CITY OF GREATER GEELONG

MUNICIPAL EMERGENCY MANAGEMENT PLAN

PART 3PREPAREDNESS ARRANGEMENTS: 2017 - 2019

Contents

Part 3:Emergency Management Planning (Prevention)Page

Amendment Summary – Part 3

3.1Municipal Emergency Management Planning Committee, MEMPC

3.1.1Municipal Emergency Management Planning Committee Membership

3.1.2MEMPC Terms of Reference

3.1.3Planning Committee Responsibilities

3.1.4Committees, Sub-Committees and Working Parties

3.1.5MEMPC Meeting Schedule, Agendas and Reports

3.2Key Emergency Management Positions & Responsibilities – Council Officers

3.2.1Role of Council’s CEO, Mayor and Councillors during an Emergency

3.3Prevention Arrangements

3.3.1The Role of the Municipality

3.3.2Prevention

3.3.3Prevention (Mitigation Plans) /Sub Plans/Operation Plans

3.3.4Community Information Guides

3.4Emergency Management Web Page

3.5Mutual Aid Arrangements

3.6Municipal Relief / Recovery Coordination Centre (MRRCC) and MEOC

3.6.1Municipal Relief / Recovery Co-ordination Centre, MRRCC

3.6.2Crisisworks (MECC Central)

3.6.3Agency Attendance & Staffing of the Municipal Relief/Recovery Coordination Centre

3.6.4MRRCC Agency Representatives Responsibilities/Skills

3.7Municipal Emergency Operations Centres, MEOC

3.8Attachment A - Key Emergency Management Positions & Responsibilities – Council Officers

3.8.1Municipal Emergency Manager (MEM)

3.8.2Municipal Emergency Resource Officer (MERO)

3.8.3Municipal Recovery Manager (MRM)

3.8.4Public Health Emergency Co-ordinator (PHEC)

3.8.5Municipal Fire Prevention Officer (MFPO)

3.8.6Flood Warning Officer

3.8.7Other Emergency Management Positions

3.8.8Delegation to Council Officers

Amendment Summary – Part 3

Revision
Number / Amendment Date / Change/ Reason for Change
2017-2019 / Aug 2016 /
  1. Header altered & Footer Amended
  2. S 3.1 table updated
  3. S3.2 Edited and details included in Attachment A

3.1Municipal Emergency Management Planning Committee, MEMPC

This Committee is formed pursuant to Section 21(3) & (4) of the Emergency Management Act, to formulate a plan for the Council’s consideration in relation to the prevention of, response to and the recovery from emergencies within the City of Greater Geelong.

The Committee will meet at least four times each year. Extraordinary meetings will be arranged following a major incident or where the committee needs to consider an urgent item, eg pre-season briefing on fire season by CFA.

3.1.1Municipal Emergency Management Planning Committee Membership

AGENCY / ROLE / REPRESENTATIVE / EMAIL ADDRESS
Ambulance Victoria / Representative is influenced by roster / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Barwon Health / Field Emergency Medical Officer (SHERP) / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Barwon Health Rep / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Barwon Water / Risk & IMS Coordinator / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Emergency Risk Management / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
City of Greater Geelong / Municipal Emergency Manager Chair - MEMPC / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxxu
Councillor(s) / xxxxxxxxxxxxxxx
Municipal Emergency Resource Officer & Deputy Chair - MEMPC / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Municipal Recovery Manager & Council Recovery Sub-Committee Chairperson / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Deputy MERO , FWO & MEMPC Executive Officer(1) / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Deputy MERO / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Deputy MRM / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Public Health Emergency Coordinator / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Municipal Fire Prevention Officer & Deputy MERO / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
C.F.A. (District7) / Operations Manager / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Corangamite Catchment Management Authority / Flood Plain Manager / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Dept Of Economic Development, Jobs, Transport And Resources / Agriculture Services & Biosecurity Operations (BSW Region) / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Dept Of Land, Environment, Water And Planning / Department Representative / xxxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Department Of Health And Human Services (Barwon South West Region) / Emergency Management Manager or delegate / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Department of Justice and Regulation / General Manager, HM Barwon Prison / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
A/General Manager Margoneet & KarreengaCorrectional Centres / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Industry Representatives / Avalon Airport / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Shell / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Terminals / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Geelong Port / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Red Cross / Deputy Division Operations Officer - Barwon / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
St John Ambulance / Operations Officer / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Surf Lifesaving Victoria / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Victorian Council Of Churches / Regional Coordinator BSW – Inner (or delegate) / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Victoria Police / Municipal Emergency Response Co-ordinator (MERC), Geelong Police Station / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Deputy MERC, Corio Police Station / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
VIC. S.E.S. / Emergency Management Planning Officer(2) / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
VicRoads / Emergency Management Coordinator (SW Vic) / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
Volunteering Geelong & Volunteering Victoria / xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx
xxxxxxxxxxxxxx / xxxxxxxxxx@xxxxxxxxxxxxxx

(1) Undertakes all administrative matters for the Committee

(2) Attends MEMPC meetings to assist and advise the committee.

