Part 3Planning & Management Arrangements (Prevention): 2015 - 2017

CITY OF GREATER GEELONG

MUNICIPAL EMERGENCY MANAGEMENT PLAN

PART 3PLANNING & MANAGEMENT ARRANGEMENTS (PREVENTION): 2015 - 2017

Contents

Part 3Emergency Management Planning (Prevention)

Amendment Summary3-2

3.1Municipal Emergency Planning Committee3-3

3.1.1MEMPC Membership3-3

3.1.2MEMPC Terms of Reference3-5

3.1.3Planning Committee Responsibilities3-5

3.1.4Sub-Committees & Working Parties3-5

3.1.5Meeting Schedule, Agendas and Reports3-10

3.2Key Emergency Management Positions and Responsibilities (Council Officers)3-11

3.2.1Municipal Emergency Manager3-11

3.2.2Municipal Emergency Resource Officer3-11

3.2.3Municipal Recovery Manager3-12

3.2.4Public Health Emergency Co-ordinator3-12

3.2.5Municipal Fire Prevention Officer3-13

3.2.6Flood Warning Officer3-13

3.2.7Other Emergency Management Positions3-13

3.2.8Delegation to Council Officers3-15

3.2.9Role of Council’s CEO, Mayor and Councillors during an

Emergency 3-15

3.3Prevention & Preparedness Arrangements3-16

3.3.1The Role of the Municipality 3-16

3.3.2Preparedness3-16

3.3.3Prevention / Mitigation Plans/Sub-Plans/Operations - Plans3-16

3.3.4 Community Information Guides3-17

3.4Emergency Management Web Page 3-17

3.5Mutual Aid Arrangements3-18

3.6Municipal Emergency Coordination Centre & Municipal Emergency

Operations Centre3-18

3.6.1Municipal Emergency Coordination Centre3-18

3.6.2Agency EMLOs Attendance & Staffing of MECC3-19

3.6.3EMLO Responsibilities & Skills3-19

3.6.4Municipal Emergency Operations Centre3-20

AMMENDMENT SUMMARY – PART 3

Revision
Number / Amendment Date / Change/ Reason for Change
2015-2017 / Sept 2014 /

1. Cl 3.1 table updated
2. Cl 3.6.3 updated to reflect EMMV
3. Updating of membership, Cl 3.1.4
4. Cl 3.2.7 D, adding additional ‘environment’

July 2015 /

1. Header amended to remove reference to Preparation
2. Cl 3.1.1 table updated
3. Cl 3.1.4 tables updated
4. Cl 3.1.5 amended to reflect the introduction of the MEMPC Portal

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
CITY OF GREATER GEELONG
Municipal Emergency Manager
Chair – MEMPC / XXXXXXX / XXXXXXXXXXXXX
Councillor(s) / XXXXXXX / XXXXXXXXXXXXX
Municipal Emergency Resource Officer &
Deputy Chair - MEMPC / XXXXXXX / XXXXXXXXXXXXX
Municipal Recovery Manager & Council Recovery Sub-Committee Chairperson / XXXXXXX / XXXXXXXXXXXXX
Deputy MERO , FWO & MEMPC Executive Officer(1) / XXXXXXX / XXXXXXXXXXXXX
Deputy MERO / XXXXXXX / XXXXXXXXXXXXX
Deputy MRM / XXXXXXX / XXXXXXXXXXXXX
Public Health Emergency Co-ordinator / XXXXXXX / XXXXXXXXXXXXX
Municipal Fire Prevention Officer & Deputy MERO / XXXXXXX / XXXXXXXXXXXXX
VICTORIA POLICE
Municipal Emergency Response Co-ordinator (MERC), Geelong Police Station
Deputy MERC, Corio Police Station / XXXXXXX
XXXXXXX / XXXXXXXXXXXXX
XXXXXXXXXXXXX
VIC. S.E.S.
Emergency Management Planning Officer(2) / XXXXXXXX / XXXXXXXXXXXXX
C.F.A. (District7)
Operations Manager
or
delegate / XXXXXXXX / XXXXXXXXXXXXX
AGENCY & ROLE cont’d / REPRESENTATIVE / EMAIL ADDRESS
AMBULANCE VICTORIA
Representative is influenced by roster / XXXXXX / XXXXXXXXXXXXX
Barwon Health
Field Emergency Medical Officer (SHERP) / XXXXXX / XXXXXXXXXXXXX
BH rep / XXXXXX / XXXXXXXXXXXXX
RED CROSS
Deputy Division Operations Officer - Barwon. / XXXXXXX / XXXXXXXXXXXXX
DEPARTMENT of HEALTH and HUMAN SERVICES (Barwon South West Region)
Emergency Management Manager
or delegate / XXXXXXX / XXXXXXXXXXXXX
BARWON WATER
Risk & IMS Coordinator
Or
Emergency Risk management / XXXXXXX
XXXXXXX / XXXXXXXXXXXXX
XXXXXXXXXXXXX
Victorian Council of Churches
Regional Coordinator BSW – Inner (or delegate) / XXXXXXX / XXXXXXXXXXXXX
Dept ofLAND, ENVIRONMENT, WATER and PLANNING
Department Representative / XXXXXXX / XXXXXXXXXXXXX
Dept of ECONOMIC DEVELOPMENT, JOBS, TRANSPORT and RESOURCES
Agriculture Services & Biosecurity Operations (BSW Region) / XXXXXXXX / XXXXXXXXXXXXX
CORANGAMITE CATCHMENT MANAGEMENT AUTHORITY
Flood Plain Manager / XXXXXXXX / XXXXXXXXXXXXX
VicRoads
Emergency Management Coordinator (SW Vic) / XXXXXXX / XXXXXXXXXXXXX
St John Ambulance
Operations Officer / XXXXXXXX / XXXXXXXXXXXXX
Surf Life Saving Australia
XXXXXXXX / XXXXXXXXXXXXX
Industry Representatives
AvalonAirport / XXXXXXX / XXXXXXXXXXXXX
Shell / XXXXXXX / XXXXXXXXXXXXX
Terminals / XXXXXXX / XXXXXXXXXXXXX
GeelongPort / XXXXXXX / XXXXXXXXXXXXX

