed with emergency service providers?
7. Information Sharing and Documentation
Information sharing between all stakeholders with a role in emergency response is critical to an effective emergency management program.
Key Issues / Y / N / P / EMC Comments/Recommendations / EMPO Comments/Recommendations7.1 / Do you have a process to gather, store, and analyze data to be used for hazard, risk, and vulnerability assessments and emergency planning?
7.2 / Is critical information duplicated and accessible in an emergency?
7.3 / Do information collection, storing, and sharing protocols meet legal requirements?
7.4 / Is information shared between appropriate neighboring municipalities and other agencies with a role in the emergency management program?
7.5 / Is there a policy to protect confidential information?
7.6 / Has the municipality established regular contact links with those responsible for emergency management in neighboring municipalities?
8. Regional Emergency Management Organizations (REMO)
A regional concept for emergency management can benefit municipalities through cooperation and sharing of resources.
Key Issues / Y / N / P / EMC Comments/Recommendations / EMPO Comments/Recommendations8.1 / Are the relative roles of each municipality and the emergency planning agency clear?
8.2 / Has a policy been established for declaring a local state of emergency within the regional concept?
8.3 / Has a policy been established to allow for necessary expenditures and cost recovery?
8.4 / Are all municipalities involved in the emergency planning process?
8.5 / Is each municipality represented on the Emergency Planning Committee?
8.6 / Do elected officials from all municipalities meet regularly on emergency management issues?
8.7 / Does the regional emergency program establish who is responsible for public information?
8.8 / Is there a process for regular joint training and exercising?
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