Submitted
by/Soumis par : Steve Kanellakos, Deputy City Manager/Directeur municipal adjoint, City Operations/Opérations
municipales
613-580-2424 x28627, Pierre.Poirier2@ottawa.ca
SUBJECT:
|
OBJET :
|
SÉCURITÉ ET GESTION DES MESURES D’URGENCE – MISE
À JOUR ANNUELLE |
That the Community
and Protective Services Committee receive the Security and Emergency
Management Branch 2011 Annual Report.
Que le
Comité des services communautaires et de protection reçoivent à titre
d’information le rapport annuel de 2011 préparé par la Direction de la sécurité
et la gestion des mesures d’urgence.
In 2010, the newly amalgamated Security and Emergency Management Branch,
assumed the responsibility for the Office of Emergency Management and
Corporate Security Units. As a result of this organizational alignment, 2011
marks the first year in which the Corporate Security Unit reports to Community
and Protective Services Committee in conjunction with the Office of Emergency
Management Unit through a combined Security and Emergency Management Branch
Annual Update.
Security and Emergency Management Branch is responsible for ensuring a
secure environment where we live, work and play, and leads the City Services
and residents in preventing, preparing, responding and recovering from major
emergencies and events.
In accordance with
the Ontario Emergency Management and Civil Protection Act every municipality
is required to develop and implement an Emergency Management Program which
reports annually on the progress and level of compliance with the
provincial program to
Committee and Council. Using a collaborative approach, the Security and
Emergency Management Branch is responsible for administering the City’s
Emergency Management Program which includes a public education and awareness
program, training and exercise program, an Emergency Operation Centre Control
Group and an annual review of the Emergency Plan.
The Ontario Health
and Safety Act, as modified by Bill 168 states that an employer shall assess
the risks of workplace violence that may arise from the nature of the
workplace, the type of work or the conditions of work. Security and Emergency
Management Branch conducts Threat and Risk Analyses on behalf of the City to
address this legislative requirement. A Threat and Risk Analysis is used to proactively identify, mitigate and
remediate threats to a workplace, facility or operation, thereby promoting
secure environments for staff and residents.
Security and Emergency Management Branch
continues to work towards improving the City’s ability to protect City
employees, assets and to ensure continuity of City services during regular
operations, large scale planned events and emergency responses such as the
successful evacuation of Kingfisher Lake residents to Ottawa.
The following is a list of some key
Security and Emergency Management Branch initiatives that contribute to
improving the quality of services provided to residents and City Departments:
·
Coordinating
City services and partners in response to planned and unplanned emergency
events
·
Performing
Threat and Risk Analyses and providing Remedial Action Plans for City
facilities and workplaces
·
Conducting
Ottawa-based hazard identification and risk assessments
·
Delivering
training and development opportunities for city staff, the Service Duty
Officer network, Emergency Operations Centre Control Group Members and
external City partners
·
Improving
administration of the Security Operations Centre and Integrated Security
Management System
·
Reviewing
and modifying the municipal emergency plan, supporting plans, policies and
procedures as approved by Community and Protective Service Committee and
Council
·
Implementing
the capability of notifying it’s residents of an emergency situation by using
the Emergency Community Notification System
The value of these services provided to
residents and other City Departments include:
·
Ensuring
the City’s ability to provide a properly coordinated multi-service response to
emergencies and large scale events
·
Coordinating
the recovery of costs incurred to the municipality during Federally sponsored
emergencies and large scale events
·
Educating
the community through training and awareness activity on how to prevent,
prepare, respond and recover from emergencies
·
Increasing
staff and resident knowledge and awareness of general security practices
·
Providing
a secure work environment for City staff and a secure environment for
residents who attend City facilities
The details of these service improvements
are outlined within the following themes for the purpose of this report:
maintaining legislative
requirements, core work activities and responses, and Security and Emergency
Management Branch’s 2012 Work Plan.
RÉSUMÉ
En 2010, la Direction de la sécurité et la gestion des mesures d’urgence
récemment fusionnée prenaient la responsabilité du Bureau de gestion des
mesures d’urgence et celle du programme de Sécurité municipale. En raison de
cette réorganisation, 2011 est la première année où le programme de Sécurité
municipale relève officiellement du Comité des services communautaires et de
protection ainsi que du Bureau de gestion des mesures d’urgence lors des
comptes rendus annuels de la Direction de la sécurité et la gestion des
mesures fusionnée.
