Emergency Management Plan

2010

FINAL

Approved by the Emergency Management Program Steering Committee on December 10, 2010

Office of Emergency Management


 

Table of Contents

 

 

 

Page

PART 1

Introduction

4

PART 2

Aim

5

PART 3

Authority

Emergency Operations Control Group Authority

Definition of an Emergency

Action Prior to Declaration of an Emergency

 

6-7

PART 4

Emergency Notification Procedures

Surveillance and Situational Awareness

Enhanced Risk Management

Notification Procedures

Risk Management and Response Escalation

State of Emergency

8-12

PART 5

Roles and Responsibilities

Community Emergency Management Co-ordinator

Office of Emergency Management

OEM Duty Officer

Service Duty Officer

Decision Centres

Incident Commander

City Council

13-17

Part 6

Emergency Response - Incident Management System

Definition

Response Goals

Organizational Structure

Principles

18-20

 

Part 7

Communication and Emergency Information

Communication Tools

Emergency Management Cycles

Operational Periods

Public Notification

21-25

Part 8

City of Ottawa Specific Emergency Functions

Acronyms

Administration/Logistics/Information Technology

Potable Water

Feeding

Clothing

Lodging

Hygiene and Public Health

Health Care Services

Care of the Deceased

Evacuation/Shelter-in-Place

Search and Rescue

Transportation

Information Sharing

Supply

Access Routes and Traffic

Energy

Communication and Infrastructure

Technical Inspections

Environment

Hazardous Material

Fire

Peace and Order

26-70

Part 9

Post Emergency

Demobilization

Debriefing Procedures

Reporting Procedures

70-72

Part 10

List of Supporting Emergency Plans

73

Part 11

Emergency Operations Centre Control Group Membership

74

PART 1:  INTRODUCTION

 

 

Conscious of its potential vulnerabilities, the City of Ottawa developed an Emergency Management Plan that is designed to be comprehensive and aims at heightening the combined level of response throughout the City of Ottawa’s emergency response community.  This Plan is based on an all-hazard and multi-departmental approach to be used by all city services during planned or unplanned events and or incidents.  Each city service that has a function to fulfill under this plan is also expected to develop its own supporting formal emergency plan and corresponding response capability.

 

 

 

 

 

PART 2:  AIM

 

The aim of this Plan is to make provisions for the extraordinary arrangements and measures that may have to be taken to:

 

 

 

This plan is designed to:

 

Provide an enhanced and co-ordinated level of planning and readiness to better respond to the needs of the community during a major emergency, while still ensuring the delivery of city services to the other areas of the City.

This Plan will outline the City’s overall municipal emergency management response strategy during each phase of an emergency, prior, during, and post event.  This Plan also informs each service of their specific roles and responsibilities during an emergency.

For further details, please contact the Community Emergency Management Co-ordinator at:

City of Ottawa

Office of Emergency Management

110 Laurier Ave West

Ottawa ON   K1P 1J1

613-580-2424, ext. 21446

PART 3:  AUTHORITY

 

The Ontario Emergency Management and Civil Protection Act, R.S.O.1990, last amended 2006, is the legal authority for the City of Ottawa’s Emergency Management Plan.

 

The overall emergency management program is a Community and Protective Services (CPS) Standing Committee and Council initiative and was developed under the authority of the CPS Committee.

 

As enabled by the Ontario Emergency Management and Civil Protection Act (EMCPA), the City of Ottawa’s Emergency Management Plan and its elements have been issued under:

 

 

The development of this Plan complies with provincial and federal legislation, as well as generally accepted standards and best practices in risk assessment and emergency management. Among these are:

 

·         Ontario Emergency Management and Civil Protection Act, R.S.O.1990, last amended 2006

·         Canadian Standards Association CAN/CSA-Z731-03 (R2009):  Emergency Preparedness and Response

·         Canadian Standards Association CAN/CSA-Z1600 2008:  Emergency Management and Business Continuity Programs

·         National Fire Protection Association NFPA 1600 Standard on Disaster/ Emergency Management and Business Continuity Programs, 2000 Edition, NFPA, 2000.

·         Ministry of Community and Social Services Act

·         Long Term Care Act

·         Day Nurseries Act

 

Emergency Operations Centre Control Group Authority

 

Under the Ontario Emergency Management and Civil Protection Act, Regulation 380/04, the Emergency Operations Centre (EOC) Control Group may, at any time, seek the advice, assistance and authority from the following:

 

Definition of an Emergency

 

The City of Ottawa defines an emergency as:

 

A situation or impending situation caused by the forces of nature, an accident, an intentional act or otherwise that constitutes a danger of major proportions to life or property.  These situations could threaten public safety, public health, the environment, property, critical infrastructure and economic stability.  There are three categories of emergencies: human caused, natural and technological.

 

Action Prior to Declaration of an Emergency

 

When an emergency exists but has not yet been declared, City services and partners may take such action(s) under this Emergency Management Plan as may be required to protect property and the health, safety and welfare in the City of Ottawa.  In the absence of a formal declaration, this plan or its annexes may also be implemented in whole, or in part.

 

PART 4:  EMERGENCY NOTIFICATION PROCEDURES

 

This section presents the mechanisms established to facilitate the co-ordination of complex and multi-departmental responses to events. Highlighted in this section is the importance of information sharing amongst all city services as well as with external partners while applying an enhanced risk management lens to the event at hand.

 

These mechanisms include:

1)    Surveillance and Situational Awareness

2)    Enhanced Risk Management

3)    Notification Procedures

a.    Normal Operations

b.    Enhanced Operations

c.    Activated

4)    Risk Management and Response Escalations

5)    State of Emergency

 

4.1 Surveillance and Situational Awareness

Surveillance procedures consist of all mechanisms ensuring the detection (in real time) of unusual situations that could impact the City of Ottawa.  Residents, businesses, call centres and the media must also remain vigilant and report any unusual and suspicious activities.    Table 1 provides examples of surveillance mechanisms.  

Table 1:  Examples of Surveillance Mechanisms

System/Organization

Surveillance

Police Service

There are three levels of police who constantly monitor the Ottawa area:  Municipal: Ottawa and Gatineau; Provincial: Ontario and Quebec; Federal: Royal Canadian Mounted Police (RCMP).

Media

Media (radio, television, the internet) are good sources of real time information on the hazards and external threats affecting the City.

Neighbouring Municipalities

In some cases, disasters taking place in adjacent municipalities can affect the City of Ottawa.  The City has developed a network of contacts with neighbouring municipalities and other levels of government.

Residents

Citizens are often the first to become aware of an unusual or threatening situation.  They can help maximize the City’s response time by calling emergency services.

Ottawa Public Health and Ottawa  Paramedic Service

Conduct Health Surveillance activities.

City Services

Municipal employees working throughout City territory can quickly alert municipal managers and the Office of Emergency Management (OEM).

 

 

 

 

4.2 Enhanced Risk Management

As defined in the City of Ottawa Enhanced Risk Management Policy April 14 2010, the management of risk is a shared responsibility at all City levels. All employees are required to demonstrate risk-aware thinking and accountability and communicate significant risks to their managers and Council. Enhanced risk management provides a continuous, proactive, systematic and consistent approach to understand, manage and communicate risks from an organization-wide perspective.  Risk Management is the systematic process of identifying, analyzing and responding to risk. Risk management includes the avoidance and /or mitigation of hazards, the management of uncertainty and the harnessing of opportunities.

It is the responsibility of all service areas to apply a risk management lens when monitoring activities in the City of Ottawa and when necessary escalate situations as per established protocols.  In some instances (see Appendix 1 Response Escalation Version 1.0) the situation will require the sharing of information to a broader audience and will warrant notifying the Office of Emergency Management (OEM) Duty Officer.  A network of duty officers representing a multitude of city services has been created to allow for sharing of information. It is the responsibility of the OEM Duty Officer to gather information about situations that may have a significant impact on city resources and to share this information with Service Duty Officers.  Each stakeholder determines the relevance of that information and the impact to their service.  Service Duty Officers are also expected to contact the OEM Duty Officer when they are faced with a situation that seems out of the ordinary and has the potential to worsen or has the potential to be politically sensitive.  When in doubt, the Service Duty Officers are expected to consult with the OEM Duty Officer.  While all Service Duty Officers are expected to inform the OEM Duty Officer of situations that may escalate, only the OEM Duty Officer can initiate the notification procedures.  Surveillance and situational awareness begins in normal operations but is a part of each escalation response level.

Sharing of situational awareness allows for early mobilization of the resources necessary to deal with emergency events. 

 
 

 

 

 


4.3 Notification Procedures

 

There are three levels of notifications which include:

 

 

Normal consists of normal daily operations that services must carry out according to standard operating procedures, guidelines, policy and procedures, and legislation.  When a response to an event is required it is coordinated by Incident Commanders and Service Command Centres.

 

Enhanced Operations indicates a potential event which is outside of normal operating procedures.  This event is imminent or occurring and could threaten public safety, public health, the environment, property, critical infrastructure and economic stability.  This event may also be politically sensitive. During this phase the Office of Emergency Management and Service Duty Officers are alerted and engaged for full situational awareness and potential coordinated response.

 

Activated indicates an event that requires activation of the Emergency Operation Centre (EOC). Activated is the highest level of response. The OEM Duty Officer in consultation with Service Duty Officers will determine the on-call response team expected to make up the EOC

 

The OEM Duty Officer guides the escalation response by first sending out a notification that activation has been declared.  This declaration activates the EOC.  The OEM Duty Officer will gather additional situational awareness from the EOC Operations Group.  Service Duty Officers will form the initial EOC Operations Group. This initial action may be done through a conference call.  The EOC Control Group may be convened through a conference call (or face-to-face) and will be provided with situational awareness so that they can determine the response goals for the EOC Operations Group.  Each Group will determine whether there is a requirement to meet in a physical location or whether they can operate effectively as a virtual team.  In  circumstances where there are issues with communications, such as overloading of telephone circuits, both Groups may be directed to meet face-to-face at a predetermined location.

 

Table 2 provides a snapshot of roles and some activities of various decision centers once Enhanced Operation level thresholds are met.

 

Table 2: Notification and Response Activities

 
 
 

 


Note:  Engaging the Duty Office Network does not mean that duty officers and the OEM are taking over the response.  An Incident Commander is always responsible for the emergency site. 

 

4.4 Risk Management and Response Escalation

 

Appendix 1 Response Escalation Version 1.0 provides a list of criteria that meet normal, enhanced, and activated levels of response.   It is the responsibility of each service area to inform the OEM Duty Officer when these thresholds are met.  While this list is very comprehensive it is not an exhaustive list and should only be used as a guideline.  When in doubt, services are encouraged to contact the OEM Duty Officer.

 

4.5 State of Emergency

 

Not every emergency will lead to a declaration of a State of Emergency.  However, if a declaration of a State of Emergency is required for the whole or a part of the City of Ottawa, only the Mayor or his/her designate can declare a State of Emergency.  This decision is made in consultation with the EOC Control Group.  The OEM is responsible for completing all the paperwork and liaising with Emergency Management Ontario (EMO).   

 

The following is the process for declaring a State of Emergency:

 

 

 

 

 

 

PART 5:  ROLES AND RESPONSIBILITIES

 

This section outlines roles and responsibilities of personnel involved in an emergency response, specifically, the following key functions:

 

  1. Community Emergency Management Co-ordinator
  2. Office of Emergency Management
  3. OEM Duty Officer
  4. Service Duty Officer
  5. Decision Centres
  1. Incident Commander
  2. City Council

 

5.1       Community Emergency Management Co-ordinator (CEMC)

 

A CEMC is defined as:

 

An individual officially designated by a community who is responsible and accountable for the community’s emergency management program.  The CEMC must be, by definition, a municipal employee, as per the Municipal Act.

