Flood Contingency Plan 2011

FinalDraft

On 07.04.2011

FLOOD CONTINGENCY PLAN 2011

Bangladesh Red CrescentSociety

Draft of 1st Draft 15-07-08

Presented on 17-07-08

Presented on 23-07-08

Presented on 31-07-08

Presented on 07-08-08

Presented on 08-07-09

Presented on 25-08-10

Final on 07-04-11

1.INTRODUCTION:

1.1Country Context

Bangladesh, with 160 millions of population, is arguably the most disaster-prone country in the world. The nation has the highest population density in the world. The country may be viewed as a massive river estuary draining much of northern India and Nepal, as well as an outlet for local rainfall. One-third of the country lies five meters or less above mean sea level, with another third between five and ten meters and only the remainder above ten meters. Since independence in 1971, it has reeled under the effects of 200 disasters causing more than 500, 000 deaths. The largest delta with 230 rivers is known to be highly vulnerable to floods.

The flood plains are similarly prone to river erosion. Almost every year a large number of people are erosion victims losing each and every belonging and forced to move or migrate internally. In recent times water-logging has also became a concern for people living in the south-east of the country originating primarily due insufficient dredging. December to February is also a period of suffering, especially for the people in northern Bangladesh, due to cold wave. Small scale and therefore unrecognized drought is also evident in the same part of the country in the summer almost every year. The coastal belt is very exposed to small to massive cyclones in the history of region recording fearful number of death tolls.

These cut off many transport routes and utilities, inundate buildings, and cause further disruption to livelihoods, economic and social development. In rural areas it causes considerable damage in seed beds, fish farms, and vegetable cultivation. Gastro-enteric and other communicable diseases break out as millions of clean water sources get contaminated and sanitation facilities get disrupted. Especially women and children become the most vulnerable victim across the country. The impact of this particular disaster flood is compounded by and has exacerbated the extremely high incidence of poverty.

This Contingency plan” or “Back up plan” or “Worst case scenarios plan” has been produced to deal with specific variances to assumptions resulting in an emergency like flood with some specific strategies and actions. Another purpose is to establish a monitoring process and “triggers” for initiating planned actions. This plan is required to help the Bangladesh Red Crescent Society (BDRCS) and the Government to recover from serious disasters like flood in the minimum time with minimum cost and disruption.

1.2Need for a Contingency Plan (CP):

BDRCS has coped with disasters using past experiences which has to some extent delayed swift action during time of emergencies. This has slowed down the emergency response .of the operation due to lack of proper guidelines to response to disasters. Therefore, it has become essential to have a proper Contingency Plan along with signed MoU with the Federation & relevant stakeholders for more effective and better approach. (May be elaborated).

BDRCS Mandates:

President order No. 26 of 1973 (For detail please see under Annex 2)

The Society shall, as an auxiliary to public authorities, maintain autonomy and act at all times in accordance with the Fundamental Principles of the International Red Cross and Red Crescent Movement.

Article 5 serial no. 2: Prevention and alleviation of human sufferings with complete impartiality making no discrimination, as to nationality, race, sex, religion, belief, class or political opinion.

Article 5 serial no. 4: Provision of relief for the mitigation of the suffering and distress caused by cyclone, earth quake, floods, famine, epidemic, civil disturbances and other disaster whether in Bangladesh or outside.

Article 5 serial no. 5: Improvement of health, prevention of disease, and mitigation of sufferings caused by disasters.

GoB SOD should be mentioned at here.///////////////

1.3Objective:

Effective and timely emergency response capacity of BDRCS is enhanced.

The purpose of this plan

The purpose of this plan is to ensure adequate capacity and resources within the movement to provide initial emergency assistance effectively and appropriate interventions in a timely manner.

This plan aims to ensure the Movements organizational capacities to emergency response to potential flood in line with the Movement Principles, Code of Conduct of disaster relief and practices in the following areas:

Rapid Assessment:
Evacuation, Rescue and First Aid
Emergency Response/ Relief distribution
Recovery
Co-ordination

The above five areas will be the Movement’s intervention. Weather forecasts and floods early warning indicators have to be closely monitored and coordinated. Regular coordination meetings will be required to share the information and update the plan continuously.