La Direction de la sécurité et la gestion des mesures d’urgence veille à
ce que la Ville puisse nous offrir un milieu de vie sécuritaire, que ce soit à
domicile, au travail ou dans nos loisirs, et encadrent les résidents et les
services municipaux en ce qui concerne la préparation aux situations d’urgence
ou de crise majeure, les interventions dans de telles situations, ainsi que la
restauration subséquente.
La Loi modifiant la Loi sur la santé et la
sécurité au travail énonce qu’un employeur doit évaluer les risques de
violence en milieu de travail pouvant découler de la nature du milieu de
travail, du type de travail ou des conditions de travail. Sécurité municipale
mène des analyses de menaces et de risque au nom de la Ville pour respecter
cette exigence de la Loi. Ces analyses servent à évaluer de façon proactive
les dangers qui menacent une installation des opérations, à déterminer le
niveau de risque que représentent ces menaces et à créer un programme de
mesures correctives afin d’atténuer les risques encourus par le personnel et
les opérations de la Ville.
Conformément
à la Loi sur la protection civile et la
gestion des situations d’urgence de l’Ontario, chaque municipalité doit
élaborer et mettre en œuvre un Programme de gestion des situations d’urgence.
Ce dernier doit présenter un rapport annuel au Comité et au Conseil municipal
concernant le niveau de conformité au Programme de la province. Dans le cadre
d’une démarche interservices, le
Bureau de gestion des mesures d’urgence a la responsabilité d’administrer le Programme
de gestion des situations d’urgence de
la Ville et doit prévoir un programme d’éducation et de sensibilisation du public, un programme de
formation et d’exercices, un Groupe de contrôle du Centre des opérations
d’urgence et une révision annuelle du plan d’urgence.
La Direction de la
sécurité et la gestion des mesures d’urgence continue de
travailler à améliorer la capacité de la Ville à protéger ses employés et ses
biens et à maintenir la continuité des services municipaux en situation
normale, lors d’interventions d’urgence et lors d’événements planifiés
d’envergure. La liste qui suit énumère quelques initiatives clés de la
Direction de la sécurité et la gestion des mesures d’urgence qui
contribuent à l’amélioration de la qualité des services offerts aux résidents
et aux services de la Ville :
·
réalisation d’analyses de menaces et de risques
et de plans de mesures correctives;
·
formations sur l’éducation et la
sensibilisation à la sécurité publique;
·
intégration des services de
sécurité des installations dans le programme de Sécurité municipale;
·
amélioration du système intégré de gestion de
la sécurité;
·
offre de formation et de possibilités de
perfectionnement au personnel de la Ville, au réseau d’agents de service de la
Ville, aux membres du Groupe de contrôle du Centre des opérations d’urgence et
aux partenaires externes de la Ville;
·
révision du plan d’urgence de la Ville et
soutien aux plans, aux politiques et aux procédures approuvés par le Comité
des services communautaires et de protection et le Conseil municipal;
·
coordination des services municipaux et des
partenaires advenant une situation d’urgence prévue ou non prévue;
·
mise en œuvre de la capacité à informer les
résidents d’une situation d’urgence au moyen du service d’avis à la communauté
(en partenariat avec Bell Canada);
·
détermination des dangers et évaluation des
risques pour Ottawa.
Les améliorations
apportées aux services destinés aux résidents et aux autres services de la
Ville permettent :
·
de veiller à ce que la Ville ait la capacité de
coordonner adéquatement l’ensemble des services lors d’une intervention
d’urgence et d’événements d’envergure;
·
de coordonner la récupération des coûts
advenant une intervention d’urgence ou un événement d’envergure régi par le
gouvernement fédéral;
·
d’informer la collectivité sur la préparation,
l’intervention et le rétablissement advenant une situation d’urgence;
·
de rehausser le sentiment de sécurité des
résidents et du personnel de la Ville se trouvant dans une des installations
de la Ville ou lorsqu’ils utilisent un programme de la Ville.
