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PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
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PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS

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  • 1. COMBINED EMERGENCY MANAGEMENT ARRANGEMENTS FOR THE CITY OF BELMONT & TOWN OF VICTORIA PARK PART FOUR COMBINED COUNCILS RESPONSE ARRANGEMENTS
  • 2. CONTENTS 1. Introduction ......................................................................................................... 3 2. Role of the COB / TOVP Councils....................................................................... 3 2.1. Role of the Chief Executive Officer .............................................................. 3 3. Crisis & Emergency Management....................................................................... 3 3.1. Crisis Management Team (CMT)................................................................. 4 3.2. Incident Management Group (IMG) ............................................................. 4 3.3. IMG Role & Responsibilities......................................................................... 4 4. Activation Arrangements ..................................................................................... 5 4.1. Levels of Activation ...................................................................................... 5 4.2. COB IMG Emergency Coordination Centre (ECC) ...................................... 5 4.3. TOVP IMG ECC........................................................................................... 6 5. Operational Systems........................................................................................... 6 5.1. Operational Displays.................................................................................... 6 5.2. Mapping Systems ........................................................................................ 6 5.3. Information Management System (IMS) ...................................................... 6 6. Annex A – COB / TOVP IMG Structure............................................................... 7 7. Annex B – IMG Leader........................................................................................ 8 8. Annex C – Scribe ................................................................................................ 9 9. Annex D - Planning Officer................................................................................ 10 10. Annex E - Logistics Officer ............................................................................ 11 11. Annex F – Operations Officer ........................................................................ 12 12. Annex G – Liaison Officer.............................................................................. 13 13. Annex H – Activation Procedures .................................................................. 14 14. Annex J – COB / TOVP Activation Levels ..................................................... 15 15. Annex K – Belmont IMG ECC Layout............................................................ 16 16. Annex L – Victoria Park IMG ECC Layout ..................................................... 17 17. Annex M – IMG ECC Operational Forms ...................................................... 18 17.1. Log Sheet ............................................................................................... 18 17.2. Situation Report...................................................................................... 19 17.3. Incident Action Plan................................................................................ 20 City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 2 of 20
  • 3. 1. Introduction Part Three provided a summary of the Response arrangements which the HMA will establish in the event of an incident. It also detailed the operational structure under AIIMS and the interface with Support Agencies including the COB / TOVP Councils. This Part details the arrangements within COB / TOVP to provide resource and information support to the HMA. These procedures also form the basis for transitional arrangements from Response to Recovery. 2. Role of the COB / TOVP Councils The Councils have a responsibility under the EM Act 2005 to provide operational support to the relevant HMA during an incident. This includes but is not limited to: • The provision of advice and data on: o Buildings, owners and occupiers. o The local infrastructure. o Resident demographics. • The provision of timely resource support • Advice on the Local EM Arrangements including activation of: o Local Evacuation Plans. o The location and capability of designated Welfare Centres. In order to effect this requirement, the COB / TOVP LEMC has established an internal operational structure to manage crisis and emergency situations. 2.1. Role of the Chief Executive Officer Under the provisions of the Local Government Act, the Chief Executive Officer (CEO) of the Local Government Authority has specific responsibilities. These are documented under Sections 5.41 and 5.44 of the Local Government Act and gives the CEO Executive Authority over all Staff and LGA Resources. He can delegate certain authority, but cannot delegate the authority to delegate. The CEO discharges his responsibilities during emergencies through an Incident Management Group (IMG) consisting of selected Staff, trained in emergency response management. The Leader of the IMG is required to keep the CEO fully informed and to receive executive approval before incurring any expenditure or committing resources. 3. Crisis & Emergency Management Within the overall emergency management framework, it is recognised that there will be occasions where the business continuity of Councils is jeopardised or an event presents a risk to the Councils’ reputation. The response to situations of this nature is called Crisis Management and is usually managed at the strategic level by Executives of the organisation. Emergency Management on the other hand involves the direct support to the HMA and the Recovery operations which follow. Two Teams or Groups are established: 1. The Crisis Management Team (CMT) also called the Senior Management Group for COB and TOVP. 2. The Incident Management Group (IMG) for COB and TOVP City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 3 of 20
