Heatwave Sub-Plan

This document is a sub Plan of the

Bayside Municipal Emergency Management Plan City of Bayside Municipal Emergency Management Plan. PART C2

1. Part 1 – Activation Arrangements

1.1 Activation of heatwave sub plan

The core elements of the Heatwave Sub Plan can be divided into stages with each stage characterised by a set of key actions:

. Stage 1 – Preparation . Stage 2 – Alert and readiness . Stage 3 – Response/action.

Each stage has a flow chart to assist understanding of agency activation and an action plan to identify actions for council and relevant key stakeholders to undertake at the relevant times of heatwave phases.

Refer to Part 3 – Operational Arrangements for more detail.

This Heatwave Sub Plan is based on primarily on a pre-heatwave awareness campaign. In keeping with the Victoria’s State Heatwave Plan, the process should commence once the Bureau of Meteorology provides a 7-day forecast indicating that heatwave conditions may prevail in the days ahead.

Phase 1 should be a progressing rolled out over summer.

The State plan refers to the first heatwave day as ‘Day 0’ and each of the preceding days count up. Phase 2 of this plan should commence seven days before the heatwave commences (i.e. Day 6) and should continue until the day before the heatwave is due (Day 1).

Phase 3 should be implemented in conjunction with the end of phase 2 (i.e. Day 1 and Day 0).

1.1.1 Activation of heatwave sub plan flow chart See overleaf.

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Activation of Heatwave Sub

Plan flow chart

Bureau of Meteorology forecast

Department of Health and Human Services

Bayside City LGAs across Ambulance State and Council Victoria Victoria metropolitan media

Municipal Heatwave Emergency Plan Management Plan

Communication Community strategy support plan

Extensive heatwave Blackout

Community

MERC/MERO activate MECC

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Table of contents

1. Part 1 – Activation Arrangements ...... 1 1.1 Activation of heatwave sub plan ...... 1 2. Part 2 – Management arrangements ...... 4 2.1 List of abbreviations ...... 4 2.2 Introduction ...... 4 2.3 Aim ...... 5 2.4 Objectives ...... 5 2.5 Legislative context ...... 5 2.6 Heatwave Planning Sub Committee ...... 6 2.7 Definition of heatwave ...... 6 2.8 Climate change ...... 7 2.9 What will the heatwave trigger/threshold be? ...... 8 2.10 Operation of a typical heatwave strategy ...... 9 2.11 Community profile ...... 10 3. Part 3 – Operational Arrangements ...... 10 3.1 Stage 1 - Preparation ...... 10 3.2 Stage 2 - Alert and readiness ...... 16 3.3 Stage 3 - Response/action ...... 19 3.4 Communications strategy ...... 25 3.5 Key Stakeholders Actions ...... 39 3.6 Recovery ...... 41 3.7 Plan maintenance ...... 41 3.8 Contact list ...... 41 3.9 References ...... 41

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2.1 List of abbreviations

Refer to Part C11 (Glossary) of the Municipal Emergency Management Plan.

2.2 Introduction

This Heatwave Plan has been produced to enable Council to develop a framework to assist the community implement strategies in the event of a heatwave occurring as the importance of raising awareness of the effects of heatwave cannot be overlooked or understated.

Bayside City Council will monitor the strategies to be developed for the Department of Health and Human Services State Heatwave Plan and implement these procedures in conjunction with the municipal structure developed, as appropriate.

2.2.1 Why this plan is needed? Climate change is expected to increase the frequency and intensity of heatwaves in Victoria in the coming years.

International and Australian experiences show that heatwaves are known to increase the incidence of morbidity and mortality – particularly among vulnerable population groups such as the elderly, people with a pre-existing medical condition and people with a disability.

In January 2009, Victoria experienced an unprecedented statewide heatwave, with Melbourne experiencing three consecutive days of temperatures above 43°C and little overnight relief.

A report by the office of the Chief Health Officer concluded that there were 374 additional deaths during the heatwave. These deaths are not deaths of those who would have died anyway in the following weeks or months after the heatwave due to illness. There is strong evidence that these summer deaths are indeed ‘extra’ and are the result of heat-related conditions.

2.2.2 What have we got in place already for heatwave events? . Links to the existing Municipal Emergency Management Plan and relevant emergency services emergency management plans. . Internal policies, procedures and guidelines within BCC e.g. OH&S policy. . Access to local networks through primary care partnerships. . Existing partnerships with local media and access to the larger metropolitan media network.