3.1.2MEMPC Terms of Reference

The Committee has a terms of reference that help guide the activities of the committee. These were last reviewed by the Committee in August 2015.

3.1.3Planning Committee Responsibilities

  • Assess and review hazards and risks facing the community;
  • Produce the Municipal Emergency Management Plan (MEMPlan) for consideration by Council;
  • Review and update the plan annually, including review of risks, with responsibility to see that this task is undertaken delegated to the Municipal Emergency Manager (MEM) and every three years conduct a review of the CERA;
  • Arrange regular tests/exercises of plan, or parts of the plan; and
  • Review and amend the operational components of the plan.

3.1.4Committees, Sub-Committees and Working Parties

To assist with the activities of MEMPC, several sub-committees have been established to examine various issues/topics in more detail then report back to the MEMPC, eg, MEMPlan Review Working Party, Community Education Working Party, Flood Sub-Committee

Membership and responsibilities of these sub-committees are detailed as follows.

NOTES:

The MEM will attend sub-committee meetings when possible.

See Part 3.1.4 of this plan for MEMPC, Sub-Committee & Working Group structure

Flood Sub-Committee

(i)Membership:

MEMBER / POSITION
xxxxxxxxxxxxxx / VICSES – Planning Officer
xxxxxxxxxxxxxx / CCMA
xxxxxxxxxxxxxx / Coord Emergency Management & MERO
xxxxxxxxxxxxxx / Flood Warning Officer & Deputy MERO
xxxxxxxxxxxxxx / Victoria Police (Geelong)
xxxxxxxxxxxxxx / VicSES
Other Agencies / as required

(ii)Responsibilities:

Toundertake flood planning for the MEMPC,

To undertake thereview of the Flood Emergency Plan.

To deal with response planning issues referred to it by the MEMPC;

Assist with response planning activities;

Review Response Plans; and

Undertake other tasks as allocated from the MEMPC.

Municipal Fire Management Planning Sub- Committee

This committee is a sub-committee to the MEMPC and replaces the former Municipal Fire Prevention Committee that was established under the CFA Act 1958.

(i)Membership:

MEMBER / POSITION
xxxxxxxxxxxxxx / Municipal Fire Prevention Officer
xxxxxxxxxxxxxx / CFA Operations Officer
xxxxxxxxxxxxxx / Fire Management Officer (DELWP)
xxxxxxxxxxxxxx / District Chief Ranger (Parks Victoria) or delegate
xxxxxxxxxxxxxx / Municipal Emergency Response Officer
xxxxxxxxxxxxxx / Municipal Emergency Resource Officer
xxxxxxxxxxxxxx / Municipal Recovery Manager
xxxxxxxxxxxxxx / Town Planner
xxxxxxxxxxxxxx / Municipal Building Surveyor
xxxxxxxxxxxxxx / Coordinator – Land Management
xxxxxxxxxxxxxx / VicRoads
xxxxxxxxxxxxxx / Barwon Water
Other Agencies / as required

(ii)Responsibilities:

To oversee the annual update of the Municipal Fire Management Plan

To oversee the annual review of the Victorian Fire Risk Register

To form Working Groups as required

To oversee and track the planned and coordinated actions designed to mitigate the occurrence of fires within the City of Greater Geelong

To meet the requirements of Section 55A of the Country Fire Authority Act 1958

To meet the requirements of Part 6A of the Emergency Management Manual Victoria

Undertake assessments of potential NSPs;

Review strategic fire management roads;

Monitor, review and report on the Municipal Fire Management Plan to the MEMPC; and

Consideration of TPPs developed by CFA.

Municipal Recovery Sub-Committee

(i)Membership:

MEMBER / POSITION
xxxxxxxxxxxxxx / Manager, Community Services & MRM
xxxxxxxxxxxxxx
or
xxxxxxxxxxxxxx / DHS EM Manager
Or
DHS Emergency Management Coordinator
Xxxxxxxxxxxxxx
Xxxxxxxxxxxxxx
xxxxxxxxxxxxxx / Deputy MRMs
xxxxxxxxxxxxxx / Public Health Emergency Co-ordinator
xxxxxxxxxxxxxx / Police MERC
xxxxxxxxxxxxxx / Municipal Emergency Resource Officer
TBA / Red Cross
xxxxxxxxxxxxxx / DoH
xxxxxxxxxxxxxx / Council Building Surveyor
TBA / Salvation Army
xxxxxxxxxxxxxx / Victorian Council of Churches
xxxxxxxxxxxxxx / Co-ordinator Building Maintenance Services (Council)
Other Agencies / as required

(ii)Responsibilities:

To plan for the provision and effective management of community facilities that may be used by the community during an emergency.