(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;
• 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 CERM / CERA Working Party, MEMPlan Review Working Party, Community Education Working Party.

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

NOTES:

1. The MEM will attend sub-committee meetings when possible.
2. See p3-21 for MEMPC, Sub-Committee & Working Group structure

A. Flood Sub-Committee

(i)Membership:

Chairperson / XXXXXXX / VICSES – Planning Officer
XXXXXXX / CCMA
XXXXXXX / Coord Emergency Management & MERO
XXXXXXX / Flood Warning Officer & Deputy MERO
XXXXXXX / Victoria Police (Geelong)
Other Agencies / as required

(ii)Responsibilities:

• Toundertake flood planning for the MEMPC,
• To undertake the annual review 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;
• Undertake other tasks as allocated from the MEMPC;

B. 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:

Chairperson / XXXXXXX / Municipal Fire Prevention Officer
XXXXXXX / CFA Operations Officer
XXXXXXX / Fire Management Officer (DELWP)
XXXXXXX / District Chief Ranger (Parks Victoria) or delegate
XXXXXXX / Municipal Emergency Response Officer
XXXXXXX / Municipal Emergency Resource Officer
XXXXXXX / Municipal Recovery Manager
XXXXXXX / Town Planner
XXXXXXX / Municipal Building Surveyor
XXXXXXX / Manager Environment
XXXXXXX / VicRoads
XXXXXXX / 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;

• Consideration of TPPs developed by CFA;

C. Municipal Recovery Sub-Committee

(i) Membership:

Chairperson / XXXXXXX / Manager, Community Services & MRM
XXXXXXX / DHS EM Manager
Or
DHS Emergency Management Coordinator
XXXXXXX / Deputy MRMs
XXXXXXX / Public Health Emergency Co-ordinator
XXXXXXX / Police MERC (Deputy)
XXXXXXX / Municipal Emergency Resource Officer
XXXXXXX / Red Cross
XXXXXXX / DoH
XXXXXXX / Council Building Surveyor
XXXXXXX / Salvation Army
XXXXXXX / Victorian Council of Churches
XXXXXXX / 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;
• 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;

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

D. 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:

Chairperson / XXXXXXX / Municipal Emergency Manager
(Deputy) / XXXXXXX / Municipal Emergency Resource Officer
XXXXXXX / Municipal Recovery Manager
XXXXXXX / Deputy Municipal Recovery Manager
XXXXXXX / Municipal Fire Prevention Officer
XXXXXXX / Deputy MEROs
XXXXXXX / Public Health Emergency Coordinator (PHEC)
XXXXXXX / Secondary & Post Impact Assessment Coordinator
XXXXXXX / 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;
• develops draft MEMPC Agenda

E. 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

Chairperson / Insp Carl Peers / Police Inspector
(Deputy)
Agency Rep / VICSES
Agency Rep / Ambulance Vic
Agency Rep / Country Fire Authority
Agency Rep / Barwon Health
Agency Rep / WorkSafe
City of Greater Geelong

(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 ENTERTAINMENT event in the City of Greater Geelong.