 

In the City of Ottawa, the CEMC is a position held in the OEM reporting to the Chief of Security and Emergency Management.

 

5.2       Office of Emergency Management (OEM)

 

The OEM is a unit of the Security and Emergency Management Branch and it ensures the safety of staff and residents in case of a major emergency (as defined in Part 3 of this plan).  It provides and supports effective emergency and disaster management, and training and education to reduce risks to staff and residents' health, safety, security and property. 

 

The OEM is also responsible for:

 

o   Are You Ready Program (emergency preparedness public education)

o   Emergency Management Training and Exercise Program

 

o   Urban Search and Rescue Task Force (USAR)

o   Chemical, Biological, Radiological, Nuclear, Explosive Task Force (CBRNE)

 

5.3       OEM Duty Officer

 

 

5.4       Service Duty Officers

 

 

5.5       Decision Centres

 

·         Decision Centres constitute the location where information is assembled and emergency management decisions are made.

·         The primary function of a common space for decision-making is to facilitate the gathering and sharing of information among responders.

·         These centres provide access to tools that permit rapid and efficient communication, allowing for informed event management centres to be led by a Service Command Director.

 

Table 3 outlines the roles and functions of each of the three Decision Centres.

 

Table 3:  Decision Making Centres

 

Emergency Operations Centre (EOC)

(City Co-ordination)

Service Command Centre (SCC)

 

Incident Command Post (ICP)

(Site Co-ordination)

 

Domains of Concerns

Control Group

§  Incident Consequence Management

§  Define Objectives or the “what” needs to be accomplished

§  Advises on declaring state of emergency

§  Approves extraordinary resource requirement

§  Sets policy direction

§  Point of contact for external service centres such as federal or public agencies

§  Provides the integrated City view

§  Ensures consistent dissemination of public information

§  Assures the continuity of services at a city-wide level

Operations Group

§  Extension of Control Group

§  Determines the strategy set out by the Control Group -  “how” the objectives will be accomplished

§  City-wide management

§  Provides Site support

§  Responsive to both the needs of the Incident Commander and the EOC

§  Maintains service coverage

§  Manages operational needs of their service

 

§  Location from which Incident Commander oversees incident management and on-site operations

§  Established when an incident occurs or is planned

§  Positioned outside of the present and potential hazard zone but close enough to the incident to maintain command

§  Location is easily identifiable (in a vehicle, trailer, tent, or within a building) by a green rotating or flashing light

§  There is only one ICP for each incident or event. However, this facility may change locations during the incident.

§  Situation assessment

§  Resource management

§  Response protocols

§  Responders accountability

§  Rest and recovery

§  Site layout

§  Responders health and safety

§  Hazard control

§  Needs anticipation

§  Information sharing

 

Table 5: Continued

Emergency Operations Centre (EOC)

(City Co-ordination)

Service Command Centre (SCC)

 

Incident Command Post (ICP)

(Site Co-ordination)

 

Scope

Strategic

Tactical

Operational

Activation

When alert is declared

When an alert is declared or in enhanced operations

Any emergency response

IMS

IMS Structure applies only in the EOC Operations Group

 

IMS Structure applies

 

IMS Structure applies

§  Comprises the Command element (Single or Unified), Command Staff and may include other designated incident management officials and responders, including the General Staff.

Jurisdiction

Municipal Boundaries

§  The EOC does not give direction to the Incident Commander, however does maintain situational awareness.  Any resources provided by the EOC to the Incident Commander (IC) are then under the IC control.

 

Service/

Department

Site

§  In the case of a major emergency, consideration should be given to setting up area command.

 

Area Command

§  An organization established to oversee the management of multiple incidents or to oversee the management of large or multiple incidents to which several Incident Management Teams have been assigned. Area Command has the responsibility to set overall strategy and priorities, allocate critical resources according to priorities, ensure that incidents are properly managed, and ensure that objectives are met and strategies followed.

Lead

Control Group

City Manager

Operations

EOC Director

Directors

Incident Commander

Composition

Control Group

Senior Managers

Operations

Service Duty Officers until such

time as appropriate IMS structure is defined

Managers and Support Staff

 

Command Staff and General Staff

 

 

5.6       Incident Commander

 

The entity or individual that is responsible for all incident activities, including the development of strategies and tactics, and the ordering and the release of resources. The Incident Commander (IC) has overall authority and responsibility for conducting incident operations and is responsible for the management of all incident operations. The IC is expected to provide situational awareness to the EOC.

 

5.7       City Council

 

 

 

 

 

 

 

 

PART 6:   EMERGENCY RESPONSE - INCIDENT MANAGEMENT SYSTEM (IMS)

 

The Province of Ontario has approved the doctrine on Incident Management System (IMS) for Ontario.  The City of Ottawa supports this doctrine and is currently implementing IMS in all Decision Centres.  The City of Ottawa responds to all emergencies using the IMS. 

 

This section briefly describes the following elements of IMS:

 

  1. Definition
  2. Response Goals
  3. Organizational Structure
  4. Principles

 

6.1       Incident Management System (IMS)

 

IMS is a standardized approach to emergency management encompassing personnel, facilities, equipment, procedures, and communications operating within a common organizational structure.  The IMS is predicated on the understanding that in any and every incident there are certain management functions that must be carried out, regardless of the number of persons who are available or involved in the emergency response.

 

6.2       IMS Response Goals

 

The following IMS Response Goals are used in all Decision Centres:

 

  1. Provide for the safety and health of all responders
  2. Save lives
  3. Reduce suffering
  4. Protect public health
  5. Protect infrastructure and property
  6. Protect the environment
  7. Reduce economic and social losses
  8. Protect public confidence (established and used only by the City of Ottawa).

 

These goals are used by the Incident Commander to determine the response strategy at the site and the EOC Control Group to determine the objectives for the event.  The objectives are then provided to the EOC Director who will lead the EOC Operations Group in the development of the strategy and response.

 

 

 

6.3       IMS Organizational Structure

 

Table 4 provides an overview of how teams organize themselves under the IMS Structure.  All IMS teams are organized in this way so that they can grow and work effectively with other IMS teams. 

 

Table 4:  IMS Structure - Full Organizational Structure

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Note: The Incident Commander in the EOC is the EOC Director.  IMS is scalable; therefore the Incident Commander decides what structure is required to respond to the emergency.

6.4       IMS Principles

 

The following standard operating principles guide how the IMS organization functions:

 

1.      Five primary management functions

2.      Establishing and transferring command

3.      Single or unified command

4.      Management by objectives

5.      Manageable span of control

6.      Modular organization

7.      Unity and chain of command

8.      Common terminology

9.      Consolidated Incident Action Plans

10.   Personnel (accountability)

11.   Integrated communications

12.   Comprehensive resource management

 

To obtain more information on IMS, please consult the following resources:

 

http://www.emergencymanagementontario.ca/english/professionals/IMS/ims.html

 

PART 7:  COMMUNICATION AND EMERGENCY INFORMATION

 

While information sharing with all stakeholders is critical at all times, during an emergency establishing communication between the emergency site(s), the various Decision Centres and with the public at large is paramount to the successful management of the emergency.

 

This section will outline the various communication strategies that are used in the City of Ottawa, highlighting the following categories:

 

1.    Communication Tools

2.    Emergency Management Cycles

3.    Operational Periods

4.    Public Notification

 

For communication to work, all those involved must clearly understand their roles and responsibilities as responders, but also the role of their service during the emergency.    All activities between the site and Decision Centres must be co-ordinated.  Co-ordination between Decision Centres is critical and is based on established communication protocols that must be understood and followed by all personnel.

 

7.1       Communication Tools

 

During emergency situations, Decision Centres possess several means of communicating and exchanging information.  The most comprehensive of these is the Emergency Management Information System (EMIS) which supports the management of information flow within the EOC, across the Corporation, Decision Centres and with external stakeholders, during an emergency event.  This system provides functions to notify, track, manage and document resource requests and assets, and to display key information, geospatially, to improve decision-making.  The EMIS also provides comprehensive situational awareness and a robust means of notifying Service Duty Officers of a response requirement.  Through this secure web-based technology, Service Duty Officers can collaborate as virtual teams until such time as it is deemed that a meeting in-person is required.  This means that they can work from any location that is accessible to the Internet.

 

Table 5 provides a brief list of various communication tools used by Decision Centres.  It should be noted that as technology evolves this list will certainly change, but there is nothing more effective than face-to-face.

 

Table 5:  Decision Centre Communication Tools

Decision Centres

Communication Tools

Emergency Operations Centre Control Group

 

§  EMIS

§  OEM Notification System

§  Video Conferencing

§  Regular and cellular telephone links

§  E-mail

§  BlackBerry™

§  Pagers

Emergency Operations Centre Operations Group

 

§  EMIS

§  OEM Notification System

§  Video Conferencing

§  Regular and cellular telephone links

§  E-mail

§  BlackBerry™

§  Pager

Service Command Centre

§  EMIS

§  Regular and cellular telephone links

§  E-mail

§  Telephones

§  Cellular phones

§  Radio communications

Incident Command Post

§  EMIS

§  Person-to-person

§  Cellular phones (in authorized locations)

§  Radio communications

Field Communication

§  Person-to-person

§  Pager

§  Cellular phones (in authorized locations)

§  Radio communications

 

7.2       Emergency Management Cycles 

 

Emergency Management Cycles used by Decision Centres, as well as the communication process between these centres, are detailed in Table 6.  Each Decision Centre lead should work towards the optimal co-ordination of actions taken.  This requires a thorough and flexible approach.  The following are guidelines for all management cycles:

 

 

Table 6:  Emergency Management Cycle Guidelines

Decision Centre’s Cycle

Each level of Decision Centre has its own Management Cycle, which is a function of its management scope (strategic, tactical or operational level) and the capacity that would be required for emergency response activities.

Decision Centre’s Activities

The whole process (management cycles and co-ordination between centres) is iterative and is repeated on a continuous basis.  An adjustment period should be expected at the beginning of the process.  The time allowed for each activity might vary according to needs.

Communication Between Decision Centres

In order to optimize the exchange of information between Decision Centres (i.e. reduce the possibility of a busy line, a voicemail or no answer), the co-ordination of the allocated communication periods is pre-determined within the management cycle of each centre.

In consultation with the IC, the EOC Director will establish the reserved periods for communication.

Communication between Service Command Centres and the EOC

§  Communication with the incident site will normally be with either the Incident Commander or his/her appointed Liaison Officer.

§  The EOC may be in contact with multiple Service Command Centres and the Incident Commander.

§  The EOC Chiefs will work with their functional peers across many organizations/jurisdictions. 

§  The EOC performs a consolidating and co-ordinating role between multiple services. 

§  Situational awareness between Service Command Centres and the EOC is the responsibility of the Planning Sections.

§  Situational awareness between the EOC and external Service Command Centres is the responsibility of the EOC Liaison Officer.

§  The EOC will act as the primary point of contact for all Service Command Centres and external EOCs, such as the Provincial Emergency Operations Centre (PEOC) and the Federal Government Operations Centre (GOC).

Media Briefs

When planning the Emergency Communication Cycles, Decision Centres need to consider external factors, such as deadlines for news reports and consistent timelines.  Listed below are examples of timelines that could be considered:

§  Radio:  According to needs (short narration, interview)

§  Television:  Between 10:00 am and 11:00 am and between 3:00 pm and 4:00 pm (short narration, interview images of the event)

§  Newspaper:  Before midnight (more detailed narration, interview and images of the event)

§  Media briefs should be thoroughly planned for news reports before they are issued.  Consequently, the collection of field information should precede media briefs.                                                                                                                                                                                                                                                     

 

 

 

 

 

 

 

7.3       Operational Periods

 

The Operational Period is the time assigned to achieve the objectives in an Incident Action Plan (IAP).  Operational periods can vary in length, though usually would not exceed 24 hours.  An Operational Period may be modified or revised if the IAP is altered as circumstances change.  Table 7 shows the process of how an Operational Period is managed at the Decision Centres.