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2.2.3 What is required to supplement current practices? Identification of what is required to supplement the heatwave prevention, response and recovery issues are:

. An official heatwave plan . A link to a register of vulnerable groups . A list of stakeholders and their responsibilities in the event of a heatwave . Consistent preventative material and associated health messages . A municipal heatwave communications strategy.

The above list incorporates measures being developed within the parameters of this document.

2.3 Aim

The aim of this plan is to reduce heatwave-associated risks within the Bayside area through a strategy that assists, educates and alerts vulnerable community members of a declared heatwave.

2.4 Objectives

The objectives of this plan will:

. Provide consistency with the planning framework of the Bayside Municipal Emergency Management Plan and the Municipal Health and Wellbeing Plan; . Outline health, community and emergency services actions and response arrangements to heatwave alert; . Promote a community awareness and education component to ensure heatwave planning is consistent with whole of government approaches.

2.5 Legislative context

Both emergency management and health and well-being planning have established planning methodologies within council and these methodologies have areas of overlap and areas of difference. For the purpose of heatwave planning Bayside City Council has established that the Heatwave Plan will exist as a sub plan of the Municipal Emergency Management Plan.

Generally, emergency management has traditionally been linked with prevention, response and recovery elements in a document however, because heatwave is somewhat different as an emergency and there is no universal definition, the focus will be primarily on preparedness and communication strategies for this event.

2.5.1 Emergency Management Act 1986 Requires each municipality to develop and maintain a Municipal Emergency Management Plan that identifies municipal resources available for use in emergency prevention, response and recovery.

2.5.2 Local Government Act 1989 Declares that functions of councils include “general public services” such as “local emergency and safety services”.

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2.5.3 Public Health and Wellbeing Act 2008 Requires local councils produce a Health and Wellbeing Plan that identifies strategies for creating a local community in which people can achieve maximum health and wellbeing.

This Plan should be considered in conjunction with, and applicable to the following documents:

. Bayside Municipal Emergency Management Plan . Human Resources – Thermal Working Conditions policy . Human Resources Policy – OH&S Working policy . Business continuity planning within Bayside City Council . DHS Heatwave Planning Guide.

2.6 Heatwave Planning Sub Committee

The following people will be instrumental in enacting the Bayside City Council Heatwave Plan. This group will meet as part of the MEMPC and identify any changes to this Plan through that process. The group below may also require additional meetings if the climate conditions warrant.

Position title/role

Manager Community Services (MRM) Youth and Service Development Coordinator (Deputy MRM) Manager Libraries (Deputy MRM) Environmental Health Coordinator Aged and Disability Service Delivery Coordinator Manager City Works (MERO) Executive Manager Communications & Customer Services Human Resources Coordinator

This group should also give consideration to exercising elements of this plan on an annual basis either independently or as part of the overall municipal emergency management planning and exercising program.

2.7 Definition of heatwave

The Bureau of Meteorology (BOM) claims that there is no universal definition of a heatwave, although in a general sense it can be defined as a prolonged period of excessive heat resulting from a certain combination of temperature, humidity, air movement and duration. Demographic and geographical circumstances can also dictate people’s opinion of a heatwave.

It is accepted that the higher the temperatures, and the longer the duration, the higher the death rate will be; with the greatest threat occurring when high temperatures continue with little overnight relief.

The difficulty in defining a heatwave in Australia has been in establishing an appropriate heat index with an acceptable event threshold and duration, and relating

Last Amended: October 2017 Page 6 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 it to the climate of the relevant geographical locations (local, municipal etc.). Various heat or thermal comfort indices have been developed to evaluate heat related stress combining air temperature and humidity, and in some cases, wind and direct sunlight.

2.8 Climate change

The BOM and CSIRO report, “An assessment of the impact of climate change on the nature and frequency of exceptional climatic events”, predicts an increase frequency, distribution and intensity of heatwave hazards over the coming years: in Victoria and Tasmania, the frequency of exceptionally hot years and exceptionally dry years are likely to increase in the future. The mean projections indicate that: by 2010-2040, exceptionally hot years are likely to affect about 75 per cent of the region, and occur every 1.3 years on average1.

The Federal Department of Climate Change list of projected climate change impacts includes:2 . Victoria is expected to become warmer with more hot days and less cold nights. . Growth in peak summer energy demand is likely, due to air-conditioning use, which may increase the risk of blackouts. . By 2030 the annual average number of days over 35°C in Melbourne could grow from the current 10 to 10-15 days. . Warmer temperatures and population growth are likely to cause a rise in heat- related illness and death for those over 65; increasing in Melbourne from the current 289 annual deaths to 582-604 by 2020 and 980-1318 by 2050. . Warmer conditions may also help spread vector-borne, water-borne and food- borne disease further south. These health issues could increase pressure on medical and hospital services. . More frequent and severe droughts, with a greater fire risk, are likely.