F.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

(ii)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 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:

XXXXXXXXX (MEMPC Executive Officer(1)) or XXXXXX

Municipal Emergency Management Planning Committee

PO Box 104 Geelong 3220

Email:

or

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

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

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

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

3.2.1Municipal Emergency Manager (MEM)

The City of Greater Geelong has appointed XXXXXXXX, General Manager City Services, to fulfil the function of Municipal Emergency Manager, MEM,

Roles & Responsibilities of MEM

Municipal Authority

• The Municipal Emergency Manager is responsible for the overall co-ordination of municipal resources in responding to and recovering from emergencies, and has full delegated powers to deploy and manage Council's resources during emergencies.

3.2.2Municipal Emergency Resource Officer (MERO)

The City of Greater Geelong has appointed XXXXXX, Coordinator Emergency Management to the statutory role of Municipal Emergency Resource Officer, MERO, pursuant to Section 21(1) of the Emergency Management Act 1986.

XXXXXXXXXXXXXXXXXX have been appointed as Deputy MERO’s.

Roles & Responsibilities of MERO

Municipal Authority

• The Municipal Emergency Resource Officer is primary officer responsible for the co-ordination of municipal resources in responding to and recovering from emergencies, and has full delegated powers to deploy and manage Council's resources during emergencies. In most instances, the MERO will act as the Incident Manager for Council.
• The Municipal Emergency Resource Officer may delegate duties to provide for effective management of the response functions.

Continued Service Provision – MERO Role

To ensure that less experienced officers who may be called upon to act as the MERO have an understanding of what may be required of them, two reference documents have been developed – see reference listed below

NOTE: When the MERO is on leave and one of the Deputy MEROs assumes the role of MERO, the Police MERC shall be advised accordingly.

3.2.3Municipal Recovery Manager (MRM)

The City of Greater Geelong has appointed XXXXXXXX to fulfil the function of Municipal Recovery Manager.

XXXXXXXXXXXXXXXXXXXX have been appointed as Deputy Municipal Recovery Managers.

Responsibilities of MRM

Municipal Authority

• The Municipal Recovery Manager is responsible for the co-ordination of municipal resources in recovering from emergencies, and has full delegated powers to deploy and manage council's resources during emergencies.
• The Municipal Recovery Manager may delegate duties to provide for effective management of the recovery functions.

3.2.4Public Health Emergency Co-ordinator (PHEC)

The City of Greater Geelong has appointed XXXXXXXXXto fulfil the functions of Public Health Emergency Co-ordinator.

XXXXXXXXX has been appointed as Deputy Public Health Emergency Coordinator.

Responsibilities of PHEC

3.2.5Municipal Fire Prevention Officer (MFPO)

The City of Greater Geelong has appointed XXXXXXXX to fulfil the function of Municipal Fire Prevention Officer pursuant to Section 96A of the Country Fire Authority Act - 1958.

XXXXXXXXX has been appointed as Assistant Municipal Fire Prevention Officer.

Responsibilities of MFPO

3.2.6 Flood Warning Officer

The City of Greater Geelong has appointed XXXXXXXX to fulfil the functions of Flood Warning Officer.

The role, responsibilities of the Flood Warning Officer are outlined in Council Policy CPL275.1

XXXXXXXX has been appointed as Deputy Flood Warning Officer.

3.2.7 Other Emergency Management Positions

A) MECC (Facility) Manager

XXXXXXXXXX , Coordinator Support Services is the primary officer who undertakes this task. This officer oversees and manages the administrative functions and paper work within the MECC. This officer has a number of deputies that can step into the role during a large, drawn out event viz:

• Works Technical Support Officer, XXXXXXXX
• Waste Management& Tech Support Officer (Acting), XXXXXXX
• Administration Support, XXXXXXXX
• Assistant Municipal Fire Prevention Officer, XXXXXXX

B) MECC Administrative Staff

These staff are drawn from City Services administrative pool and must have undergone relevant in-house MECC training.

Roles & Responsibilities

C) Emergency Relief Centre (ERC) Manager

The Centre Manager of the nominated council facility is the primary officer who undertakes this task. This officer oversees and coordinates resources within the ERC in providing support and essential needs to persons affected by the event.