 

 

Note1:  SITREPS is an acronym for situation reports.

Note 2: All IMS forms can be found in the EMIS.

 

7.4       Public Notification

 

Public notification is the dissemination and communication of information to the public. In order to inform the public of the occurrence of an event or to take action, various public notification means may be used.  The use of communication means will vary according to the event and the targeted audience.  Listed below is a non-exhaustive list of communication means available to the EOC:

 

 

•        3-1-1

•        Media:  TV, radio, print

•        ottawa.ca

•        octranspo.com

•        ottawapolice.ca

•        Social networking sites (i.e. Twitter, Facebook)

•        Door-to-door communications

•        Amateur Radio Emergency System (ARES)

•        Bullhorns used by emergency personnel

•        Variable Messaging Signs (VMS)

•        Other communication tactics (i.e. flyers, brochures)

 

PART 8:  CITY OF OTTAWA SPECIFIC EMERGENCY FUNCTIONS

 

The City’s response to an emergency situation is based on a functional approach rather than a structural approach.  Instead of determining what services would be offered during an emergency, by looking at the mandate of City services and partners, the City utilizes a detailed, global assessment of the needs of its population.  This assessment provides the City with the knowledge to determine what specific tasks, organized as Emergency Functions, it would need to accomplish during an emergency.  City services and partners are then able to decide, together, on the most efficient division of responsibility for these functions and divide them into several tasks under each function.

 

This section describes in detail the City’s twenty-one (21) emergency functions as well as highlights the roles and responsibilities of each service involved in completing the tasks.

 

Table 8 lists the acronyms that are used in the Emergency Functions descriptions.  Table 9 describes all specific Emergency Functions to be accomplished for the City of Ottawa. 

Table 8:  Acronyms

Acronym

Service / Department / Branch / Unit

All

All Services

By-law

By-law and Regulatory Services

CCS

City Clerk and Solicitor Department

Comm

Corporate Communications Department

CSSD

CSSD/Housing

Community and Social Services Department

§  Social Housing and Shelter Management

ESD

ESD/SWO

ESD/WWO

ESD/DWO

ESD/CUST. SVC

Environmental Services Department

§  Solid Waste Operations Branch

§  Wastewater and Drainage Operations Branch

§  Drinking Water Operations Branch

§  Customer Services Branch

ESS

Emergency Social Services

FIN

Finance Department

Fire

Ottawa Fire Services

FLS

French Language Services

HR

Human Resources Department

ISD

Infrastructure Services Department

ITS

Information Technology Services

ODP

ODP/3-1-1

ODP/CSC

Organizational Development and Performance

§  3-1-1

§  Client Service Centres

OPH

Ottawa Public Health

Paramedic

Ottawa Paramedic Service

PGM

PGM/BCS

PGM/Rural

Planning and Growth Management

§  Building Code Services

§  Rural Services

Police

Ottawa Police Service

PRC

Parks, Recreation and Cultural Services

PW

PW/Fleet

PW/OETS

PW/PBGOM

PW/RTOM

Public Works Department

§  Fleet Services

§  Operations Engineering and Technical Support

§  Parks, Buildings and Grounds Operations and Maintenance

§  Roads and Traffic Operations and Maintenance

SEM

SEM/Security

SEM/OEM

Security and Emergency Management

§  Corporate Security

§  Office of Emergency Management

 

Transit

Transit Services

 

 

Table 9:  Emergency Functions

 

Page

Administration / Logistics / Information Technology

29-31

Potable Water

32-33

Feeding

34-36

Clothing

37

Lodging

38-39

Hygiene and Public Health

40-42

Health Care Services

43-44

Care of the Deceased in a Mass Casualty Incident

45-46

Evacuation / Shelter-in-Place

47-49

Search and Rescue

50-52

Transportation

53

Information Sharing

54-55

Supply

56

Access Routes and Traffic

57

Energy

58

Communication and Infrastructure

59-60

Technical Inspections

61-62

Environment

63-64

Hazardous Material

65-66

Fire

67

Peace and Order

68-69

 

Each function clearly describes the actions required to accomplish this function and which service is responsible.  Information on functions and tasks is given in separate tables for each function.  The Role column indicates what role the service in question has taken:  Responsible, Partner or Support.

Service Roles in Functions and Tasks

R

Responsible

Responsible for the co-ordination necessary for the implementation of the function or task

P

Partner

Critical stakeholder for the implementation of the task

S

Support

Service / Department / Agency

 

Administration / Logistics / Information Technology

Function/

Task

Dept/

Service

Role

Action

Administration/

Logistics/

Information Technology

All

R

All departments/services are responsible to ensure human, material, technological and financial resources, as well as administrative and legal affairs for emergency operations, are managed in accordance with established procedures wherever and whenever possible. This function highlights the services that are integral in most emergencies and that all City services and departments will need to access before, during and after emergencies.

Emergency Notification

 

(Cross reference Part 4 Emergency Notification Procedures)

SEM/

OEM

R

The OEM Duty Officer is responsible for issuing notifications to Service Duty Officers.

All

R

All Service Duty Officers will notify the OEM Duty Officer when Enhanced Thresholds are met (See Part 4 of Plan) or when faced with a situation that may escalate.

All

P

On-Call Service Duty Officers must respond to all notifications without delay and confirm receipt.

Emergency
Activation

SEM/

OEM

R

OEM will activate part or all of the City’s Emergency Management Plan and open the City of Ottawa Emergency Operations Centre to address the emergency.

Debriefing

SEM/

OEM

R

Co-ordinate the post-emergency corporate debriefing process.

Finance

FIN

R

Financial Services will identify a special emergency account for related claims made in a declared emergency. Financial Services will also identify appropriate accounting processes.

FIN

R

Payroll Unit will provide assistance to log, track and compensate for staff time worked supporting the emergency. The process will address potential remuneration scenarios affecting various levels of employees and potential situations.

SEM/

OEM

P

OEM will advise involved departments to submit costs that are relative to the emergency situation.  OEM will also validate the claims, while Financial Services will process and send them to the Province.

Legal

CCS

R

To provide legal advice and services during a declared emergency.

All

S

All services are to follow appropriate policies and procedures during an emergency and seek legal advice when pertinent.

Inquiry Tracking and Reporting

ODP/

3-1-1 and CSC

R

Main record keeper of number and type of internal and external inquiries related to the emergency and providing this information back into the Corporation (e.g. concerns of citizens, developing trends, etc).

All

S

All involved services/departments are to maintain a log documenting all inquiries relating to the emergency.

Police

S

The Police will provide support in keeping records and reporting on events related to Police occurrences or to areas where they are provide assistance.

Security

SEM/

Security

R

To make provision for the security of persons and assets located at City facilities and sites in the event of an emergency.

Police

P

The Police would assist in keeping the peace at buildings or locations.

By-law

S

By-law and Regulatory Services can assist by providing personnel for security purposes.

Human Resources

HR

R

Assist with verification of credentials for professional volunteers, as may be required.

Fleet Services

PW/

Fleet

R

Provide safe and operational City of Ottawa vehicles for essential prioritized services. Provide fuel in emergencies as prioritized by the Emergency Operations Centre Control Group.

Facility Management

PW/

PBGOM

R

Provides property management for City owned and operated facilities.  Sustains facility plants, pools and arena operations.  Provides custodial services, maintenance and minor repairs to facilities, facility contract management services, partial and complete plant/facility closure.  Maintains structural/floor plans, monitors facilities and properties for environmental risk.

Scribing

CCS

R

Responsible for providing scribe services, as requested through the Emergency Operations Centre Control Group.

Printing and Mail

CCS

R

Provides printing and mail support.

Emergency Council Meetings

CCS

R

Provides support for emergency Council Meetings

Translation

FLS

R

Provides translation support.

Communication

Comm

R

Provides content development, support and dissemination of information through the appropriate channels, as requested.

All

P

Will assist in the content development and the dissemination of information relating to the emergency.

ODP/

3-1-1 and CSC

P

Provides the means to disseminate information provided by Corporate Communications.

Information Technology

ITS

R

Provides information technology services in support of City services to meet emergency service delivery.

ITS/Protection of Existing Infrastructure

ITS

R

Ensures the protection of the existing technical infrastructure by ensuring that critical IT equipment is housed and maintained within City of Ottawa data centres that are safeguarded with the appropriate physical, environmental and logical measures.

SEM/ Security

S

Will make provisions for the appropriate physical security measures for the data centres.

ITS/Support Emergency Services IT Requirements

ITS

R

Ensures the availability of emergency IT services by maintaining the ITS Department Emergency Management Plan.

ITS /Data Security

ITS

R

Ensures the security of data through the ongoing application of risk management processes to maintain the confidentiality, integrity and availability of City of Ottawa information assets to the degree both human and financial resources are available

SEM/ Security

S

Corporate Security will make provisions for the appropriate physical security measures.

Co-ordination of Volunteers

PRC

R

Will establish a mobilization and communication plan with community stakeholders to work together to mobilize volunteers in case of a declared disaster or influenza pandemic or large-scale emergency situation requiring the support of volunteers.   

 

 

Potable Water

Function/

Task

Dept/ Service

Role

Action

Potable Water

ESD

R

To provide drinking water to all of its customers including those that are affected by activities stemming from routine maintenance and repairs of the water system. 

Water Production/ Treatment

ESD

R

To produce/treat water within or exceeding the current regulated standards.  To monitor the water quality to ensure it is potable.  To notify the appropriate contacts if the water is, or is suspected to be, contaminated, or if for any reason water that could be distributed does not meet the current standards.

OPH

P

Upon receiving notification from ESD personnel that there may be a suspected problem with the potable water supply, OPH will assist ESD personnel by issuing boil water advisories, or drinking water advisories until corrective measures are taken.  OPH will also assist in rescinding such advisories. OPH will provide messaging for health risk communications to those directly affected and the public.  

Water Distribution Network

ESD

R

To maintain and secure, all portions of the water distribution network (filtration plants, pumping stations, elevated storage tanks) that could reasonably be secured to ensure the safe and reliable access to potable water.  To maintain the appropriate pressure to ensure hydrants have fire suppression capability.  To monitor water quality within the system to ensure water is potable.  To notify the appropriate contacts if the water is, or is suspected to be, contaminated, or if for any reason water that could be distributed does not meet the current standards.

OPH

P

OPH can offer support to ESD by providing risk communication, boil water advisories and drinking water advisories, as necessary, under the authority of the Medical Officer of Health.  OPH can also provide ongoing consultation and risk communication regarding when the advisory can be lifted.  OPH can act as a liaison with the Ontario Ministry of Health and Long-Term Care and the Ontario Ministry of the Environment.  OPH can provide specific guidance to food premises, high-risk premises serving vulnerable populations, swimming pool, and spa operations on mitigation of risk in their unique situations.

Alternate Water Procurement and Distribution

ESD

R

With appropriate partners ESD will identify and communicate the need for, alternate supplies of drinking water, where the emergency situation is greater than what the Department is able to normally coordinate (small areas of the distribution system affected by normal maintenance and repairs).  The water from the five (5) communal well systems may be available for the Central System depending on the nature of the emergency.

FIN

P

In the event potable water is not available, staff in Supply Management will work with ESD in the purchase of bottled water.

OPH

S

An order (or directive) from the Medical Officer of Health can be issued to provide an alternate source of potable water based on a potential health hazard.  OPH ensures adherence to provincial guidelines on bulk potable water transport.