2.8.1 Bayside climate change preparedness issues This Heatwave Plan has been developed using the general principles of emergency management as a guide to prevention/preparedness, response and recovery. It is also underpinned by a long-term approach by Bayside Council to reduce the scale of climate change and decrease its impact through long term planning which seeks to: . Reduce greenhouse gas emissions – Maximise energy neutral cooling mechanisms including promoting use of public transport, switching to energy- efficient appliances and recycling. . Address urban planning and housing design –Maximise the opportunities to “green the environment” along streets and around buildings. . Improve household energy efficiency – Insulation increases energy efficiency and reduces carbon emissions. Council to encourage residents to increase uptake of the many grants to insulate their homes. . Maintain green, shady spaces in the municipality.

1 http://www.daff.gov.au/__data/assets/pdf_file/0007/721285/csiro-bom-report-future-droughts.pdf 2 http://www.climatechange.gov.au/impacts/regions/vic.html

Last Amended: October 2017 Page 7 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 2.9 What will the heatwave trigger/threshold be?

There is no international or national standard definition or formula for a temperature threshold; so, given the nature of heatwave, identifying a definitive trigger to activate the heatwave plan is difficult to determine.

It has been established that the following circumstances will apply for preparedness for activation of the Bayside Heatwave Plan:

. On advice received from DHHS in conjunction with BOM. This will generally be four to seven days in advance of the potential heatwave occurring.

There is no minimum duration for heatwaves in Victoria; they can be as short as a single day and will typically last for several days and can last for weeks at a time.

The mean average temperature greater than 30°C means significant heat and research indicates that once this threshold is exceeded, the average daily mortality in people aged 65 or more is about 15–17 per cent higher than usual.

The following table shows the mean temperature calculation based on the BOM forecasts. The BOM Victorian seven day forecasts are available on their website www.bom.gov/weather/vic/maps/vic-forecast-map-7-day.shtml

Calculating the mean

The mean temperature is calculated from the forecast daily maximum and the forecast daily minimum for the following day (i.e. the period from 9am -9pm on any given day).

An example of the calculation is demonstrated below:

Tuesday Min: 20° C Max: 38°C (38 + 25)/2 = 31.5°C

The threshold for Melbourne = Mean of 30°C Wednesday Min: 25°C Max: 31°C The temperature forecast indicates the threshold will be exceeded

This calculation should be repeated for each of the seven days included in the daily forecast

Last Amended: October 2017 Page 8 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 2.10 Operation of a typical heatwave strategy

Historical Selection of heat

data/experience event definition

Education and information

Weather forecast Warning criteria

Seasonal awareness Criteria fulfilled

Yes No

Specific interventions Warning

Target vulnerable groups

Communication

. All systems should consider local meteorology, demographics and urban structure that is based upon thresholds that are related to actual heat/health outcomes. . Categorisation should be clearly understood by the public, key stakeholders and decision-makers. Thereby on a state level a standardised terminology along with understandable criteria and messages would help significantly with communication.

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2.11 Community profile

Refer to the Community Profile starting on page 15 of Community Emergency Risk Management (CERM) workbook, which is Part C1 of the Municipal Emergency Management Plan (MEMP).

3. Part 3 – Operational Arrangements

3.1 Stage 1 - Preparation

Preparation Stage incorporates a range of strategies to build resilience amongst Bayside residents during the summer months. It directly involves the actions of most key stakeholders. This stage is implemented between April 1 and November 30 each year.

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3.1.1 Preparation flow chart

Preparation

Review Heatwave Plan (May annually) DHHS provide heatwave health information pack

Update Heatwave Plan, if required (May annually)

MERO Heatwave Communication Plan / Strategy

Manager Community MERO to Services meet with Emergency Management Group Implementation phase

Ged and Family Manager Manager Manager Manager Disability Services Properties Recreation, Engineering Comms & Service Coordinat Events and Services Engagement Delivery or Partnerships Coordinator

Aged & MCH & Parks Leisure & Outdoor Disability Children’ Recreation staff Local clients s media Services

Community Care staff

Meals Service

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3.1.2 Preparation – action plan All employees identified in the plan need to ensure that awareness and background preparedness are maintained and the following objectives and actions are achieved.