Activities to be considered include:

Use of these facilities for public showering, toilet & cooking;

Use for interim emergency shelter and accommodation;

Planning how to keep these facilities at operational effectiveness during such emergency usage, including continuing supply of water, sewerage and garbage collection services as well as energy sources such as electricity and gas;

Liaison with Municipal Recovery Manager and Medical services in event of the need to provide for separate uses of different facilities such as for emergency evacuation reception centre for injured victims that cannot be taken to hospital because of crowding of those facilities, etc;

Ensure that the Emergency Relief Centres identified within this Plan are adequate and suitable;

To plan for the effective coordination of relief / recovery operations;

To review all MOUs that are relevant to relief / recovery operations; and

To deal with other recovery planning issues referred to it by the MEMPC.

(iii)Responsibilities (Public Health):

To plan for the provision and management of public health issues that may impact the community. Activities to be considered include:

Developing strategies to ensure that adequate public health standards are provided maintained and, where necessary, re-established during response and recovery stages;

Regular assessment of the Councils Health Department response to an emergency;

Liaison with relevant organisations and agencies e.g. Department of Health (DoH), Municipal Emergency Management Committee;

Planning to ensure adequate response/recovery capacity/resources within the region; and

To deal with public health planning issues referred to it by the MEMPC.

Council Senior Emergency Management Group

This is a council officer working party, It ensures that council remains up-to-date with the latest developments in the field of emergency management and co-ordinates the activities of the above groups.

(i)Membership:

MEMBER / POSITION
xxxxxxxxxxxxxx(Chairperson) / Municipal Emergency Manager
xxxxxxxxxxxxxx(Deputy) / Municipal Emergency Resource Officer
xxxxxxxxxxxxxx / Municipal Recovery Manager
xxxxxxxxxxxxxx / Deputy Municipal Recovery Manager
xxxxxxxxxxxxxx / Municipal Fire Prevention Officer & Deputy MERO
xxxxxxxxxxxxxx / Deputy MEROs
xxxxxxxxxxxxxx / Public Health Emergency Coordinator (PHEC)
xxxxxxxxxxxxxx / Impact Assessment Coordinator
xxxxxxxxxxxxxx / Manager Communications & Marketing
Others / As required

(ii)Responsibilities:

co-ordinates the alignment of activities between council response and recovery in systems development;

develops council officer training modules;

assists in setting priorities for planning on how council manages its own response and recovery operations;

develops submissions for external funding;

ensures that all tasks identified within the Emergency Management ‘Year Planner’ are completed; and

develops draft MEMPC Agenda.

Events Multi Agency Working Group (EMAWG)

The Events Multi-Agency Working Group (EMAWG) Terms of Reference are:

The Events Multi Agency Working Group provides consistency and coordination between City of Greater Geelong Departments, local authorities and official agencies, with the authority and responsibility to approve events and activities in the region.

The agencies involved in EMAWG include: State Emergency Services (SES), Ambulance Victoria, WorkSafe, Country Fire Authority (CFA) and Victoria Police.

The EMAWG Committee meets monthly on the first Tuesday of each month and is chaired by the local Inspector of Police. The majority of events staged within the Geelong region are asked to 'present' to the EMAWG committee approximately 8 weeks prior to their event and to 'debrief' for the Committee approximately 12 weeks after their event.

As of 2015, the Events Multi Agency Working Group ( EMAWG) has been in existence for 10-years and was originally established to provide and offer consistent advice between Council and external officers to event organisers with regards to their planning and permit needs in a face to face forum that ensured that the event organisers and the agencies were all aware of the communications and advice. Ten years ago the Events Unit processed about 170 events a year and events that weren’t held on Council land didn’t present to EMAWG. Nearly 500 events a year are now processed by the Events Unit and presentations are received from events on private land.

(i)Membership: TBA

MEMBER / ROLE
TBA (Chairperson) / Police Inspector
TBA (Deputy)
Agency Rep / VicSES
Agency Rep / Ambulance Vic
Agency Rep / Country Fire Authority
Agency Rep / Barwon Health
Agency Rep / Worksafe
xxxxxxxxxxxxxx / Coordinator Event Services

(ii)Responsibilities:

The group's key purpose is to assist the event organiser in ensuring all responsibilities are met in the planning, approval, and staging of a safe and successful entertainmentevent in the City of Greater Geelong.