ESS/

PRC

S

Could provide assistance by offering Community Centres or Emergency Reception and Lodging Centres as potential depots for water.

Fire

S

Fire Services will allow some or all of the Fire Station locations to be used as distribution outlets, if required.

SEM/

OEM

S

OEM can assist with the procurement of bottled water through mutual aid or agreements with Emergency Management Ontario.

By-law

S

By-law and Regulatory Services could assist in the monitoring the distribution of bottled water.

PW/

PBGOM

S

PBGOM would assist in the set up of potable water distribution centres at City facilities.

IPS/ Security

S

Corporate Security will provide appropriate security measures for distribution sites.

 

 

 

 

Feeding

Function/

Task

Dept/ Service

Role

Action

Feeding

ESS

R

Emergency Social Services is responsible for establishing standardized procedures, processes and protocols with City departments and services to ensure access to a safe and appropriate food supply for responders in emergencies and the co-ordination, management and provision of food to people affected by the emergency.

Food Supply Chain Maintenance

ESS

R

Necessary measures implemented to ensure that food and water are made available to affected people.  NOTE:  Electricity or an alternate source of energy may need to be procured in order to ensure that the food being supplied is maintained according to recognized standards during storage, preparation and delivery.  In preparation for emergencies, advance arrangements may need to be made with local transportation companies and energy providers to ensure that the food supply chain is maintained.

FIN

P

Supply Management will work with ESS in determining the requirement for food supplies. Purchasing staff will source and ensure consistent delivery at the frequency necessary to meet the requirements.

PW/

Fleet

P

Material Management staff will be available for warehousing operations.  Sourcing, delivery, storage and distribution will be addressed for each of the food types.

Police

S

Provide escort for transportation of food if safety and security is an issue.

OPH

P

OPH will help to ensure that the food supplied is from a safe source and is maintained in a safe condition during storage, preparation, delivery and service.  OPH can also assess food donations received from major food suppliers/corporations to ensure their safety.

By-law

S

When food is required, By-law and Regulatory Services supports ESS with identifying City inspected and licensed food vendors.

Mass Feeding

 

(Cross reference with Hygiene and Public Health and Heath Care Services)

ESS

R

Co-ordination and management of the preparation and delivery of food to people affected by the emergency (e.g. evacuees and/or quarantined individuals, emergency response personnel, and volunteers).

OPH

P

To oversee food safety issues inherent in the large-scale production and preparation of food items (e.g. precautions necessary including adequate and available refrigeration capacity) for preparing and preserving mass quantities of perishable food items.

By-law

S

When food is required, By-law and Regulatory Services supports ESS with identifying City inspected and licensed food vendors.

Feeding Responders

ESS

R

Establishing standardized procedures, processes and protocols to ensure access to safe and appropriate food supply for responders in emergencies.  Through Memo of Understanding with various service providers, the procurement and distribution of food will be co-ordinated and implemented by affected City departments.

By-law

S

When food is required, By-law and Regulatory Services supports ESS with identifying City inspected and licensed food vendors.

Procurement

of Food

ESS

R

Ensure that standard protocols and procedures are established in conjunction with respective departments to ensure an adequate supply of food is available for procurement and distribution to evacuees and responders in an emergency.

OPH

P

OPH will inspect the food provisions to ensure that temperature control requirements are maintained during food transportation and distribution to various sites.

FIN

P

In the event that food is required, Supply Management will work with ESS in the sourcing of the necessary food.

By-law

S

When food is required, By-law and Regulatory Services supports ESS with identifying City inspected and licensed food vendors.

PW/

PBGOM

S

PBGOM will set up food distribution centres at City facilities.

Pet Care

By-law

R

By-law and Regulatory Services Branch, with the support of ESS, will make the necessary arrangement for the care of pets.

ESS/ CSSD

 

 

S

 

 

If there is a need to arrange for the feeding of pets in an emergency, Personal Services (CSSD) can assist By-law and Regulatory Services.

Livestock Care

PGM/

Rural

R

Rural Affairs Office will assist in identifying appropriate locations for the care and feeding of livestock in the case of an emergency.

PW/

Fleet

S

Responsible for providing vehicles.

 

 

Clothing

Function/

Task

Dept/ Service

Role

Action

Clothing

ESS/

CSSD

R

Personal Services (CSSD) is responsible for providing clothing and blankets to persons affected by the emergency or disaster until regular sources of supply are available. Personal Services (CSSD) will co-ordinate the primary tasks of procurement and distribution of clothing and blankets.

Procuring Needed Clothing

and Blankets

ESS/

CSSD

R

Through an agreement with the OEM, blankets will be procured according to the needs of the emergency.  Through a Memo of Understanding, external service providers will assist the City by providing supplies of emergency covering and clothing.

SEM/

OEM

P

OEM has an agreement with Emergency Management Ontario and the National Emergency Stockpile System (Warehouse) for the provision of blankets for the City of Ottawa in an emergency. OEM will make the necessary arrangements to obtain these blankets.

FIN

P

Supply Management will source and acquire the necessary clothing and blankets as requested by ESS.

Distribution of Clothing

ESS/

CSSD

R

Appropriate clothing will be issued to persons in need, as required.  Persons in need of clothing will report to designated Emergency Reception and Lodging Centres to have their clothing needs addressed.

PW/

Fleet

S

Responsible for providing vehicles to assist in pick-up and delivery of clothing and blankets.

PW/

PBGOM

S

PBGOM will assist in the set-up of clothing distribution and collection centres at City facilities.

SEM/Security

S

Corporate Security will provide appropriate security measures for distribution sites.

Disaster Relief Assistance

ESS/

CSSD

R

Personal Services (CSSD) will provide disaster relief to any affected individual who is able to demonstrate need in accordance with applicable legislation.

 

 

Lodging

Function/

Task

Dept/ Service

Role

Action

Lodging

ESS/

PRC

R

Emergency Reception and Lodging (PRC) is responsible for identifying and setting up temporary emergency reception and lodging sites in the event of a declared disaster.  Hotels and motels may be contacted to determine if there are any vacancies available to house evacuees on a temporary basis. Pre-identified high schools, city-owned buildings and/or public facilities might also be opened for the purpose of emergency accommodations.

Lodging Facilities Inventory

ESS/

PRC and Housing

R

Emergency Reception and Lodging (PRC and Housing) is responsible for maintaining an updated inventory of Emergency Reception and Lodging Facilities, including a list of hotels and motels.

PW/

PBGOM

P

Liaises with the Emergency Reception and Lodging Committee to keep the committee informed of which facilities are not available due to events, maintenance or other concerns.

Management of Lodging Facilities

 

(Cross reference to Hygiene and Public Health and Health Care Services)

ESS/

PRC

R

Emergency Reception and Lodging (PRC) is responsible for managing and ensuring the co-ordination of services within the emergency reception and lodging centre (e.g. food, clothing, registration and inquiry, personal services, security) and public health.

PW/

PBGOM

P

Is responsible for the provision of building maintenance and other landlord functions at the identified municipal emergency reception and lodging facilities.

SEM/Security

S

Corporate Security will provide appropriate security measures for emergency reception and lodging facilities.

Provision of First Aid Care

ESS/

PRC

R

When an emergency reception and lodging centre is opened, Emergency Reception and Lodging is responsible for ensuring that basic first aid care is offered to the sheltered population within the facility. Though a Memo of Understanding, the Canadian Red Cross will be the lead agency to provide basic first aid services.

Paramedic

S

When resources are available, Ottawa Paramedic Service will support the provision of first aid.

Procurement and Distribution of Cots

SEM/ OEM

R

OEM will make necessary arrangements to obtain cots for the Emergency Reception and Lodging Team.

ESS/

PRC

P

Cots will be procured and distributed to the designated emergency reception and lodging sites, though an arrangement with the OEM.

FIN

P

In the event that cots are required, Supply Management will work with ESS in the procuring of cots.

PW/

Fleet

S

Responsible for providing vehicles to assist in the pick-up and the delivery of cots.

Pet Care

By-Law

R

Health and safety considerations do not permit lodging pets in the same space with people (except for service animals).  Only certified service animals will be permitted in the Emergency Reception and Lodging Centres.  By-law and Regulatory Services, with the assistance of various animal rescue and recovery service providers, and the support of Personal Services (CSSD) will make the necessary arrangements for the care and housing of domestic pets.

ESS/ CSSD

P

If there is a need to arrange for lodging of pets in an emergency, Personal Services (CSSD) can assist By-law and Regulatory Services.

OPH

S

OPH will respond to issues regarding human/animal contact in Emergency Reception and Lodging Centres.

Temporary On-site

Shelter

ESS/

PRC

R

Emergency Reception and Lodging (PRC) will provide staff to manage temporary on-site shelters, and will staff the shelters according to needs.  

SEM/ OEM

P

OEM will assist in making the appropriate contacts for the provision of temporary on-site shelters by contacting appropriate providers (tent, buses, etc.).

SEM/ OEM

P

Through a Memo of Understanding, members of the Amateur Radio Emergency Service (ARES) can provide radio communication between the site(s) and the Emergency Operations Centre.

Transit

P

Provide buses for temporary on-site shelter.

 

 

Hygiene and Public Health

Function/

Task

Dept/ Service

Role

Action

Hygiene and Public Health

OPH

R

Under the Health Protection and Promotion Act (HPPA), OPH has responsibility for identifying and preventing, reducing, or eliminating health hazards and addressing communicable diseases.  The HPPA and the Public Health Emergency Preparedness Protocol under the Ontario Public Health Standards provide OPH with the responsibility of preparing for and responding to public health emergencies determined to be a health hazard, or as the result of a communicable disease.  OPH is responsible for:  interpreting and using population and environmental health surveillance data, responding to infectious diseases of public health importance, suspected rabies exposures, food safety and safe water issues, and manage health hazards.

Population Health Surveillance

OPH

R

OPH will identify unusual disease activity or an event that requires a focused response and containment strategies.  OPH will enhance the collection, analysis and dissemination of data that may be relevant for the prevention and control of an adverse health event (e.g., a communicable disease or environmental health hazard). 

Paramedic

S

When statistical trends or ongoing trends are identified, the Paramedic Service will report their findings to OPH.

Assessment of Vulnerable Population

OPH

R

OPH can conduct health risk assessments in the home, in the community and/or by telephone with populations who may be at elevated risk, as a result of the emergency.  Necessary follow-up actions on identified needs will be co-ordinated via the OPH team.  These actions may include liaising, referring and facilitating access to community resources.

Paramedic

S

When resources are available, paramedics may assist in health risk assessment teams.

Temporary Sanitary Waste Disposal

ESD/

SWO

R

To ensure the maintenance of sanitary conditions in order to prevent and eliminate potential health hazards.

OPH

P

OPH is responsible for monitoring the disposal of human and organic wastes to protect citizens from potential health hazards.

PW/

PBGOM

P

Will assist in arranging for portable toilet facilities, in the event that the nature of the emergency requires such, and will facilitate arrangement to have them pumped out regularly during an emergency.

Immunization/

Prophylaxis

 

OPH

R

OPH is responsible for organizing and managing mass immunization/prophylaxis (vaccines or antidotes, such as oral antibiotics, antivirals, potassium iodide) clinics that may be required as a result of a disaster/emergency event.  This includes identifying the site requirements for this purpose.

ESS/

PRC

P

Emergency Reception and Lodging Team will assist Ottawa Public Health by identifying and making the necessary arrangements for opening potential appropriate facilities for this purpose.

Paramedic

P

Paramedic Services may assist OPH in providing mass screening and immunization to the affected population.

HR

S

Occupational Health Consultants (OHN) may assist with immunization.

ITS

S

Provides technical support to OPH to ensure the security of the immunization database and application.