  • 4. 3.1. Crisis Management Team (CMT) Senior Management Groups are established in both LGAs to manage large scale incidents be they emergencies or issues of business continuity or reputation. The Groups consists of the Executive Staff who would be critical in the transition from Response to Recovery operations. The more accepted term for Groups of this nature is Crisis Management Team (CMT). Details of the CMT contact details are recorded in the City’s EM Contacts directory, not subject to public viewing. Members are: Belmont Victoria Park Chief Executive Officer (CEO) Chief Executive Officer Director Technical Services Director of Technical Services Director Corporate & Governance Director of Corporate Services Director Community & Statutory Services Director Sustainable Development These Officers, report through the CEO, to the Mayor and Council and are therefore key personnel, particularly during Recovery operations. 3.2. Incident Management Group (IMG) The IMG is the action group during Response and Recovery operations. The structure and positions are similar to the AIIMS System used by all emergency services. In essence, this group will arrange resource or information support requested and action any other tasks assigned by the CMT or the HMA Incident Controller. An IMG is established at both Council locations for separate incidents, however, close communication links and identical operating systems are maintained at all times. The IMG consists of the following appointments, with alternates nominated in the contacts directory. Positions are duplicated for the City of Belmont and Town of Victoria Park. • The (COB or TOVP) Incident Manager • The Planning Officer • The Logistics Officer • The Operations Officer • The IMG Scribe • Liaison Officers (Rangers) 3.3. IMG Role & Responsibilities The role of the IMG is to manage the COB / TOVP response to an incident, including the following responsibilities: • Activation of Council’s Response. • Liaison with HMAs and the Police Emergency Coordinator. • The provision of information and resources in support of the HMA. • Maintain all logs pertinent to the incident operation. • Provide briefings to the CMT, Council and other Stakeholders. • Manage the transition from incident Response to Recovery operations. • Action tasks assigned to the City / Town by the Recovery Committees (See Recovery Plan). City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 4 of 20
  • 5. The COB / TOVP IMG Structure is shown at Annex A. Individual roles and position competencies are at Annexes B, C, D, E, F and G. 4. Activation Arrangements Activation of the COB / TOVP Emergency Management Arrangements is achieved as follows: • For Incidents which can be reasonably forecast or Special Events. o By decision of the COB / TOVP Incident Manager. o At the Request of the HMA. o At the request of the Police Emergency Coordinator. • For Incidents which occur without notice, the procedures at Annex H apply: 4.1. Levels of Activation The COB / TOVP Incident Manager will assess the Level of response. • Level 1, minor support required by the HMA. The support to the HMA is arranged by the COB / TOVP Incident Manager alone. • Level 2, more extensive support required, possible short term evacuation. The COB / TOVP IMG is expanded with the Incident Manager delegating certain functions. City Rangers may be deployed as Liaison Officers. • Level 3, for a major incident, requiring extensive resource support and recovery operations. The IMG provides support, keeps the CMT informed and manages the transition from Response to Recovery. The structure for the Activation Levels described above is show at Annex J. 4.2. COB IMG Emergency Coordination Centre (ECC) The COB IMG operates from the Rivervale Room on the 1st Floor Belmont Council Complex. Should this centre be activated, the carpark will be cleared for use by responding emergency services, utility agencies or other liaison officers. The room has the facilities for: • Operational displays (Charts, Maps etc.) • Telephones. • Computer Network. • Internet. The layout diagram for the ECC is at Annex K. City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 5 of 20
  • 6. 4.3. TOVP IMG ECC The TOVP IMG operates from the meeting room adjacent to Council Chambers, 1st Floor Town of Victoria Park Offices. Should this centre be activated, the car park will be cleared for use by responding emergency services, utility agencies or other liaison officers. The room has the facilities for: • Operational displays (Charts, Maps etc.) • Telephones. • Computer Network. • Internet. The layout diagram for the Centre is at Annex L. 5. Operational Systems There are three main operational systems available in the IMG ECC. These are described below. 5.1. Operational Displays The IMG ECC is equipped with a data projector, which is linked to the Scribe’s Laptop in order to provide a visual display of logs, situation reports, incident action plans for the benefit of the Group. 5.2. Mapping Systems Both the COB and TOVP maintain mapping records of their Local Government Area. These are made available to the IMG (in hard copy or electronic format) should visual information be required. 5.3. Information Management System (IMS) The maintenance of operational logs (by all members of the COB / TOVP IMG) is mandatory. A duplicate manual log sheet is used, which can be readily entered to electronic format. This facilitates log entry sorting and search functions. The Scribe maintains the electronic records using a Microsoft® Excel Application. This provides for: • Log Entries. • Situation Reports. • Incident Action Plans. Copies of the forms generated by this application are at Annex M. City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 6 of 20