Community Recovery Committee

When the effects of an emergency are serious the recovery process will warrant the input of the effected community, generally through a Community Recovery Committee. This committee is formed and then disbanded once the recovery ‘phase’ is completed. The membership of such a committee will depend on the circumstances and the needs but will generally include a number of the following

(i)Membership:

Municipal Recovery Manager (MRM) – Chairperson

Councillor(s)

Deputy MRMs

Municipal Emergency Response Coordinator (MERC)

Municipal Emergency Manager

Municipal Emergency Resource Officer

Public Health Emergency Coordinator

Municipal Building Surveyor

Department of Human Services

Community Representative(s) (including reps from the affected community)

Council Officer ‘Service coordinators’ – as appointed by MRM

Other Agencies/Organisations as determined by the MRM

(ii)Responsibilities:

Identify needs and resource requirements

Coordinate information, resources and services

Liaise, consult and negotiate

Monitor the progress of the recovery process via the four ‘recovery environments’ Refer to Part 5 of this MEMPlan for the ‘typical’ recovery activities that may be involved

3.1.5MEMPC Meeting Schedule, Agendas and Reports

Members wanting to place an item on the MEMPC agenda are to contact:

xxxxxxxxxxxxxx, MEMPC Executive Officer(1) or xxxxxxxxxxxxxx

Municipal Emergency Management Planning Committee

PO Box 104 Geelong 3220

Email:xxxxxxxxxxxxxx

or

xxxxxxxxxxxxxx

Minutes will be forwarded to all representatives on the Committee and;

  • BSW Divisions 1 & 2 Regional Emergency Management Inspector
  • Chief Executive Officer, City of Greater Geelong, PO Box 104, Geelong.

During June 2015, the council introduced an MEMPC Portal. This portal stores:

  • A calendar of events/meetings
  • MEMPC minutes
  • Agendas
  • Reports and other documents (up to a 25mb can be uploaded)

(1)Officer appointment approved by the MEMPC meeting at its November 2013 meeting

MEMPC members can access this portal in order to gain access to the abovementioned documents.

Two weeks out from the meeting, an email is sent calling for Agency reports as well as any agenda items. The agenda is constructed and all received reports are then placed on the portal. Any late reports are sent out with the minutes or tabled at the MEMPC meeting.

3.2Key Emergency Management Positions & Responsibilities – Council Officers

Council has appointed a number of council officers and allocated emergency management positions / responsibilities. These positions include:

Municipal Emergency Manager

Municipal Emergency Resource Officer

Municipal Recovery Manager

Public Health Emergency Coordinator

Municipal Fire Prevention Officer

Flood Warning Officer

MECC (Facility) Manager

Emergency Relief Centre Manager

For further information on the above including detail on officer delegations refer to Attachment A at the end of this Part 3.

3.2.1Role of Council’s CEO, Mayor and Councillors during an Emergency

During October 2012, the Municipal Association of Victoria released guidelines for the role of council CEOs, Mayors and Councillors in Emergency Management. These guides are included within Part 11 Appendices, AppendixL of this MEMPlan.

3.3PreventionArrangements

3.3.1The Role of the Municipality

The City of Greater Geelong recognises it has a key role in prevention (incl mitigation) activities to reduce the risk, or minimise the effects, of emergencies that may occur in the area.

Control Agencies, Industries and individuals are expected to maintain prevention measures within their own areas of responsibility.

The City of Greater Geelong will implement relevant planning, prevention and mitigation measures within its responsibilities and authority, subject to Council policy, to prevent or reduce the impact of emergencies on the community.

3.3.2Prevention

Part 4 of the MEMPlan (Emergency Response Arrangements) identifies the roles and responsibilities of the various organisations and agencies that exist in the municipality. Each agency’s ability to cope with the identified threats was considered during this process.

A Municipal Relief/Recovery Co-ordination Centre (MRRCC) & MEOC has been identified – see, Section 3.6 of this Part and Part 4, section 4.10 of this MEMPlan. In addition, Emergency Relief Centres (Part 11, Appendix D of this MEMPlan) have also been identified.

Fire Season Preparedness Actions

The City of Greater Geelong has a pre-set list of actions that are carried out by various council officers prior to and during each fire season.

3.3.3Prevention (Mitigation Plans) /Sub Plans/Operation Plans

Sub-Plans

Sub- Plans detail the agreed arrangements between various agencies for a particular event type. Sub-plans are endorsed by the Municipal Emergency Management Planning Committee. Refer to Part 2, Section 2.11 of this MEMPlan for listing.