Le rapport présente
en détail les améliorations aux services selon les thèmes suivants :
observation des exigences de la loi, activités principales et interventions,
plan de travail 2012 de la Direction de la sécurité et la gestion des
mesures d’urgence.
Created in 2010, the Security and Emergency Management Branch is
responsible for ensuring a secure environment where we live, work and play,
and leads the City Services and residents in preparing for, responding to and
recovering from major emergencies and events.
Security and Emergency Management Branch is
comprised of two Units – the Corporate Security Unit and the Office of
Emergency Management Unit. In addition, Security and Emergency Management
Branch is responsible for managing the Corporate Radio System which includes
maintenance of radio infrastructure and the administration of approximately
5400 radios used by City Departments including Public Works, Fire, Police,
Transit and By-Law Services as well as several external partners including the
Canadian Air Transportation Security Authority and the Canadian Border
Services Agency.
Security and Emergency Management Branch is
also responsible for maintaining the 911 Service Level Agreement with the Ottawa Police Service. Security and
Emergency Management Branch is responsible for contracting the 911 service
with the Ottawa Police and for negotiating the provision of the Bell 911
Service with Bell Canada. The Ottawa Police Service is responsible for
reporting on 911 services annually.
On behalf of the City, the Security and
Emergency Management Branch is legislatively required to address the
following:
·
The
Ontario Health and Safety Act, as modified by Bill 168, which states that an
employer shall assess the risks of workplace violence that may arise from the
nature of the workplace, the type of work or the conditions of work
·
Bill
56, Ontario Emergency Management and the Civil Protection Act which states
that every municipality is required to develop and implement an Emergency
Management Program that shall include at a minimum, a public education and
awareness program, a training and exercise program, an emergency plan, and is
required to report annually to Committee and Council on the progress and
level of compliance with the provincial program
Corporate Security addresses the requirements of the Ontario Health and
Safety Act through Threat and Risk Analyses – a process used to proactively evaluate threats to City
facilities or operations; determine the risk level associated with these
threats and generates a Remedial Action Plan to mitigate risk to City staff and operations.
The Office of
Emergency Management maintains compliance with Ontario’s Emergency Management and Civil
Protection Act through the administration of the City’s Emergency
Management Program. Using a multi-departmental approach, the emergency management program provides
an integrated approach to emergency management activities that enhance the
city’s ability to prevent, prepare, respond and recover from disasters and
emergencies, while ensuring continuation of core services.
A)
Corporate Security Unit -
Maintaining Legislative Requirements, Core Services and Security Responses:
The Corporate
Security Unit is responsible for providing and maintaining a secure
environment for City employees, volunteers, contractors and the public who
utilize City services. The Corporate
Security Unit provides a range of proactive and reactive security services
including
Threat and Risk Analyses, security system design
installation and monitoring, alarm response, event security planning and
presence, internal incident investigation, and the provision of Security
advice and guidance. This is done through a combination of in-house expert
staff and contracted resources such as security guards, alarm response units,
surveillance teams, and technicians.
Outlined below is
a description of some of the Corporate Security Unit’s core services and
activities.
Threat and Risk
Analysis
The Ontario Health
and Safety Act as modified by Bill 168, states that an employer shall assess
the risks of workplace violence that may arise from the nature of the
workplace, the type of work or the conditions of work. The Corporate Security Unit addresses this
legislative requirement on behalf of the City through the Threat and Risk
Analysis process.
The Threat and
Risk Analysis process proactively identifies threats to City facilities,
operations or workplaces; determines the risk level associated with these
threats and generates a Remedial Action Plan to mitigate risk to City staff and operations. A Threat
and Risk Analysis is performed in consultation with various City services and
partners and is based on observations
of the environment, interviews with staff, and front line service
ride-a-longs. As a result, the City lowers the probability of an
incident, reduces the impact when an incident does occur, and helps to promote
secure environments for staff and the public to enjoy. Pursuant to a Threat
and Risk Analysis, a Remedial Action Plan may identify security system
requirements and recommendations for training, changes to policy or procedures
and/or changes to the environmental design of a facility or workplace.