SEM/

Security

S

Corporate Security will provide appropriate security measures for immunization sites.

Isolation Facilities

 

(Cross reference Feeding and Lodging)

 

 

OPH

P

OPH will work in partnership with the medical community to determine the need for isolation facilities.  OPH may be asked to help assess the sites to ensure their suitability/appropriateness for isolation facilities.

Paramedic

P

Paramedic Services will follow appropriate isolation procedures and protocols while transporting patients to an established hospital recognized by the Ministry of Health and Long Term Care (MOHLTC).  Should a remote isolation facility be established, the Paramedic Service would require an exception and only transport to this new facility if the MOHTLC grants the exception.

ESS/

PRC

P

In the event that an isolation facility needs to be opened, Emergency Reception and Lodging Team (PRC) can assist OPH and the medical community in locating and opening a facility for this purpose.  Emergency and Reception Lodging Team will work with OPH and the medical community to help identify sites in terms of their suitability/appropriateness for isolation.

PW/

PBGOM

S

PW/PBGOM is responsible for ensuring that the required persons can access the storage location within city facilities and that those designated facilities are open and operating for the required use.

Security

S

Corporate Security is responsible for making security provisions at all facilities.

Management of

Communica-ble Diseases and Infectious Disease Outbreaks

 

OPH

R

OPH is responsible for the prevention and control of communicable diseases that are reportable and/or of public health importance.  Public health measures include public education on basic infection prevention and control practices, case management, contact management, immunization/prophylaxis, social distancing, developing clinical guidelines and tools, travel restrictions, and directing the safe disposal of persons who died, or were isolated because, of certain communicable diseases as outlined in the Disposal of Corpses section within Ontario Regulation 557 under the HPPA.

Paramedic

P

Should OPH require assistance, the Paramedic Service may supplement the needs for mass immunization within the City.

Fire

S

To make available, staff that is trained in protocol of IC/CD to work in support of OPH.

ESS/

PRC

S

Emergency Reception and Lodging Team (PRC) will work with OPH staff to implement the necessary precautions to prevent an infectious/ communicable disease outbreak.

Quarantine

 

(Cross reference Feeding and Lodging)

 

OPH

R

The Medical Officer of Health, or designate, is responsible for issuing quarantine/confinement orders under the HPPA.

Police

S

If the Medical Officer of Health issues a quarantine order, these orders may need to be enforced with the assistance of the Police.

ESS

S

ESS may need to offer support to the public who are quarantined.

 

 

Health Care Services

Function/

Task

Dept/ Service

Role

Action

Health Care Services

Paramedic

R

To provide pre-hospital medical care to citizens and visitors of the City of Ottawa and to provide medical care and rehabilitation to all emergency services and other City personnel.

Triage

Paramedic

R

To establish, maintain and provide medical sorting of casualties in a mass casualty incident, regardless of the location of the incident.  Paramedic Service will identify casualties in order of medical priority and those who possess the best chance of survival in all mass casualty incidents including Chemical, Biological, Radiological, Nuclear, Explosive (CBRNE) incidents.

Medical Assessment

Paramedic

R

Paramedics will re-evaluate already completed triage assessments done by other first aid providers. Paramedics will re-sort casualties in order of medical priority and identify those who possess the best chance of survival.

First Aid Care

Paramedic

R

Paramedic Service to co-ordinate provision of First Aid Care.

Fire

P

To provide first aid treatment at any emergency incident following well established procedures and protocols.

Police

S

Police members are trained in the use of automated defibrillators, CPR and First Aid, and would be able to provide assistance to members of the community in need of First Aid.

Medical Treatment

Paramedic

R

Paramedics will medically assess and treat casualties in order of medical priority, with a focus on treating those identified as the most critical and possessing the best chance of survival.

Casualty Transpor-tation

Paramedic

R

Paramedics shall transport only those casualties who are identified as the most critical and possessing the best chance of survival.  All other patients may be transported based on their level of medical priority.

Transit

P

Provide additional buses for transporting ambulatory casualties.

Psychosocial

Support

 

(Cross reference Disaster Psychosocial Plan)

ESS/ CSSD

R

Personal Services (CSSD) has a team available to respond to community crisis situations that can identify and assist persons/populations requiring psychosocial support.

HR

P

Human Resources shall provide appropriate counseling to staff, as required.  The City shall draw on its internal resources through the Employee Assistance Program (EAP) to provide the best possible service.

Fire

S

Fire Services will provide Critical Incident Stress Management (CISM) defusing and debriefing sessions, to support members of Fire Services.

Paramedic

S

Paramedic Service will provide Critical Incident Stress Management (CISM) defusing and debriefing sessions, to support members of the Paramedic Service.

Police

S

In the event ESS should require assistance with victims of crime or victims of a major event, the Police Victim Crisis Unit would be in a position to assist.  This unit  has trained staff to deal with crisis counseling.

OPH

S

OPH staff who have received psychosocial first aid training from the City of Ottawa may work with Personal Services staff at Emergency Reception and Lodging Centres to provide emotional support to disaster victims. Depending on the nature and the overall needs of the emergency, staff may also be deployed to provide support at the site location.

Provision of Personal Care Items

 

(Cross reference Feeding and Lodging)

ESS/

CSSD

R

Personal Services (CSSD) will provide personal care items to victims of a disaster.

 

 

 

Care of the Deceased in a Mass Casualty Incident

Function/

Task

Dept/ Service

Role

Action

Care of the Deceased in a Mass Casualty Incident

 

 

Police with Coroner

R

A mass casualty incident is defined when several persons die and the number of deaths exceeds the capabilities of the local resources.  Care of the deceased in a mass casualty incident is the responsibility of the Police and the Coroner’s Office. 

ESS/

PRC

P

The Emergency Reception and Lodging Team (PRC) will assist Police by identifying and making the necessary arrangements for opening potential appropriate facilities for this purpose.

SEM/Security

S

Corporate Security will provide appropriate security measures for identified sites.

Pronounce-ment of Death  in a Mass Casualty Incident

Police

R

At a disaster involving mass casualties, Police will liaise with the Office of the Coroner.

Paramedic

P

Pronouncement of death by the Paramedic Service may occur only through agreement and exemption by the Ambulance Act and established Policy and Procedures set out by the Regional Paramedic Program of Eastern Ontario (RPPEO) and direct communication with the Provincial Coroner.

Identification of the Deceased

Police

R

The Police have Forensic Identification Technologies capable of identifying deceased persons through fingerprints.  If fingerprints are not an option, DNA samples can be acquired for identification purposes.  In the event of a mass casualty stream, notification of next-of-kin will be the responsibility of the Police.

Paramedic

P

When on-site, paramedics may provide assistance with the identification of the deceased during the performance of their normal duties.

SEM/ OEM

S

OEM will assist with the acquisition of additional body bags, with the support of Emergency Management Ontario (EMO).

ESS/

CSSD

S

The Personal Services Team (CSSD) may provide assistance with death notification.

HR

S

Human Resources can assist by accessing and providing contact information to appropriate City staff to issue notification of death for any City staff. Employee Assistance Program (EAP) support will be offered to City personnel.

Temporary Morgue `

Police

R

Ottawa Police is responsible for the co-ordination of removal of human remains.

ESS/

PRC

P

TheEmergency Reception and Lodging Team (PRC) will assist Police by identifying and making the necessary arrangements for opening potential appropriate facilities for this purpose.

PW/

PBGOM

P

PW/PBGOM is responsible for ensuring that the designated city facility is open and operational.

SEM/ Security

S

Corporate Security is responsible for making security provisions at all city facilities.

Extraordinary  Burial or Cremation Measures

SEM/ OEM

R

In the event of a disaster in which there is a need for extraordinary burial measures or cremation, OEM will assist in co-ordinating the response for burial or cremation of the dead

PGM

P

Identify locations of potential properties for mass burials which:

i)     Can be reserved for this purpose in the long term by preventing its development and the development of conflicting uses on adjoining land 

ii)    Are appropriately located so as to minimize transportation 

iii)   Will minimize  conflict with current or planned adjacent land uses

iv)   Are outside areas identified by the Source Water Protection Plans, prepared by the Conservation Authorities, as being well head protection  or water intake areas

v)    Meet the requirements of the Cemeteries Act and any other applicable legislation, as required.

ODP/

CSC

P

ODP/CSC has the delegated authority under the Vital Statistics Act to issue burial permits and register the deaths.

Police

S

In the event of a mass burial or cremation and when security and safety is a concern, the Police will provide appropriate measures to keep the peace.

PW/

Fleet

S

PW will provide appropriate equipment, where needed.

ESS/

CSSD

S

Personal Services (CSSD) can assist in organizing a memorial mass and in co-ordinating the clergy for this purpose.

 

 

Evacuation / Shelter-in-Place

Function/

Task

Dept/ Service

Role

Action

Evacuation / Shelter-in-Place

 

 

 

Police

R

Responsible for overall co-ordination of evacuation and/or shelter-in-place activities. Depending on the nature of the emergency, the decision to evacuate or shelter-in-place will be site driven (decided and co-ordinated at the site) or Emergency Operations Centre driven (decided and co-ordinated from the municipal Emergency Operations Centre).  The criteria for this decision will depend on the event and will be based on the inherent risk of the emergency. Municipal subject matter experts and/or outside experts will be consulted in this decision-making process. The Medical Officer of Health can issue orders based on Provincial Regulation according to the Health Protection and Promotion Act.

All

R

To refer to the City of Ottawa’s Municipal Evacuation Plan.

Identification of  Evacuation Routes

PW/

OETS

R

When called on for assistance, PW/OETS will convene the Traffic Incident Management Group (TIMG) to assess an ordered evacuation and identify appropriate evacuation routes.  Refer to Evacuation Routes and Traffic Control in the Municipal Evacuation Plan.

Police

P

The Police would work in partnership with the City of Ottawa to identify, establish and maintain emergency evacuation routes.

ESS/

PRC

S

The Emergency Reception and Lodging Team (PRC) will support PW in the identification of evacuation routes (e.g. in highlighting designated Emergency Reception and Lodging Centres) and will also ensure continued delivery of emergency supplies, such as food and water, to these locations.

Shelter-in- Place

OPH

R

In the event that it is safer for the public to shelter-in -place, during or following an emergency, OPH will advise the public to shelter-in-place and recommend appropriate protective measures.

Fire

P

To provide direction and information on the best available means of protection of people through shelter-in-place procedures and the identification of those shelters.

PW/

PBGOM

S

PBGOM will set up City facilities identified as shelters.

SEM/

Security

S

Corporate Security is responsible for making security provisions at all city facilities.

Public Notification

Comm

R

Corporate Communications will co-ordinate, prepare and disseminate messaging and information material on behalf of the City and its partner agencies.

SEM/

OEM

P

Through a Memo of Understanding with the Amateur Radio Emergency Service, members can provide radio communication for the purpose of public notification.

ODP/

3-1-1

and CSC

S

3-1-1 and Client Services Centres will support the dissemination of key messages.

Fire

S

Notify the public of evacuation procedures through alternate means, such as loud speakers, public address systems and sirens.

Paramedic

S

Notify the public of evacuation procedures through alternate means, such as loud speakers, public address systems and sirens.

Police

S

Notify the public of evacuation procedures through alternate means, such as loud speakers, public address systems, sirens and door-to-door.

Reception and Lodging

ESS/

PRC

R

Emergency Reception and Lodging Centre(s) will be opened to receive disaster victims, to provide information about emergency help, to offer temporary care for unattended children, elderly women and men and to offer immediate emotional and physical support (e.g. water, food, warmth, temporary shelter).  Emergency Reception and Lodging Team (PRC) will contact the Canadian Red Cross to set up the Registration and Inquiry Service at the designated Emergency Reception and Lodging Centre(s).