2.EMERGENCY SCENARIO:

Flood damage scenario in 2004

Number of district affected / 39
Number of affected Upazila / 249
Number of affected Unions / 1993
Affected area (sq.km.) / 25,960
Number of affected Family / 2,285,630
Number of people affected / 10,661,923
Duration of Flood / 45 days
Damage crop (hectors)
Partial crop damage
Fully damaged / 270,923
295,604
Damage household
Partial
Fully damaged / 915,532
69,807
Death / 563
Number of livestock death / 1,276
Source DMB
Analysis of Threat:
Major flood struck Bangladesh in 1970, 1975, 1981, 1988, 1989, 1998, 1999, 2000, 2004, & 2007.
A major flood inundates nearly 60%-70% of the entire country in 2004
One of the most devastating flood occurred in 2004 and affected around 36 million people throughout the country
Analysis of Vulnerabilities:
People are forced to live in flood plains area due to excessive population pressure.
Changing trend (frequency, timing, magnitude, affecting uncommon pockets, sand cast) of flood challenging peoples knowledge & capacity to cope.
92% of water is coming in from neighboring countries over which Bangladesh has limited control.
The cross border water sharing/management is less effective despite the existence of international agreements.
Unplanned/donor driven flood mitigation interventions.
Weak governance in water resource management.
Inadequate resources for dredging resulting in excessive sedimentation every year.
Indicators of Measurement:
Analysis of Threat:
Bangladesh experiences major flood in every three years
76% of the geographical area is inundated
76% of the HH in the catchments area is inundated of which 53.2% is severely affected
79% of the female inhabitants are affected of which 53.3% is severely affected
78% of the male inhabitants are affected of which 42.9% is severely affected
Major portion of National highways and rail tracks are inundated
Analysis of Vulnerabilities:
Economic Vulnerability:
Income erosion
Asset erosionLack of employment opportunities
Lack of alternative livelihood skill
Increased incidence of pawning and lending with highly abnormal interest rate
Loss of productive tool (cattle, livestock, agricultural devices, etc.)
Social Vulnerability:
Increased incident of internal migration
Increased incident of early marriage
Increased incident of abandoned women
Double work for women in family management
Large number of split families
Security incidents
Increased number of abduction and trafficking of women and children
Organizational Vulnerability:
Less effective DM committees of the local government at the community level
Loss of institutional memory due to frequent change of personnel
Early warning system is not user friendly to community people
Response oriented mind set up
Physical Vulnerability:
Inadequate flood shelters.
Government’s development works/ structures were not considered for the scope of using them in times of disaster.
Disrupted communications.
Road, culvert, bridge, railways, etc. damaged.
Inadequate facilities for ingress and egress of water.
Narrow roads, railways, bridges and other physical structure are inadequate for flood victims.

3.OPERATIONAL ROLE:

Department / Responsibilities
Secretary General / -Activation of CP (ToR)need to be developed
-Coordination with Governance & HoD,
-Holding emergency meeting
-Overall oversee
-Approval of relief package.
-Approval of allocation
-Coordination with GOs, ICRC, PNSs, UN agencies and donors
-Acts as the spokesman of BDRCS to the Media at the HQ or designates someone for the purpose.
-Earmark BDT 5,000,000 for emergency response
Deputy Secretary General / - Attend the emergency meeting to be held once the CP is activated
-Maintain internal coordination with concerned departments
-Overall monitoring & supervision
-Assist to launch the DREF and emergency Appeal
-Procure relief goods & medicaments ensuring quality through purchase committee (ToR).
Chief of DMD ( Head of Operation / -Facilitate deployment of assessment team
-Ensure establish Operation Control Room
-Establish alternative emergency financial management (TOR)-(Units role)
-Initiate to launch the DREF and emergency Appeal
-Ensure sending relief goods on time
-Initiate recovery plan(if required)
-Ensure visibility of parties concerned.
-Ensure reporting
-Ensure evaluation
IFRCS- HoD , / -Assess technical needs and provide support
-Coordinate with ICRC, PNS’s, sub-region, region, Zone and Secretariat
-Finalize the distribution package
-Mobilize resources
-Initiate DREF process
-Initiate launch appeal
-Recommend for deployment of RDRT, FACT, ERU.
HoM of ICRC / -Assess technical needs and provide support
-Coordinate with sub-region, region, Zone and Secretariat
PNSs / -Assess technical needs and provide support
-Coordinate with concerned PNS’s HQ.
-Mobilize of resources
In charge -Response / -Attend the emergency meeting to be held once the CP is activated
-Establish Operation Control Room
-Mobilize, deploy, follow up and support the rapid assessment team
-Ensure official procedure for financial allocation and disbursement (ToR)
-Ensure official procedure for delivery of the relief goods in time.
-Provide secretarial support to HoO.
-Liaise and coordinate with concerned departments
-Initiate assessing the scope of recovery, rehabilitation and development program
-Ensure timely reporting weekly, forthnightly and monthly. (TOR)
-Ensure visibility of parties concerned.
-Document and institutionalize the memory of process, best practices, lessons learned, etc
-Validate and settle Bill Vouchers in time
Director –Health / -Attend the emergency meeting to be held once the CP is activated
-Liaise with In-charge response
-Recommend the appropriate medical needs
-Mobilize deployment of medical team (ToR)
-Identify the area of intervention
-Coordinate with IFRCS, Government, WHO and other actors
-Ensure visibility ofparties concerned.
-Validate and settle Bill Vouchers in time
Director / In charge - Finance / -Attend the emergency meeting to be held once the CP is activated
-Liaise with In-charge response
-Execute financial directives issued by HoO, in accordance with TOR of Emergency Financial Management (EFM).
-Maintain the cash flow of the operation
-Facilitate official procedure for financial allocation and disbursement (ToR)
-Collect, validate financial matters and reimburse money.
-Coordinate with the Fed, PNSs, donors and the Units
-Ensure proper book keeping and maintain financial records
-Ensure Financial Monitoring and Reporting
In charge –General Store / -Attend the emergency meeting to be held once the CP is activated
-Management & Maintenance of warehouse
-Liaison with director / In charge response & HoO (CDMD).
-Receiving & dispatching of materials in time
-Record keeping & reporting
-Adhere to strict QC
In charge – Medical Store / -Management & Maintenance of warehouse
-Liaison with director health, In-charge response & HoO (CDMD).
-Receiving & dispatching of materials/ medicine in time
-Record keeping & reporting
-Stick to QC including shelf life
In charge – Transport / -Attend the emergency meeting to be held once the CP is activated
-Fleet management and providing vehicular support in time(ToR)
-Ensure visibility
-Ensure safe transportation of relief goods to the spots
-Placement of financial requisition through response department
-Reporting
In Charge – Information, & Public Relation / -Coordination with media
-Collecting information from field and relevant departments.
-Collecting information from external agencies and proper documentation
-Issuing press release
-Update website
-Facilitate and ensure visibility at all level of all parties concerned (TOR).
-Ensure dissemination of RC/RC Principles
-Documentation including development of case studies, newsletter, stories, etc
Operation(field units) / -Coordination with government, local government and other actors
-Activate Unit Contingency Plan (TOR)
-Mobilize & deploy volunteers, CDRT and UDRT to assist the government for evacuation, rescue, etc once the CP is activated
-Providing first Aid, SAR, RFL (tracing) services etc.
-Conduct primary assessment and reporting
-Selection of beneficiaries (TOR)
-Ensure visibility of parties concerned
-Prepare distribution plan
-Distribution of Relief goods
-Arrange warehousing
-Transportation
-Operational Updates (Daily, Weekly, Periodically) & reporting both narrative and financial
-Local media coverage

4.Sectoral Responsibilities

The most relevant BDRCS service-delivery sectors are outlined as below:

Evacuation, Rescue and first aid assistance
Emergency assessment
Continuity of operations during an emergency
Health services & medical assistance
Water sanitation and hygiene promotion
Relief & Temporary Shelter
Restoring family links
Protection, safety and security
Logistics, warehouse and transport
Information Communication
Financial management
PMER