Security
Operations Centre
The Security
Operations Centre operates 24/7 and is the first point of contact for the
Corporate Security Unit after business hours. The Security Operations Centre
is responsible for coordinating response to security incidents and alarms, the
production and programming of photo identification and access cards, and
responding to other requests for service.
The Security Operations Center is the centralized reporting and
monitoring station for the City’s Integrated Security Management System.
The Integrated
Security Management System is used to monitor physical security systems in
more than 600 locations city-wide. This system allows for centralized
monitoring and administration and supports security operations in a cost
effective way. The City has been recognized as a leader in utilizing available
technology to realize enhanced security and cost efficiencies. The system is comprised of more than 25 000
alarm points ranging from cameras, intrusion detection, environmental alarms,
and card readers.
Incident and
Internal Investigations
The Corporate
Security Unit conducts internal investigations for security incidents reported
from both residents and City staff, as a result of Fraud and Waste complaints,
and requests from the Auditor General. An internal investigation that may lead
to a criminal investigation or charges is referred to the Ottawa Police
Service.
Security System Design and Installation
The Corporate
Security Unit is responsible for managing the design, installation and repair
of access control equipment, surveillance systems, intrusion alarm systems,
fences and gates as well as the renovation retrofit of buildings where the
above may already be installed.
By-Law Dispatch
By-Law
Dispatch is responsible for receiving and prioritizing calls, processing
complaints and requests for service, maintaining radio dispatch, assigning
vehicles and equipment, and tracking the location of By-Law Officers in the
field.
Security
Incidents, Activities and Accomplishments
In 2011, the
Corporate Security Unit managed, coordinated and responded to more than 5500
activities, projects and incidents including:
·
The completion of 27 “in-the-field” Threat
and Risk Analyses for the Paramedic Service (Believed to be Canada’s first Threat
and Risk Analysis for a municipal Paramedic Service)
·
The
completion of a Threat and Risk Analysis for 4 long-term care homes in Ottawa
·
The
implementation of a comprehensive security program for 35 branches of the
Ottawa Public Library (includes security system upgrades and revisions to
policy and training for library staff)
·
Training of more than 1100 employees, volunteers
and contractors of the City of Ottawa on general security awareness, workplace
security and crisis prevention
·
Training
on bullying and respect in the workplace provided to employees at all City of
Ottawa Public Works yards
·
Played
an active role in responding to various demonstrations and events including
the Occupy Ottawa event
·
Security
Advisor identified by leading industry magazine as one of 20 top security professionals under the age of 40
·
Received
numerous requests for advice from other municipalities and invitations to
speak at international security conferences
B) Office of Emergency Management Unit - Maintaining Legislative
Requirements, Core Services and Emergency Responses:
The Office of
Emergency Management Unit incorporates a risk-based, all-hazards approach that integrates
emergency management and business-continuity activities to enhance the city’s
abilities to prevent, prepare, respond and recover from disasters and
emergencies, while ensuring continuation of the City’s core services. The Office of Emergency Management’s core activities include:
·
Annual review of the City’s Emergency Management
Plan
·
Development and delivery of the Training and
Exercise Program, Public Education and Awareness Program, and the Specialty
Task Forces
·
Coordination of the Emergency Management
Information System
·
Coordination of the Corporate Service Duty Officer
Network
·
Leadership and coordination over
multi-departmental emergency responses as defined in the City of Ottawa
Emergency Management Plan approved by Council.
Emergency
Management Program
The Ontario
Emergency Management and Civil Protection Act require that each municipality
identify, implement, and maintain a broad range of initiatives related to the
Emergency Plan. The main components of
this plan include delivery of the Are you Ready Public Education and
Awareness Program, an Emergency Operations Centre Control Group, the delivery
of a Training and Exercise Program to front line staff and senior
managers. In addition, an annual
Emergency Operations Centre Control Group Tabletop Exercise, a review of the
Emergency Plan and report to Council is required.
‘Are You Ready’ Public Education
and Awareness
Launched in 2005,
the City of Ottawa’s Are You Ready Program is targeted towards
residents and businesses providing them with the necessary information to
prepare in the event of an emergency or disaster. Program success is based on community
involvement using a grass roots approach to messaging and training. The Are You Ready Program now
includes a volunteer engagement program, including a cadre of 14 trained and
screened volunteers who are deployed within the community to provide emergency
preparedness training on behalf of the City.