PW/

PBGOM

S

PBGOM will help with the set-up of the Emergency Reception and Lodging Centre.

Tracking

ESS/PRC

R

Emergency Reception and Lodging Team (PRC) is responsible for maintaining a record of all persons who report to Emergency Reception and Lodging Centre(s) (including staff, volunteers, and emergency personnel).  The Emergency Reception and Lodging Team will also be responsible for setting up and operating a ‘Staff and Agency Registration’ desk in each Centre.  The Canadian Red Cross will be contacted to set up the Registration and Inquiry Service in designated Emergency Reception and Lodging Centre(s) to keep track of the evacuees.  If the evacuees plan to re-locate outside one of these centres, they will be requested to provide their co-ordinates to the Canadian Red Cross personnel for the purpose of tracking their whereabouts (e.g. in the event that relatives or friends outside of the City are attempting to contact or locate them).

Police

S

The Police will direct inquiries to the proper agency.

Health Risk Assessment and Referral of Persons in Emergency Reception and Lodging Centre(s)

OPH

R

OPH will conduct health risk assessments (as described in the Hygiene and Public Health function) to ascertain the clients suitability for remaining in the Emergency Reception & Lodging Centre.

 

 

 

Search and Rescue

Function/

Task

Depart/ Service

Role

Action

Search and Rescue

Fire

R

To provide the capability of a complete search and rescue program, including personnel, equipment and materials, to respond to any situation involving the extrication of citizens and visitors of the City from the place of danger to areas of relative safety.  These situations and circumstances may include, but are not limited to, structural collapse, water and ice rescues, confined space, high and low angle rope rescue and motor vehicle extrication operations.

Structure Search and Rescue

Fire

R

To safely extricate persons and animals from areas of danger caused by the structural collapse of buildings for various reasons or vehicles involved in collisions or upset.

Paramedic

P

Paramedics will provide medical monitoring and rehabilitation for responders and care of victims.

Police

S

In the event that a rescue is required in a building (structure), the Police would act in a capacity of a support role to provide perimeter security.

PW/

Fleet

S

Provide support in terms of heavy equipment, as required (i.e. front end loaders).

PGM

S

Provide knowledge/expertise on structures and provide building plans, if available.

Urban Search and Rescue

 

SEM/

OEM

R

OEM will activate the Urban Search and Rescue (USAR) Task Force.  The USAR Team will provide the coordination, development and maintenance of the rescue effort with resources to locate, extricate and provide immediate medical treatment to victims trapped in collapsed structures, and to conduct other life-saving operations.  The USAR Team will provide integrated, skilled urban/technical search and rescue units in situations where local emergency resources desire this assistance.  In addition to the above duties, the Team will co-operate and assist Federal USAR resources, when these are deployed to the same incident. 

Paramedic

P

Paramedics will provide medical monitoring and rehabilitation for responders and care of victims.

Police

S

In the event that a rescue was required in a building (structure), the Police would act in a capacity of a support role in providing perimeter security.

PW/

Fleet

S

PW would provide support in terms of heavy equipment, as required (i.e. front end loaders).

 PGM

S

Provide knowledge/expertise on structures and provide building plans, if available.

Wilderness/ Rural Search and Rescue

Police

R

The Police will perform the search and recovery of evidence and missing people.

Fire

P

To provide personnel and equipment to work under the direction of the Police Service.

Paramedic

P

Paramedics will provide medical monitoring and rehabilitation for responders and care of victims.

PW

P

To provide volunteer personnel and equipment to work under the direction of the Police Service.

Water and Ice Rescue

Fire

R

To safely extricate persons and animals from areas involving still and swift running water and from ice flows or from a combination of ice and water where the depth, temperature or velocity is a factor.

Paramedic

P

Paramedics will provide medical monitoring and rehabilitation for responders and care of victims.

Police

P

When requested, the Police will support Fire Services.

PW

S

PW would provide support in terms of trained volunteer personnel, as required, under the direction of Fire Services.

Confined Space and Rescue

 

(Cross reference Environment)

Fire

R

To safely extricate persons or animals from areas where space or access is restricted or where the atmosphere is at such levels that necessitates the use of self-contained breathing apparatus.

Paramedic

P

Paramedics will provide medical monitoring and rehabilitation for responders and care of victims.

ESD/

WWD

S

In the event that a body retrieval is sewer-related, ESD will play a support role through the provision of necessary drawing, documents etc

 PGM

S

Provide knowledge/expertise on structures and provide building plans, if available.

Body

Retrieval

Police

R

The Police will be responsible for the retrieval of deceased persons in cases of mass casualty events.

ESD

P

ESD will play a partner role through providing access, maps, etc. in the event that a body retrieval is sewer-related. ESD will play a support role if the retrieval is not sewer- related. ESD are trained in confined space entry, but not for rescue purposes, or to enter in an unsafe confined space.

Fire

P

To provide personnel and equipment under the direction of the Police Service.

Paramedic

S

To provide medical monitoring and rehabilitation for responders.

Missing People

Police

R

The Police will investigate missing persons in post-recovery activities.

Fire

P

To provide personnel and equipment under the direction of Police Services.

Paramedic

S

All vehicles are notified with the pertinent missing person information.

ESS/

CSSD

S

Personal Services (CSSD) will offer psychosocial support to the families of missing persons.

 

 

Transportation

Function/

Task

Depart/

Service

Role

Action

Transpor-tation

Transit

R

To provide emergency means of transportation for people.  This responsibility includes the transportation of emergency personnel, other City staff and the public at large, as necessary. This may also include the co-ordination of alternate means of transportation with the appropriate partner, if Transit resources are unavailable.

People Transpor-tation

Transit

R

Provide City of Ottawa bus, light rail, Para-Transpo, supervisor vehicles and resources and all other required vehicles for the emergency transportation of people.

By-law

S

Assist with identifying transportation sources through the City’s inspected and licensed transportation services (taxi and limousines).

Pet Transpor-tation

By-law

R

Co-ordinate with the Humane Society regarding best practice to transport pets.

PW/

Fleet

S

Responsible for providing vehicles.

Livestock Transpor-tation

PGM/

Rural

R

Rural Affairs Office will assist with identifying appropriate sites for relocation for livestock in the case of an emergency.

PW/

Fleet

S

Responsible for providing vehicles.

Goods

Transpor-tation

PW/

Fleet

R

Responsible for providing vehicles.

Police

S

For the purpose of goods transportation during emergency conditions, the Police would assist with keeping the peace, if required.

OPH

S

In the event that health-related goods need to be transported during an emergency situation (e.g. antibiotics, vaccines), OPH may assist with the arrangement and transportation of such goods.

By-law

S

Assist with identifying transportation sources through the City’s inspected and licensed transportation services (taxi and limousines).

 

 

Information Sharing

Function/

Task

Dept/

Service

Role

Action

Information

Sharing

Comm

R

To provide accurate, timely and co-ordinated information to residents, businesses, visitors, Council and employees during emergencies; to inform them of the City’s response; and inform them of what they can do to ensure their own safety and protection.

Public Information

Comm

R

Responsible for the co-ordination, preparation and dissemination of messaging and information material on behalf of the City and its partner agencies. Provides content development support.

ODP/

3-1-1

and CSC

P

Provide dissemination of information through 3-1-1 and CSC.

ITS

P

Provides technical support requirements as it relates to both internal (e-mail and intranet) and external communication channels, such as City’s website.

All

P

Will assist in the content development and the dissemination of information relating to an emergency.

Media Relations

Comm

R

Will work with the media to facilitate by providing fast and accurate dissemination of information to residents and immediate and regular information updates through a variety of tools including news conferences/interviews, e-mail and faxes, background briefings, advertisements and public service announcements. Will co-ordinate messages from their various partner agencies involved in the disaster and co-ordinate all media briefings.

ITS

P

Provides technical support as it relates to both internal Intranet and external communication channels, such as the City’s website.

All

P

All agencies will provide technical/contextual information to Corporate Communications.  Designate a spokesperson, as required.

Internal Commu-nications

Comm

R

Responsible for ensuring that the Mayor, Councillors and City employees have access to current, accurate and timely information.

ITS

S

Provides technical support as it relates to both the internal Intranet and external communication channels, such as the City’s website.

All

S

Every agency is to support Corporate Communications to ensure that accurate and up-to-date information about the emergency is disseminated to the City staff on a timely, regular basis.

Population Information Mapping

 

(Cross reference to Technical Inspections)

 PGM

R

Community forecasting and mapping provides population data (e.g. daytime and nighttime populations).  They also map their data for different types of buildings, socio-economic characteristics and land-use mapping.

PGM

R

Mapping and graphing provides specialized maps, complex analysis, data mapping, adds data to existing maps (e.g. private roads, different types of roads, waterways and flood plains).

 

 

Supply

Function/

Task

Dept/ Service

Role

Action

Supply

FIN

R

To address the current emergency needs by obtaining the required goods and/or services.

Emergency Suppliers Inventory

PW/

Fleet

R

Material Management, through the many stores and inventory sites, will make available all materials on hand to support other staff, authorized agencies and volunteers during the emergency.  Stores will also be made available to stock emergency supplies on a 24-hour basis.  Stores may also act as storage and transfer location as certain materials may be required at various locations in different quantities.

FIN

S

Purchasing has a regularly maintained database of all suppliers.

Emergency Purchasing Process

FIN

R

Purchases can be efficiently made through suppliers currently doing business with the City.  If necessary, new supply chains will be established with vendors depending on the material requirements and type and nature of the emergency.  Delivery and payment issues will also be addressed as part of the procurement process.

SEM/

OEM

P

OEM to liaise with Finance to make the necessary arrangements and follow the City’s procedures for emergency purchasing.

All

S

All services will comply with emergency purchasing procedures.

Donation Manage-ment

FIN

R

Finance will receive, record, and deposit cash donations on behalf of the City for emergency events. Through a Memo of Understanding with an external services provider, other types of donations can be received, stored and distributed as needed.

OPH

S

OPH will provide assistance to Finance for donation management, as appropriate, to assess food safety and safety of donated materials to ensure that their use will not result in a health hazard.

ESS/

PRC

S

Emergency Reception Lodging Team (PRC) will support corporate and community partners in managing donations that are delivered to Emergency Reception and Lodging Centres.

 

 

Access Routes and Traffic

Function/

Task

Dept/

Service

Role

Action

Access Routes and Traffic

PW/

RTOM  and OETS

R

To provide reliable access to roads and emergency routes.  This responsibility includes ensuring roads are passable and co-ordinating the easy flow of traffic during evacuations or large scale re-routing of traffic.

Clearing Roadways

PW/

RTOM

R

To clear and dispose of debris on roadways, to work with appropriate partners in the removal of dangerous items, such as live power lines, and to physically close roads when they are not passable and communicate the closures to appropriate partners.

Fire

P

To provide personnel and equipment under the direction of PW to help clear emergency routes and to access fire hydrants.

Modifying Traffic Infra-structure

PW/

RTOM

R

This responsibility includes providing advice on and co-ordinating the provision of the transportation network/infrastructure by modifying traffic infrastructure, such as traffic control signaling, street lighting, variable message signs, parking regulations, and/or traffic signs or regulations.

Physical Presence on Street Control

Police

R

Police will be responsible for the vehicular and pedestrian traffic on the streets and roads in the City of Ottawa, excluding any of the provincial highways.

By-law

S

By-law and Regulatory Services staff will support the Police, as required.

Traffic Manage-ment

PW/

RTOM

and OETS

R

Manage traffic by providing the safest and most efficient sustainable movement of people, goods and services and ensuring reliable access to roads and emergency routes.

Police

P

Police will assist PW with traffic management.

By-law

P

Arrange removal of parked cars, in co-ordination with the Police.