  • 7. 6. Annex A – COB / TOVP IMG Structure HMA OPERATIONAL COB/ TOVP STRUCTURE Recovery Committee Crisis Management Team (COB / TOVP) COB / TOVP COB / TOVP Incident LIAISON OFFICER Control Incident (RANGER) Manager Safety Advisor (if appointed) Level 1 Planning Operations Logistics Level 2 Level 3 Division Division COB / TOVP Sector Sector Sector Sector Sector Sector RESOURCES & r r ACTION TASKS City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 7 of 20
  • 8. 7. Annex B – IMG Leader Role: Provide overall direction and leadership to the IMG, under the authority of the CEO. Responsibilities. The IMG Leader shall have the following responsibilities: • Liaise with the HMA at EOC Level. • Gather and assimilate information. • Regularly brief the CEO on the current situation and obtain approval in advance for any expenditure or resource commitments. • Maintain the “big picture” - overall control, • Authorise the use of Town facilities or deployment of resources, in accordance with delegated authority. • Account for personnel. • Maintain a chronological record of the incident. Competencies. • Work in a team • Operate communication systems and equipment • Supervise response • Conduct briefings/debriefings • Develop incident support strategies • Manage emergency response information City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 8 of 20
  • 9. 8. Annex C – Scribe Role: Provide administrative and secretarial services to the IMG. Responsibilities. The Scribe shall have the following responsibilities: • Gather and assimilate information from the IMG • Maintain a chronological record of the incident on the electronic system • Prepare Situation Reports on the system. • Ensure that the ECC is well supplied with appropriate stationery. • Ensure that all printers / faxes used in the ECC have adequate stocks of toner and paper. • Collect all records and maps at the end of the operation. • Save all electronic documents and prepare a back-up copy. Competencies. • Work in a team • Operate communication systems and equipment • Manage emergency response information • Have good keyboard skills. • Operate MS Excel and other common computer applications City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 9 of 20
  • 10. 9. Annex D - Planning Officer Role: Gather, evaluate and disseminate information about the incident and provide LGA data and mapping in support of the HMA. Responsibilities. The Planning Officer shall have the following responsibilities: • Obtain briefings from IMG Leader. • Establish reporting functions and schedules for all LGA facilities. • Define forward planning objectives. • Activate Support plans as directed by the Leader. • Liaise with the Logistics Officer for resource requirements to support plans. • Gather all information relevant to the incident including: • Incident details • Weather • Damage. • Liaise with technical specialists for Building and Health Inspectors. • Identify the need for specialist resources. • Maintain, prepare and present all relevant documentation. Competencies. • Communicate in the Workplace • Design and manage activities which exercise elements of emergency management • Manage emergency response information • Work in an emergency operations centre • Work in a team • Operate communication systems and equipment • Operate Town computer applications and data bases. • Have good keyboard skills. City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 10 of 20
  • 11. 10. Annex E - Logistics Officer Role: Responsible for providing facilities, material, services and resources, including personnel, in support of the incident. Responsibilities. The Logistics Officer shall have the following responsibilities: • Obtain a briefing from the IMG Leader. • Maintain contact with the Works Depot and Welfare support facilities • Identify and define resources required for logistics section. • Inform Leader of logistics movements including assigned personnel. • Co-ordinate the processing of requests for additional resources. • Advise on current and future support services required. • Locate, acquire, track, maintain and manage all resources allocated to the incident. • Maintain, prepare and present all relevant documentation. • Identify and resource staging areas for logistic support. Competencies. • Communicate in the Workplace • Manage emergency response information • Work in an emergency operations centre • Work in a team • Operate communication systems and equipment • Coordinate resources City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 11 of 20