Emergency
Operations Centre Control Group
Each municipality
must have an Emergency Operation Centre Control Group (EOCCG) exercise at
least once annually. The EOCCG is comprised of the City Manager, Deputy City
Managers, and Senior Managers representing the City Services. The EOCCG table
top exercise occurred in September 2011 and was entitled Exercise Tremor which
simulated a major earthquake affecting the City. Over 55 Senior Managers participated in the
exercise and were responsible for establishing policy direction to guide the
continued delivery of City services and support the City-wide response to the
earthquake.
Training and Exercise Program
The Emergency
Management Training and Exercise Program was developed to meet legislative
requirements and to provide key decision makers, emergency response personnel,
and critical external partners with the requisite training on their roles and
responsibilities in responding to and managing emergencies. Training courses such as the Ottawa Basic
Emergency Management Course are designed to educate emergency response
personnel on the core concepts of emergency management, provide information
that is specific to Ottawa’s Emergency Plan and contribute to an improved
integrated emergency response.
Emergency Plan
The annual review of the
Ottawa Emergency Management Plan was conducted.
The review focussed on demobilization (the activities that occur once a
response is over), other functions such as commodity distribution, evacuation
and shelter-in-place, and clarified the emergency response escalation
criteria.
Specialty Task
Forces
The Office of Emergency Management Unit is
responsible for the development, coordination and administrative management of
two Specialty Task Forces: the Urban Search and Rescue (USAR) Task Force and
the Chemical, Biological,
Radiological, Nuclear and Explosive (CBRNE) Task Force. In 2011, continued
effort focused on developing the Ottawa USAR Task Force with progressive
monthly training for all Task Force members. The CBRNE Task Force is comprised of members from
the Ottawa Police Service, the Ottawa Paramedic Service, the Ottawa Fire
Service and Public Health.
Emergency
Management Information System
The Emergency
Management Information System (EMIS) is a web based application that allows
for the real-time sharing of information during events. Within
EMIS, a separate web-based application permits an emergency notification that
alerts City staff and key emergency partners of an emergency event. This same system can also be used to notify
residents of an emergency situation in their neighbourhood, which is called
Emergency Community Notification System (eCNS). Essentially, eCNS is a reverse
911service wherein the City has the ability to call a resident and notify them
of an emergency or provide direction during an emergency. The criterion for the activation of eCNS is “an imminent or
occurring danger which represents a threat for the life, the health or the
security of a person”. In late 2011,
all 640,000 landline owners received an insert with their telephone bill
informing them of the Enhanced Community Notification Service.
Service Duty
Officer Network
The Service Duty
Officer Network consists of key staff from each City service that are
responsible for sharing and escalating service-specific information as
required on a 24-hour basis, 7 days a week to the Security and Emergency
Management Duty Officer. Based on the information provided and consultation
with the impacted services, the Security and Emergency Management Duty Officer
can quickly mobilize the entire Service Duty Officer Network to monitor and
provide a coordinated City-wide response.
Emergency
Response
While 2011 was a
busy year in terms of normal activity and emergency events, the successful
evacuation of Kingfisher Lake residents to Ottawa is a good example of City
staff coming together to implement emergency plans and response protocols. On July 19 2011, Emergency Management Ontario
approached the City of Ottawa to explore the possibility of the City hosting
evacuees from Northern Ontario. On July 20th, in
partnership with Algonquin College and the Ottawa Aboriginal Coalition,
priority evacuees (primarily the elderly, children and those requiring medical
assistance) started arriving in Ottawa.
In total 286 evacuees were housed in residence at Algonquin College
until August 1st when they were repatriated home. Over 300 City Staff representing 17 city
services (including Ottawa Police and Transit Services), 71 members from
external partners (Red Cross, Salvation Army, Ottawa Airport, Minwaashin
Lodge, Odawa, Wabano) participated in the evacuation efforts. The City’s Emergency Operations Centre was
activated for 13 days.