 

 

Energy

Function/

Task

Dept/

Service

Role

Action

Energy

PW

R

To work with external partners to co-ordinate reliable access to energy during an emergency. This includes co-ordination of alternative electrical supply when needed and monitoring current levels by liaising with energy providers.

Co-

ordination for the Provision of Alternate Electrical Supply

PW/

Fleet and PBGOM

R

Will procure and maintain generators and work with Supply and Fleet Services for the provision of fuel for City-maintained sites.  Fleet Services will also make sure that the hook-up connections are compatible.

SEM/OEM

P

OEM and the Emergency Operations Centre Control Group will identify alternative electrical supply and co-ordinate efforts with PW, who is responsible for co-ordinating the provision of alternate electrical supply.

Monitor/ Liaise with Energy Providers

 ISD

R

Liaising with the Utility companies as it relates to right-of-way issues.

SEM/OEM

P

Energy providers may be requested by OEM to send a representative to the City of Ottawa Emergency Operations Centre.

Prioritized Access to Available Energy

SEM/OEM

R

In conjunction with the Emergency Operations Centre Control Group and the energy supplier, OEM will identify and prioritize access to available energy.

PW/

Fleet

P

Fleet Services will allow access to City-controlled fuel sites, as determined by the Emergency Operations Centre Control Group.

OPH

S

OPH may be asked to provide information to energy utilities regarding the prioritization of energy supply to essential services and vulnerable populations in an emergency in order that there is a reduced risk of morbidity and mortality (e.g. hospitals, homes for the aged, long-term care facilities, etc.).

 

 

Communication and Infrastructure

Function/

Task

Dept/

Service

Role

Action

Communi-cation Infra-structure

ITS

R

ITS will be engaged to provide installation of cabling and the modification, maintenance, support and monitoring of the communication infrastructure, as required (Note: This does not include the two-way radio).  All departments/services are responsible to ensure the appropriate communications infrastructure (e.g. telephones, cellular phones, and teleconferencing) are in place to meet proper requirements of the emergency.

Corporate Radio System

SEM/

Security

R

Security will make provisions for maintaining the Corporate Radio System as the primary means of emergency communication.

Preserva-tion of Existing Equipment

ITS

R

Ensures the protection of the existing critical communication infrastructure equipment by either:

housing and maintaining within secure date centres located at key City facilities or safeguarding with the appropriate physical, and logical controls

SEM/OEM

P

OEM will ensure that all of the communication equipment in the Emergency Operations Centre (fax, telephones, radios, computers, televisions and AM/FM radios) are in working in order at all times.

Provide Secure Alternate Means of Communi-cation

ITS

R

Co-ordinates the procurement of alternate telecommunication services and equipment through its existing service level agreements with its primary and secondary suppliers.  ITS has individual agreements with its respective suppliers regarding after-hours support.

SEM/OEM

P

Through a Memorandum of Understanding with the Amateur Radio Emergency Service, the members can provide a secure means of radio communication.

IPS/

Security

P

Corporate Security will ensure the alternate function of the Radio System.

Fire

S

Fire Services will (if possible and practical) provide support in securing an alternate means of communications during an emergency situation.  This communication may be a designated radio channel, if normal telecommunications fail, or providing radios.

Paramedic

S

Paramedic Central Ambulance Communication Centre (CACC) has a provincial inter-agency channel with the Ministry of Health and Long Term Care.  This system can only be used by paramedics.

Police

S

Could provide support in through an alternate means of communications during an emergency situation.

PW

S

Will (if possible and practicable) provide support through an alternate means of communications, during an emergency situation.  This communication may be a designated analogue radio channel, if normal telecommunications fail, or providing additional radios.

Priority Access Dialling

 

SEM/OEM

R

The Priority Access Dialing (PAD) program identifies telephone lines that are essential during emergencies and protects them in times when the telephone system becomes overloaded.  OEM is responsible for gathering key telephone numbers for the City of Ottawa and entering these numbers into the PAD website.  The telephone numbers to be protected are identified by representatives of the City of Ottawa departments and partners.  Industry Canada, Bell Canada and Emergency Management Ontario assist the OEM in obtaining priority dial tone service from telecommunications service providers.

All

S

Pre-identified telephone lines for all services will be designated for priority access dialing purposes and a list of these telephone numbers will be provided to OEM.

Manage the Municipal Telecom Network

ITS

R

Co-ordinates the management and maintenance of the wide area and local area networks to ensure voice and data connectivity between City facilities.

SEM/OEM

S

Ensures that the telecom network is working in the Emergency Operations Centre and reports any problems to ITS.

 

 

Technical Inspections

Function/

Task

Dept/

Service

Role

Action

Technical Inspections

PGM

R

To work with the appropriate partners to identify the need for inspections and to co-ordinate the implementation of technical inspections, as required.

All

R

All services/departments are responsible for co-ordinating technical inspections with PGM.

Road, Bridge and Infra-structure Assess-ments

 

(Cross reference to Commu-nication and Infrastructure)

PW/

RTOM

R

Evaluate municipal roads and above-ground infrastructure to assure their continued operation  and to arrange closure.

ISD

R

ISD coordinates the assessment of the structural conditions of bridges to assure their continued operation.

Fire

S

To provide personnel, equipment and advice in support of PW.

PGM

S

Provide any maps or data (e.g. spatial analysis, thematic mapping, raster analysis, etc…) that could be of value.

Building Assess-ments

PGM/

BCS

R

Identify buildings and designated structures covered by the Building Code Act that have been rendered unsafe due to a catastrophic event and to direct the property owner to undertake a review and assessment of conditions and to submit reports to the City.

ISD

P

ISD would assess construction sites under its control.

ISD

P

ISD is responsible for assessing all City sites and facilities from the perspective of the corporate landlord.

Fire

P

To provide personnel, equipment and advice.

Fire Code

Fire

R

Undertake assessments of compliance to the Ontario Fire Code.

PGM

S

Provide technical interpretive support on structural sufficiency assessments for Ontario Fire Code compliance.

Providing Food Quality Control Measures

OPH

R

OPH is responsible for supervising and monitoring water and food supplies to prevent the occurrence of serious disease outbreaks during a disaster situation.  OPH will ensure that appropriate food safety precautions are implemented during the storage, transportation and delivery of food provisions.

ESS/

PRC

S

To support OPH in their role of ensuring that food safety measures are carried out, (particularly as these precautions apply to the Emergency Reception and Lodging Centres or where food is distributed to individuals affected by the emergency).

Air Quality Monitoring (Building)

Fire

R

Will monitor internal air quality for specific airborne hazards.  To provide personnel and equipment from the HAZMAT (Hazard Materials) Response Team.

OPH

P

Will assist Fire by interpreting the results of air quality monitoring and provide information on the health risk posed and recommend any necessary interventions.

PW/

PBGOM

P

Responsible for the air quality of City buildings and has measures in place to ensure that the air quality is within legislated parameters; otherwise the facility will be closed.

HR

S

Occupational Health and Safety will provide personnel and technical advice to assist Fire in monitoring air quality in buildings.

Pre-occupancy Inspections

PGM/

BCS

R

Directs property owners to submit engineering assessments of condition of buildings or designated structures and reviews the engineering assessments and provides direction as to occupancy.

OPH

P

OPH, in conjunction with other partners, can provide information to assist citizens accessing premises prior to re-entry to ensure that adequate remedial measures have been taken to abate any health hazards. They also assist in evaluation of high-risk public buildings where inspection activities are mandated under the Health Protection and Promotion Act.

 

 

Environment

Function/

Task

Dept/

Service

Role

Action

Environ-ment

ESD

R

To manage natural environment risks by delivering basic programs, services and public utilities, ensure communication between the City of Ottawa and the public about interests at risk and protecting the components of the critical infrastructure managed by the department.

Water Quality Monitoring

ESD/

WDO

R

To monitor surface water quality, arrange for additional drinking water sample testing at contracted labs, and notify the appropriate contacts if the water is or is suspected to be contaminated or if any reason water that could be used by the public could be harmful to the public via drinking, etc.

OPH

R

OPH will receive and respond to reports of adverse drinking water on drinking water systems governed under the Health Protection and Promotion Act or the Safe Drinking Water Act.  OPH will provide information in the interpretation of water analysis reports, as well as information on potential health effects and appropriate response to adverse results or adverse observations.

Wastewater Manage-ment

ESD/

WDO

R

Following standard operating procedures as they pertain to wastewater and drainage monitoring. Disconnecting essential services to avoid hazardous situations such as bypassing sewage treatment and opening and maintaining drainage channels.

OPH

S

OPH can provide information and directives related to wastewater management.

Waste

Manage-ment

ESD/

SWO

R

Collect and dispose of non-hazardous waste. Manage landfill sites.

OPH

P

OPH will support and provide consultation to PW and other partners regarding emergency waste management strategies to ensure that health hazards are mitigated.

Atmo-spheric

Monitoring

Fire

R

To provide personnel and equipment to monitor the air quality in buildings and surrounding areas for contamination.

OPH

P

Will assist Fire by interpreting the results of air quality monitoring, provide information on the health risks posed, and recommend any necessary interventions.

ESS/

PRC

S

The Emergency Reception and Lodging Team (PRC) will provide support in the event there is a need to open up a temporary Emergency Reception and Lodging Centre.

Site Protection and Cleanup

 

PW/

RTOM

R

To confine and contain floodwater by distributing sand and sandbags to residents, constructing  temporary dykes and sandbaging at the direction of the Emergency Operations Centre Control Group.  To clear and dispose of debris and non-hazardous waste at an emergency site, as deemed necessary.

Fire

S

To provide personnel and equipment to protect the site through dykes and barriers, in addition to the protection of exposures for the site itself through the use of water streams or salvage operations. 

OPH

S

Provides consultation to other partners during the clean up process to ensure health hazard abatement.  When the resulting emergency poses a health hazard, the OPH team enforces the Health Protection and Promotion Act to ensure that the emergency site is cleaned up promptly in order to mitigate risk.

PW/

PBGOM

P

PW/PBGOM has made provision at facilities for the proper disposal of waste.  In the event of a site being used for a special application (e.g. morgue, injection site,) it is expected that the service responsible for the special application will work with PW/PBGOM to ensure that the required provisions for waste disposal, environment protection and site clean up are in place.

SEM/

Security

S

Responsible for making security provisions at all facilities.

Weather Forecasting

PW/

RTOM

and OETS

R

To work with external partners, such as Environment Canada and Conservation Authorities, with our Advanced Road Weather Information System infrastructure to assist the City by having the most accurate picture possible of future and current weather systems.

Land Stability Monitoring

PGM/

BCS

R

Identify unstable lands rendered unsafe due to a catastrophic event and undertake a review and assessment of conditions and submit reports to the City.

PW

S

PW could provide support in terms of flooding information.

 

 

Hazardous Material

Function/

Task

Dept/

Service

Role

Action

Hazardous Materials

Fire

R

To identify, contain, recover and make arrangements for disposal of any hazardous material as defined by Canadian Laws and Regulations.  By example, this means any substance or material in any form or quantity that poses an unreasonable risk to safety and health and has the potential of causing harm to people, property or the environment.  This function also includes the decontamination of anyone who has come in contact with a hazardous substance.

Paramedic

P

To provide medical monitoring and rehabilitation for responders and care of victims.

Hazardous

Material

Identi-fication

(Cross reference CBRNE Plan)

Fire

R

To provide an accurate and timely identification of a hazardous substance or unknown product.

OPH

S

Once a potentially hazardous material has been identified, OPH will assist Fire by providing information on the health risk posed and recommend any necessary interventions.

Police

S

The Police would support the HAZMAT (Hazardous Materials) Team.