Sector / Description / Responsibility
Evacuation, Rescue and first aid assistance / Deploy trained volunteers with equipments i.e. First Aid and S&R kits, etc / RC unit/
branch
Emergency assessment / Arrange briefing for trained staff and volunteers on different types of assessment
Form multi sectoral (relief, health, information, tracing, etc) assessment team
Deploy FACT, if necessary
Coordination with government and other relevant stakeholders / HoO
Continuity of operations during an emergency / Ensure utilization of pre-positioning stock of non-food items and earmarked fund
Ensure effective use of response and evacuation equipment, etc
Ensure launching Emergency Appeal
Deploy UDRT, NDRT, RDRT, etc
Ensure availability of at least two vehicles under relief
A roster of UDRT, RDRT, NDRT will be developed, reviewed, updated and on a regular basis.
Determine distribution and monitoring cost per beneficiary family based on the remoteness, isolation, damages, means of communication.. / Relief and
warehouse
department
Health services & medical assistance / Earmark fund for emergency/life saving medicaments and equipment
Put emergency medical team on stand-by once the contingency plan is activated.
Keep coordination with concerned departments of the government i.e. DGHS, DER health cluster, local administration and CS office, WHO and relevant humanitarian agencies / Health
Department
Water sanitation and hygiene promotion / Distribution of water containers/ Jeri-cans, Water purification tablets and hygiene parcel.
Assess and Restore WATSAN facilities.
IEC materials distribution on hygiene promotion and health education. Establish water treatment plant
(Subject to the availability of resources a provision of setting up transport/boat mounted plant for safe drinking water soon after the disaster). / Health &
Relief
Department
Relief & Temporary Shelter / Earmarked fund 2,000,000 BDT for dry food.
Pre agreement with WFP for basic food (50,000 families for one month).
Framework Agreement with pre-qualified contractors for food items (list annexed).
Pre-positioning of non food items for 10,000 families (list annexed).
Pre-positioning of 5,000 standard hygiene parcels (list annexed).
Pre-positioning of shelter kits 5,000 (list annexed). / Relief &
Health
Department
Restoring family links / Contact and coordinate with ICRC & other stake holders.
Deploy tracing teams.
Restore family link. / In charge
Tracing
Department
Protection, safety and security / Insurance for all officers, staff and volunteers involved in the operation.
Security regulations (Needs to formulate)
Code of conduct on security regulations (Needs to formulate).
Safety & communication gears (List annexed)
Safety tools (List annexed) / Admin
Department
with the
support of
ICRC
warehouse and transport / Develop and maintain a data base of buffer stock and update on a regular manner.
Share the updates of available stock with HoO & relief and way forward for further planning.
Establish temporary warehouse facilities in different strategic locations
Keep necessary vehicles on stand-by from pool and different programmes/departments/outside for emergency assessment and response. / In charge,
Warehouse
and
Transport
IT and telecommunications / Mobile phone 10 with sim
Internet device for 10 laptops
Laptop computers 10 sets
Portable printer 4
Digital camera 4
External hard disk
Portable Generator
Scanner 1
Card reader. / Relief
Department
Communication and reporting / Communication strategy
Communication protocol.
Sharing information, updates, etc with government, DER group, UN clusters, international humanitarian agencies, national and global media, etc.
Information bulletin
Prepare regular reports and circulate to relevant agencies.
Prepare and circulate Operation updates. / Information
Public
Relations
Finance / Operate a separate account at NHQ level
Disbursement of earmarked BDT 5,000,000 fund for the emergency response.
Adjustment/Reimbursement of expenditures / Accounts
department
PMER / Monitoring at all levels
Lessons learned workshop
Internal and External evaluation
Compile assessment and monitoring reports and share with internal and external relevant departments/sectors
Updates on a regular basis
Performance evaluation of assessment team / Relief/PMER
Coordination / Maintain coordination with the mechanism established between the government and other key actors.
(Annexure: coordination flow).
Attend the coordination meeting held both national ( government, donors, DER, UN, etc) and local levels
Facilitate interdepartmental and external coordination / HoO, IR,
DSG,
Relief,
Federation

5.Response Activities.

5.1Actions within first 24 Hours of the BDRCS declaration of emergency situation.

SG declares the CP activated.
Establish control room at NHQ
Rescue, Evacuation & First Aid Services provided by the trained team
Deployment of assessment teams.
Transportation of the emergency medicaments to the affected area through assessment teams.
Working advances made to Units according to the TOR.
Emergency distribution of dry food by the Unit (flattened rice and molasses) starts
Launch DREF (if needed)
Fleet on standby

5.2 Actions within first 72 hours of Operation.

Rescue, Evacuation & First Aid Servicesprovided by the trained team.
Ensure supply of safe drinking water
Deployment of mobile medical team through the Unit channel supported by NHQ.
Unit wise allocation and transportation of relief goods from buffer/DP stock.
Procurement process of relief goods starts
Emergency distribution of dry food.
Monitoring physical distribution by NHQ team
Request for FACT deployment (if needed)
Assessment by FACT
Emergency Appeal launched. (if needed).
Contracts awarded for supplying of agreed Relief goods. DREF arrives.
Fleet prepared and ready to move according to the need.
Reporting to concerned line manager.

5.3Actions within first 7 days of Operation.