  • 12. 11. Annex F – Operations Officer Role: Responsible for managing the response actions for the COB / TOVP IMG. Responsibilities. The Operations Officer shall have the following responsibilities: • Obtain a briefing from the IMG Leader. • Maintain contact with the HMA • Via the Liaison Officer if deployed. • Via the HMA EOC. • Activate COB / TOVP Support Teams as required. • Co-ordinate briefings/time outs sessions with Leader on a regular basis • Assess escalation scenarios. • Assemble Technical Personnel as required for operations and assistance. • Implement appropriate procedures for COB / TOVP Personnel assigned to the incident. Competencies. • Communicate in the Workplace • Manage emergency response information • Work in an emergency operations centre • Work in a team • Operate communication systems and equipment City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 12 of 20
  • 13. 12. Annex G – Liaison Officer Role: Acts as the on site contact for COB / TOVP to the HMA Incident Controller. Responsibilities. The Liaison Officer shall have the following responsibilities: • Obtain a briefing from the IMG Leader. • Deploy as requested and directed by the HMA: • to the scene of incident appropriately identified and wearing personal protective equipment supplied, or • to the HMA EOC • Obtain, by observation and briefing from the HMA, a clear picture of the incident and communicate this to the IMG at regular intervals. • Provide local information to the HMA Incident Controller as appropriate. • Receive and communicate any tasks for the IMG for action. • Monitor and report the arrival and departure of LGA resources assigned. • Liaises with External Authorities and Agencies including. Police, Fire, SES, Government agencies, etc. Competencies. • Communicate in the Workplace • Manage emergency response information • Work in an emergency operations centre • Work in an Emergency Control Zone • Work in a team • Prevent injury • Operate communication systems and equipment • Follow defined Health & Safety -Policies and Procedures City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 13 of 20
  • 14. 13. Annex H – Activation Procedures City of Belmont Town of Victoria Park OFFICE HOURS OFFICE HOURS HMA or WA Police call HMA or Public call 9477 7222 9311 8111 Receptionist transfers 1. Duty IMG Manager Receptionist transfers 1. Duty IMG Manager call to Duty IMG 2. Alternate Duty call to Duty IMG 2. Alternate Duty Manager Manager Manager Manager Duty IMG Manager Refer to Intranet duty Duty IMG Manager Refer to Intranet duty deploys City Ranger. roster deploys City Ranger. roster Duty IMG Manager 1. Scribe Duty IMG Manager 1. Scribe activates Scribe and 2. Ops Officer activates Scribe and 2. Ops Officer other IMG Staff as 3. Planning Officer other IMG Staff as 3. Planning Officer required names on 4. Logistics Officer required names on 4. Logistics Officer internal directory. internal directory. AFTER OFFICE HOURS AFTER OFFICE HOURS HMA or WA Police call HMA or WA Police call Belmont After Hours 9477 7224 Victoria Park After 9311 8188 Answering Service Hours Answering Service Ask Answering Service Dictate message: Ask Answering Service Dictate message: Operator to Contact “This is an Operator to Contact “This is an Duty IMG Manager on emergency call for Duty IMG Manager on emergency call for his personal mobile assistance. Please his personal mobile assistance. Please and provide the contact [insert name] and provide the contact [insert name] following message. from [insert service] following message. from [insert service] on [insert phone on [insert phone number]. Respond number]. Respond urgently”. urgently.” Duty IMG Manager Refer to After Hours Duty IMG Manager Refer to After Hours responds. Contact list and initiate responds. Contact list and initiate activation as for office activation as for office hours. hours. City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 14 of 20
  • 15. 14. Annex J – COB / TOVP Activation Levels HMA COB / TOVP IMT RESOURCES Incident LEVEL 1 ARRANGED Manager CITY HMA IMT COB / TOVP RANGER LEVEL 2 Incident LIAISON Manager OFFICER LOGISTICS RESOURCES ARRANGED COB / TOVP CMT COB / TOVP EXECUTIVE INCIDENT LIAISON MANAGER HMA IMT LEVEL 3 PLANNING OPERATION LOGISTICS RESPONSE RECOVERY City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 15 of 20
  • 16. 15. Annex K – Belmont IMG ECC Layout ELECTRONIC OPERATIONS WHITEBOARD 9477 7186 LESSER CONFERENCE PRINTER ROOM DATA PROJECTOR SCRIBE’S PC IN CALLS ONLY PLANNING LOGISTICS IMG MANAGER COFFEE / TEA STATION GLASS SLIDING DOOR UPPER FOYER City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 16 of 20
  • 17. 16. Annex L – Victoria Park IMG ECC Layout TELEPHONE TABLE SCRIBE 9311 8127 UNLISTED IN CALLS ONLY IMG OPERATIONAL LOG (PROJECTED) ELECTRONIC BOARD OPERATIONS LOGISTICS IMG SCREEN UNLISTED LEADER UNLISTED UNLISTED UNLISTED COUNCIL CHAMBERS PLANNING MAP BOARD TV IMG ROOM SECURITY DOOR FUNCTION ROOM TOILETS EXIT TO COUNCIL CHAMBER FOYER City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 17 of 20
  • 18. 17. Annex M – IMG ECC Operational Forms 17.1. Log Sheet DATE CALL MESSAGE TO / BACK LOGGED TIME FROM MESSAGE DETAILS TIME BY City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 18 of 20
  • 19. 17.2. Situation Report SITUATION REPORT FROM THE INCIDENT MANAGEMENT CENTRE As At LOCAL DATE: As At LOCAL TIME: Distribution 1 2 3 4 General Situation Casualties (Dead, Injured, missing) Response Actions in progress Evacuations Environmental Issues Media / Public Reaction Potential for CRISIS City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 19 of 20
  • 20. 17.3. Incident Action Plan PLAN TITLE SITUATION OBJECTIVE PLAN OUTLINE TASKING DESCRITION ASSIGNED TO TASK 1 COORD DETAILS TASK 2 COORD DETAILS TASK 3 COORD DETAILS TASK 4 COORD DETAILS TASK 5 COORD DETAILS PLAN COORDINATOR COMMAND & COMMUNICATIONS CONTACT DETAILS REPORT TIMINGS City of Belmont & Town of Victoria Park Combined LEM Arrangements – Part 4 version 1.0 - 03/6/08 Page 20 of 20

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