Objectives Action Responsibility 1. Identify Use client lists from Aged and Disability Services Aged & Disability vulnerable people to distribute heatwave information through CCWs Services and groups and Coordinators the Bayside Distribute information to local agencies who deal Heatwave employees who with vulnerable groups Coordinators deal directly with Identify active community groups that fits resident Community them with the aim risk profile and arrange for information to be Engagement of coordinating distributed Facilitator the dissemination Distribute information in Children’s Services that Family Services of information fits profile to families attending Council’s Family, and Youth Youth and Children’s Services Services Coordinators 2. Create Disseminate information material on heatwave BCC in awareness on the preparedness (include sporting groups, the conjunction with dangers posed community, nursing homes etc.) DHHS by heatwaves Disseminate fact sheet aimed at workers Disseminate information sheet aimed at residential aged care facilities Ensure staff have the necessary skills, education Department and resources to support vulnerable clients to Managers provide guidance on minimising and coping with heat related health risks Inform the Primary Care Partnership Executive Manager Officer and request an email be provided to Community member agencies Services Distribute heatwave information internally to all Communications Bayside employees to increase heatwave Coordinator awareness to ensure staff have adequate OH&S Coordinator knowledge (e.g. Thermal Working Conditions policy, OH&S policy etc.): Departmental . Family Services staff Managers . Office based staff . Depot services and maintenance staff . Direct Care staff . Local laws 3. Start a process Investigate existing relationships with other Manager to develop organisations (both public & private) to identify Communications & partnerships common interests and platforms Engagement Develop media liaisons to assist in broadcasting Manager heatwave awareness Communications & Engagement

3.1.3 Business continuity Council has prepared a Business Continuity Plan. This Plan focuses on the critical business functions and services that should continue to be provided to the community and/or internally for the organisation.

The coordination of the Business Continuity Plan and decisions regarding cross- organisational deployment of staff is the responsibility of the Senior Leadership Group (SLG). The Business Continuity Plan will guide decisions for the continuation or cessation of departmental business regardless of the emergency faced.

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3.1.4 Potential heatwave impacts The potential impacts associated with heat are summarised in this following matrix, which reveals a number of issues with high risks associated to it:

. Heat related illnesses affecting the elderly, very young and carers; . Lack of hygiene when preparing food for the very young in hot conditions; . Modification of infant feedings during hot weather; . Unwillingness of carers to travel in hot weather; . Higher presentation to emergency departments; . Increased workload for emergency service staff; and, . Food becoming potentially hazardous (pathogenic) due to heat.

3.1.5 Bayside heatwave impact matrix/risk assessment

Vulnerable Heat Related Issue Likely Impact – Risk Groups Elderly Heat related illness – heat Requires medical assistance stroke, heat exhaustion, heat Can become deadly if unattended cramps, dehydration, respiratory problems, cardiac stress, prickly heat, exacerbation of chronic disease Sleep disturbance Fatigue Slowed reflexes and response Requires medical assistance Discomfort in the home Irritability Change in temperament Displays of anger and anti social behaviour Loss of ability to ‘self care’ Requires medical assistance Exacerbation of existing conditions Cannot connect with social Social isolation activities and community Feelings of loneliness and despair services Taking medication that puts the Requires medical assistance elderly in danger of heat stroke (some blood pressure and heart medicines) Very young Heat related illness – heat Requires medical assistance exhaustion, heat stroke, heat Can become deadly if unattended cramps, dehydration, heat rash Fatigue Irritability Lack of hygiene in preparation of Food poisoning food and formula Modification of infant feedings Breastfeeding mothers need to demand feed and drink plenty of water themselves Bottle fed infants require more water Carers/health Modification of programs Kinder/preschool playtime earlier in workers day MCH appointment times commence earlier Activity Group outings modified Unwillingness to travel in heat Interruption to services Workplace stress Fatigue Sick leave Heat related illness Lack of available health workers

Last Amended: October 2017 Page 13 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 Vulnerable Heat Related Issue Likely Impact – Risk Groups Organisations Higher presentation to Drain on services; insufficient staff emergency departments in hospitals Increase in workload for Pressure on resources ambulance service Poor workplace practice in hot Reduced productivity conditions Other Water restrictions Reluctance to use water to cool down Difficultly in accessing to public Social isolation transport to attend programs/ Medical emergency appointments Heat stress for pets Emergency care Pets left in cars Can become deadly if unattended Food becomes potentially Food poisoning hazardous due to heat Increased insect/mosquito Increased likelihood of disease and activity viruses Critical infrastructure failure – Triggering of Emergency power grid failure Management Plan

3.1.6 Heatwave preparation awareness campaign Partnership with Department of Health in the Preparation Stage of the heatwave plan requires the implementation of pre summer actions. The best defence to heat related illness is prevention. This stage occurs between April 1 and November 30 each year. Its major components include the groundwork supporting a heatwave awareness campaign and the ‘Buddy/Good Neighbour’ promotion.