This particular event is indicative of the City’s ability
to quickly mobilize the services required for such a response and work in
collaboration with critical community partners during and after an emergency
situation. In addition, Security and Emergency Management coordinated the cost
recovery on behalf of all City services and partners and successfully
recuperated 100% of all costs associated with this evacuation from Aboriginal
Affairs and Northern Development Canada.
Emergency
Management Incidents, Activities and Accomplishments
·
Service Duty Officer Network received 297
notifications and entered into enhanced response mode for 19 emergency and
planned events.
·
4 City-wide emergency response debrief sessions
and corresponding reports on lessons learned were completed
·
3 Are You
Ready Train the Trainer Sessions were delivered (participants are given
the tools to conduct emergency preparedness training in their own community)
·
33 Are You
Ready Community Information Sessions delivered (participants learn the 7
steps of emergency preparedness on how the City is prepared to respond)
·
24,705 emergency preparedness materials
distributed to residents and community partners, including hazard-specific
education to neighbourhoods at greatest risk
·
Spring and winter edition of the Emergency
Preparedness e-newsletter distributed to over 100 community partners
·
9 Ottawa Introduction to
Emergency Management courses delivered to 130 internal and external
participants
·
4 Ottawa Basic Emergency Management courses
delivered, providing training to 85 internal and external partners including
the Ottawa Police, RCMP, US Customs, Canadian Border Security,
Commissionaires, the Ottawa Hospitals, Salvation Army, and the Ottawa Airport
Authority (91 participants)
·
10 Ottawa Service Duty
Officer Training Courses delivered to 83 City of Ottawa staff, including 23
Senior Managers
·
Urban Search and Rescue Task Force planned and
delivered monthly training sessions for a Task Force of 59 City personnel
including advanced shoring, heavy lift & movement of structural collapsed
pieces, structural collapse searching (practical), breaching and breaking of
heavy concrete and steel, Urban Search & Rescue theory, and earthquake
theory (impact on 1st responders)
·
Leveraged $138,639.35 of new money in rescue and communications
equipment through the Federal USAR Joint Emergency Preparedness Program (with
a Corporate investment of $46,213.12)
·
CBRNE Task Force conducted regular monthly
Advisory Committee meetings, and began the revision of the 2008 City CBRNE
Task Force Response Plan for a 2013 release date
C) Next Steps:
2012 Security and Emergency Management Branch Work Plan
In 2011, Security and
Emergency Management Branch is pleased to report that the City of Ottawa met
all legislative requirements. In 2012,
the Security and Emergency Management Branch will continue to develop our
integrated risk based security and emergency management program. Some of the key initiatives in 2012 include:
·
Defining service standard levels and formalizing
Security policy and procedures
·
Conducting further Threat and Risk Analyses
·
Testing the Emergency Community Notification
System in a specific Ottawa community
·
Developing a 5 year Strategic Plan for the
Emergency Management Program based on the City’s revised vulnerability analysis
and the International Association of Emergency Manager’s Emergency Management
Accreditation Program
CONCLUSION
In as large and diverse an
environment such as the City of Ottawa there is a wide range of security
threats and issues. The Corporate Security
Unit will continue to proactively identify and remediate these threats,
lowering the City probability of incident, reducing the impact when an
incident does occur, and helping to promote secure environments for staff and
the public to enjoy.
While it’s highly desirable
to avoid emergencies, the reality is that events will occur even when the most
robust emergency management plans, mitigation measures and training are in
place. The Office of Emergency Management Unit will continue to develop a
robust emergency management program and work with partners and residents to
prepare and respond to any situation.
There
are no specific rural implications associated with this report.
No
consultation was required as this is an administrative report.
There are no legal impediments to
receiving the information in this report.
There are no risk management implications
associated with this report.
There are no financial implications associated
with this report.
The City
of Ottawa’s Emergency Management Plan and Are You Ready Program consider the
needs of all residents and businesses.
There are
no environmental implications associated with this report.
There are no
immediate technology implications
associated with this report.
This
report has no direct impact on the City’s Strategic Directions.
Upon approval
of this report by Committee and Council, staff of Security and
Emergency Management will maintain and administer the security and emergency
management program and the associated activities such as threat and risk
analysis, Emergency Management Plan including an annual review and update to
Committee and Council.