“Operationalizing” the Municipal Emergency Plan

Presented to:

2007 Connecting the Dots to Safer Communities

Conference

Nov. 26-28, 2007

Presented by:Dieter Langer

Alberta Emergency Management Agency, East Central District

Objective of presentation: To present the current MEP review process

Presentation:

I. Current MEP overview and review process

II. MEP Guide principles/conceptIII. MEP or MEP?

Subtitle:

What do you want your municipal emergency plan or program to do for you?

I. MEP Background Info- EM Act mandated (Sections 9 and 11)

- Current MEP template/model was created by District Officers in 1995

- MEP is widely accepted in Alberta

- According to Auditor General requirements, the MEP must be reviewed at least every two years

I. Current MEP Overview

Current MEP template/model:

• Emergency Management Part 1

• Emergency Operations Part 2

• Emergency Response Plans Part 3

• References Part 4

Part 1: Emergency Management

Purpose, Concept, Authority Activation, Deactivation Definitions Resources Organization Public Information Public Protection Alberta Government Assistance

Part 2: Emergency Operating Procedures

Response Levels (I-III) Alert/Warning procedures Emergency Operations Center (EOC) Director of Emergency Management Municipal Administration Emergency Public Information Communications Public Works and Utilities

Part 3: Emergency Response Plans

Evacuation/Reception Center Dangerous Goods/Spill Plan Flood Response Municipal Support to:

• Health Care Center • Senior’s Home

• Long Term Care Center • School Emergency

• Environmental Health • Industry

Disaster Recovery Plan

Part 4: References Maps Bylaw Mutual Aid agreements Municipal agency plans Industry plans Other information

MEP Assessment• Part 1: Emergency Management• Part 2: Emergency Operations• Part 3: Emergency Response Plans • Part 4: References

Question:When is it a plan or a program guide,

when is it an operational tool, when is it template, when is it an

administrative procedure?

• Survey among DEM: MEP is not seen as an operational tool, does not lead from “notification” to “activation” to “operation”

• MEP format is not “user-friendly” • In real events and exercises, MEP does not readily come

off the shelf and is not readily used as guide• MEP does not facilitate municipal EM policy • When is it guide, when template, when procedure, when is

it administrative?• Training/exercise and debrief guide: Does not flow from

current MEP • Enter the “digital world” – self-assessment tools, data

storage, resource sharing, information access

• It requires review for “outdated” content

Some MEP Facts:

MEP Review Process so far . .• 2 years ago a DO working group was formed to review the MEP• Objective: To review MEP principles, format, content in close collaboration

with MEP stakeholders• WG did outline objective, principles of MEP and table of content, but due to

retirement and job change of members and due to reorganization work was suspended

• WG has been reassigned recently under project management• It is intended to have a working paper for internal review by next summer• After internal review, a draft will be released to all stakeholders, likely

facilitated through district or regional workshops for review, by next fall• A final version distributed by end of next year• It is the objective, that the revised guide will likely replace current MEP

template/model within about three years • Digital versions, municipal self-assessment tools, recognition of excellence,

creating a province-wide resource data base that can be accessed by all municipalities, are some of the items that have been discussed in this process, and may or may not be linked to the MEP Guide release

II. Proposed MEP Guide principles:

1. Operational focus: from notification to activation to EOC operations2. Applies to all municipalities regardless of size and hazard complexity 3. User-friendly “tear out” format with “easy to find information” flow 4. Outlines MEP key sections as basic content5. General planning is based on “all-hazard principle”6. Guide for advanced planning (risk-assessment based)7. Guides from policy to procedure 8. Emphasizes “function over person”9. Guide for training and exercises plan (including list of course history –

“who is trained for what”) 10. Support/facilitate regional developments by allowing easy transition

from municipal to regional plan using same guide format/principles11. Support region-to-region cooperation by providing same

municipal/regional planning guide across province12. Format based on current standards (NFPA 1600, CAN/CSA-Z731-03,

now CSA Z1600)13. Supports different command structures (ICS, ESM)14. Include digital format, including self-assessment and linkages to EMIS,

resource data linking regions and province15. Update content according to new legislation, new agency mandate, new

standards, new established practice, and eliminate outdated content 16. Recognition of those municipalities, that achieve EM excellence

Basic Concept Based on municipal resolution/bylaw and policies: “Include in plan only what you need, but include all

that you need”, based on the “tear-out” principle. Keep it simple, and do it asap – “as small as possible”! Do the “blind” test!Three planning steps: 1. General planning with operational focus is based on

“All-Hazard Principle”, which includes notification, activation, EOC operation, evacuation and Emergency Social Services procedures

2. Risk assessment, which results in impact/probability grid, and leads to hazard-specific planning for high probability events

3. Evaluate, if mitigation is reasonable, and if business continuity and recovery procedures are required

EVENTPRE-EVENT POST-EVENT

MITIGATION PREPAREDNESS RESPONSE RECOVERY

MUNICIPAL EMERGENCY MANAGEMENT FRAMEWORK

MUNICIPALEMERGENCY

PLAN

OPERATIONS“ALL-HAZARD”

PLANNING

RISK-ASSESSMENT

HAZARD-SPECIFICPLANNING

PREVENTIONPROCEDURE

EOC Operations

Exercises

Regular Plan Review

Notification Procedure

Activation

Training & Education

Notification

SITE MANAGEMENT

INITIAL FIRSTRESPONSE

MUNICIPALCO-

ORDINATION

Consequence Management

RECOVERYOPERATIONS

Demobilize resources

Demobilize resources

RESPONSE EVALUATION

BUSINESSCONTINUITYOPERATIONS

BUSINESSCONTINUITYPLANNING

MUNICIPALEM

POLICY

MEP Guide Table of Content Option

Operations – where the rubber hits the road!

Operations have to be effective to ensure the EM priorities to save lives and protect property and environment are met when an emergency happens

EM Policy Section

III. MEP or MEP – is that the question!?

Plan Programor• Operations focused

• Outlines contacts

• Lists resources

• Lists contingencies

• May be all-hazard or hazard-specific

• May or may not include risk assessment

• Includes all of EM: 4 pillars

• Plan is part of the program

• Includes risk assessment

• Is based on policy

• Should be based on standard

• Is a “living” document

What is right for your municipality? What concept or what part of it is reasonable for your

municipality? What EM principles are important to you? What policies are required to ensure those principles ? What procedures are required to ensure that the policies are

followed? What detail of risk assessment will give you the information

you require for hazard specific planning, mitigation and business continuity?

How could a regional agency benefit you, or is your regional agency effective?

MEP or MEP? The real question:

Conclusion:

Your Municipal Emergency Management Agency is

Required by legislation Defined by due diligence Validated by the trust of your residents

Subtitle:

What do you want your municipal emergency plan or program to do for you?

Suggestion:

Include your District Officer in your discussions