People Decon-tamination

Fire

R

To provide an acceptable method of removing or neutralizing contaminants from all those exposed at the scene to preclude the occurrence of foreseeable adverse health effects outside of the contaminated area.  This may include possible decontamination options, such as absorption, adsorption, chemical degradation, dilution, neutralization or solidification.

Paramedic

P

Paramedic Services will provide the medical monitoring and treatment of citizens and responders being decontaminated.

Transit

S

Will provide buses for shelter, after decontamination.

OPH

S

OPH will provide health support, advice and follow up to victims, hospital staff, and HAZMAT responders.

ESS/

CSSD

S

Personal Services (CSSD) will provide psychosocial support to individuals affected by the hazardous material event.

Product

Contain-ment

Fire

R

To provide safe and adequate containment of the released product until it is completely recovered and placed in appropriate containers.

PW/

RTOM

P

RTOM will assist with providing decontamination products, such as sand, to ensure the product does not spread.

Product Recovery and Disposal

PW/

RTOM and

PBGOM

R

To organize the use of appropriate contractors to ensure the safe recovery of the hazardous material. To fill out any appropriate documentation for the Ministry of Environment and to follow up on charges if they apply to the company/person responsible for the spill.

Fire

P

To provide safe and adequate containment of the released product until it is completely recovered and placed in appropriate containers.

PW/

PBGOM

P

Will, upon notification of a HAZMAT situation, assist by ensuring that 9-1-1 has been notified, securing the facility perimeter and evacuating the facility, as required.

 

 

Fire

Function/

Task

Dept/

Service

Role

Action

Fire

Fire

R

To provide means of timely and effective fire suppression in both urban, rural and wildland settings by involving a series of tasks that include, but are not limited to search and rescue, exposure protection, confinement, extinguishments (offensive and defensive operations), ventilation, property conservation and overhaul.

Structural Fire

Fire

R

To provide the means of fire suppression which would accomplish many, if not all, of the following tasks:  command of the incident; application of water in appropriate quantities and the provision of adequate water source for the application; ventilation of smoke and other hazardous products of combustion from the fire area to the outside; search and rescue of fire victims; forcible entry; control of utilities and salvage; and other property conservation operations.

Paramedic

P

Paramedic Services possess the unique skills for the medical monitoring, understanding of environmental effects on human pathophysiology and the ability to perform medical rehabilitation of allied agencies. The Service also possess the ability to interpret the medical findings of their assessments and must make recommendations to allied agency safety officers on the physical well-being of an individual and their ability to continue in the performance of their duties.

Police

S

Police will secure the area in and around the fire scene and provide traffic control for the area.

Wild Land Fire Suppres-sion

Fire

R

Provide the means of fire suppression in wildland areas where suppression strategies range from:  prompt control at the smallest acreage possible, to containment using a combination of fire line and natural or constructed features, to merely ensuring that the fire remains confined to a defined geographical area.

Paramedic

P

Will provide medical monitoring and rehabilitation for responders and care of victims.

Police

S

Will secure the area in and around the fire and will provide traffic control.

 

Peace and Order

Function/

Task

Dept/

Service

Role

Action

Peace and Order

Police

R

Responsible for keeping the peace and order within the City of Ottawa.

Public Order

Police

R

Ensure that there are adequate resources available to provide a safe environment.

Paramedic

P

Specially trained paramedics will work with Public Order Units to provide medical care and rehabilitation during deployment.

Fire

S

Provide personnel and equipment to aid in the protection of Police Officers and property, under the direction of Police.

PW/

RTOM

S

Provide barricades/Jersey Barriers.  Provide access to traffic cameras for monitoring traffic.

By-law

S

Provide personnel to support Police, under the direction of Police.

SEM/

Security

S

Corporate Security will provide support, as required, at a City facility.

Crowd Manage-ment

Police

R

Police will provide adequate resources for crowd management.

Paramedic

P

Provide rehabilitation to Police personnel and allied agencies during deployment.

Fire

S

Provide personnel and equipment to aid in the protection of Police Officers and property, under the direction of Police.

PW/

RTOM

S

To provide barricades/Jersey Barriers.

By-law

S

To provide personnel to support Police Officers, under the direction of the Police.

SEM/

Security

S

Corporate Security will provide support as required, at a City facility.

Crime Scene Invest-igation

Police

R

Police will be responsible for conducting any criminal investigation.

Fire

P

Provide fire investigation services in conjunction with Police.

Paramedic

S

Provide body removal from public areas, if ordered by the Coroner.

PW/

RTOM

S

Provide barricades/Jersey Barriers.

PW/

RTOM

S

Provide access to traffic cameras for monitoring traffic.

OPH

S

OPH will support and comply with the directives of the Police with regard to the handling of clothing or items that may have been contaminated as a result of a hazardous materials event and may be used as evidence during a criminal investigation to ensure that the chain of evidence is maintained.

PW/

PBGOM

S

Provide personnel and materials to seal off City properties that have been damaged by a disaster.

By-law

S

Provide personnel to support Police Officers, under the direction of the Police.

SEM/

Security

S

Corporate Security will provide support as required, at a City facility.

 

PART 9:  POST EMERGENCY

 

This section illustrates the following activities that occur following each emergency event:

1.    Demobilization

2.    Debriefing

3.    Reporting

 

9.1       Demobilization

 

It is the responsibility of the Demobilization Unit in the Planning Section (IMS) to develop a Demobilization Plan that will assure controlled, orderly, safe and efficient demobilization of incident resources.  The Incident Commander is always the last to be demobilized; however, it is the responsibility of the Demobilization Unit to ensure that all the tasks associated with demobilization are complete and reported to the Incident Commander.

 

9.2       Debriefing Procedures    

 

To continuously improve in the response process, it is particularly important that all services involved (management and responders) hold debriefing sessions.  Thus, intra- and inter-organizational debriefing sessions should be held in order to learn from the event and enhance the safety of people, environment and the property of the City of Ottawa.

 

Debriefing sessions should strive to:

 

·         Define the situation to which the City has been exposed

·         Identify the prevention and mitigation measures which could have been more effective for a particular situation

·         Identify difficulties encountered

·         Gather necessary information for entries in the responder’s logbook

·         Measure the efficiency of the response and identify potential improvements

·         Gather necessary information for completion of the final report.

 

Table 10 provides a quick summary of debriefing session objectives.

 

Table 10: Debriefing Sessions

 

EARLY DEBRIEFING

LATE DEBRIEFING

WHEN

Held within minutes or hours following the event (less than 36 hours)

Held within days following the event

(less than 72 hours)

LENGTH

30 to 60 minutes

 1 to 3 hours

OBJECTIVE

- Allow smooth transition from the event

- Take a step back to analyze the situation

- Share experience

- Express emotions and frustrations

- Exchange information on response activities and the evolution of the event

- Discuss successes and difficulties encountered

- Analyze the events and actions

- Take a step back for a fresher look on the events

- Identify success factors

- Identify possible improvements

- Establish follow-up mechanisms for the events

- Gather the required information for the production of an event report

 

9.3       Reporting Procedures

 

A report will be completed by representatives from every service involved and will be provided to the Community Emergency Management Co-ordinator (CEMC) within 30 days following the end of the response.  This report will include the evolution of the event, the decisions made, circumstances and difficulties encountered, areas for improvement and recommendations. These reports will be synthesized by the CEMC in a global report, which should be submitted to the Mayor within 60 days of the end of the response.  This report will be presented to the City Council seven working days after its submission to the Mayor.  Each event report will be kept in the general emergency management folder.  Findings from these reports will help maintain the City’s emergency management memory and will inform future risk assessment, changes to the emergency plan, and identify training and exercise needs.

 

(Note: Submitting reports to the Mayor will depend on the nature and size of the emergency.  All reports will be presented to the EOC Control Group members.)

 

Responder Logbook

 

The CEMC is responsible for keeping the responder logbook up-to-date.  Information regarding responders involved in emergencies should be found in this logbook.  Each Decision Centre representative will have to provide a list of employees involved in the response.  This logbook will contain information on the identity and the length of exposure to the effects of events for each responder (contaminant, toxic fumes, radiation, pressure, injuries, etc.).  This document will be useful for medical monitoring of personnel and provide a basis to justify future claims.  Furthermore, each responder must keep his/her own logbook and turn this in to his/her supervisor.  While there are different means of maintaining logbooks, EMIS will be the standard applied at the EOC and Service Command levels.  General Staff and Command Staff will be assigned a scribe, as required.  The Documentation Unit in the Planning Section (IMS) is responsible for collecting, recording and safeguarding all documents relevant to the incident.  Table 11 highlights the roles and responsibilities of individuals during the reporting procedures.

 

Table 11:  Event Reporting Responsibilities

 

REPRESENTATIVE

ROLES

On-site Team Representative

§  Ensures debriefing of their team

§  Writes a response report to be submitted to immediate Supervisor

 ICP                                                                                 

Incident Commander

§  Ensures proper demobilization and debriefing of Command Staff and General Staff

§  Writes a response report to be submitted to the CEMC

SCC

Director

§  Ensures proper demobilization and debriefing of SCC staff

§  Writes a report summarizing the Service Command Centre’s actions and submits to the CEMC

EOC Operations Group

EOC Director

§  Ensures proper demobilization and debriefing of EOC Operations Group

§  Writes a report summarizing the supporting resource’s actions

EOC Control Group

City Manager/EOC Director

§  Ensures proper demobilization and debriefing of EOC Control Group

§  Presents a report showing their activities to the CEMC

CEMC

Community Emergency Management

Co-ordinator

§  Presents the general event report to the Mayor

 

Mayor

§  Presents the CEMC report to the City Council

 

PART 10:  LIST OF SUPPORTING EMERGENCY PLANS

 

Table 12 provides a list of supporting emergency plans and who is responsible for updating them. 

 

Table 12:  Emergency Plan Annexes

Plan Title

Area of Responsibility

Corporate Communications Emergency Management Plan

Corporate Communications

Drinking Water Incident Escalation Response Plan

ESD

Emergency Social Services Plan

ESS

Disaster Psychosocial Plan

ESS

Emergency Reception and Lodging Plan

ESS

Personal Services Plan

ESS

Fire Services Emergency Plan

Fire

Organizational Development and Performance Emergency Plan

ODP

Chemical, Biological, Radiological, Nuclear, Explosive Response Plan

OEM

DRAFT Urban, Search and Rescue Response Plan

OEM

Municipal Evacuation Plan

OEM with Police

Municipal Re-entry Plan

OEM with Police

Ottawa Public Health Emergency Plan

OPH

Paramedic Service Emergency Plan

Paramedic

Police Services Emergency Plan

Police

Public Works Incident Escalation Response Plan

PW

Traffic Incident Management Plan

PW

Transit Services Emergency Management Plan

Transit

 

 

Appendix 1: Response Escalation version 1.0 outlines the response escalation per service area.
PART 11:  EMERGENCY OPERATIONS CENTRE CONTROL GROUP MEMBERSHIP

 

Service/Department

Position

City Manager

City Manager

City Operations

Deputy City Manager

Infrastructure Service and Community Sustainability

Deputy City Manager

Emergency and Protective Services

General Manager

Emergency Social Services

General Manager

Environmental Services

General Manager

Infrastructure Services

General Manager

Public Works

General Manager

Transit Services

General Manager

Corporate Communications

(Emergency Information Officer)

Chief

Security and Emergency Management

Chief

Ottawa Fire Services

Chief

Ottawa Paramedic Service

Chief

Ottawa Police Service

Chief

Ottawa Public Health

Medical Officer of Health

City Clerk and Solicitor

City Clerk and Solicitor

Human Resources

Director

Information Technology Services

Director

Organizational Development and Performance

(3-1-1 and Client Service Centres)

Director

Office of Emergency Management

Program Manager