People living through a summer in Bayside need to be informed adequately about heatwaves. This includes information about risk characteristics, preventative measures and appropriate behaviours during a heatwave and an understanding of their own responsibility to be prepared. The objective of the campaign will be to:

. Generate preparedness and improve community resilience to heatwave conditions; . Educate all stakeholders about roles, responsibilities and procedures to be followed in the event of a heat alert.

Key messages for vulnerable groups will include also: . Medications and heat related illness; . Child and car safety; and, . Keeping babies and breastfeeding mothers hydrated.

3.1.7 Department of Health communications campaign In order to circulate these messages to the general public and vulnerable groups, Bayside City Council will implement a strategic heatwave awareness campaign leading up to summer under the directives of DoH who are the lead agency for heatwave in Victoria.

The campaign will target specifically the elderly and parents of the very young. Bayside Council will partner with DoH in ensuring the consistent message is conveyed and production of print material to be disseminated (provided by DoH) and the core components of the publications will be to:

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. Consider engaging with a media partner to act as local sponsor of the campaign; . Produce educational material giving practical advice to the community on heatwave preparedness including, e.g. a general public information leaflet; . Disseminate heatwave messages at relevant community events e.g. Seniors Week and Children’s Fair (consider targeting to the elderly and parents of the very young). These can also be distributed, through Aged Services staff, Senior’s Centres, Maternal and Child Health nurses, GPs, pharmacies, Community Health, Bayside Libraries, Family Life, Kingston/Bayside PCP, community centres, childcare centres, preschools and playgroups; . Provide media releases and feature articles associated with the campaign (with the endorsed communications disseminated from DoH).

A range of heatwave information sheets linked to the role of the stakeholder will sum up key messages and offer practical advice to those working with the elderly and the very young.

3.1.8 Buddy/good neighbour promotion DoH as part of their communication plan will promote a Buddy/Good Neighbour program which will encourage key stakeholders who interact directly with vulnerable clients to develop, as part of their individual care and response plan, a buddy system within their organisation or group. Council will encourage stakeholders to engage in this program.

A Buddy/Good Neighbour program could include: . Staff and/or volunteers phoning high risk people; . The activation of community phone trees; and, . Neighbours checking on each other everyday during a heatwave (and being aware of any medical requirements the neighbour may have).

Last Amended: October 2017 Page 15 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.2 Stage 2 - Alert and readiness

The alert and readiness stage will commence upon Bayside City Council receiving a heatwave warning from either the DoH or BOM. This information should be received by the Heatwave Coordinators and will trigger the Communications Plan (strategy) and the Community Support Plan. This should coincide with the State Heatwave Plan strategies commencing on Day 6 (prior to the heatwave) and continuing to Day 1 (the day before the heatwave).

3.2.1 Time frame of heat warning procedure The following chart provides an indication of timeframes for the municipality to observe when the forecast for heatwave is advised by the Bureau of Meteorology.

Seven day forecast

Risk situation within the next seven days ALERT/

READINESS

After two days: evaluation if risk situation is still forecast

Excess deaths forecast for the next seven days STANDBY

More than two days of standby

RESPONSE/ ACTION

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3.2.2 Alert and readiness flow chart

Alert and readiness

Warning issued by BOM/DoH

MEMP Heatwave Plan

MERO MECC Heatwave Consider Emergency on alert Coordinators Relief Centre

Emergency Management Community Support Plan Heatwave Communication Group Plan

Council Staff Manager Communications & Engagement

Consider Emergency Relief Centre preparation Local media

Manager Manager Manager Manager Manager Aged and Family Properties Service Engineering Disability Services Development Services Services

Aged and MCH & Parks Leisure & Outdoor Disability Children’s Recreation staff clients Services

Community Care staff

Meals Service

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3.2.3 Alert and readiness – action plan This Action Plan is triggered as soon as threshold temperatures (see Response/Action Action Plan below) are forecasted for at least three days or forecasts that there is an 80 per cent chance of temperatures being high enough on at least two consecutive days to have significant effects on health.

As most deaths occur in the first two days, this is an important stage at which to ensure readiness and swift action to reduce harm from a potential heatwave.

Objectives Action Responsibility

1. Activate . Activate CCWs, Meals Delivery staff and Manager Aged and resources to Health and Community Care staff where Disability Services ensure the appropriate to ensure all those identified heatwave message as at-risk are informed of the pending is reaching the heatwave target audience . CCWs to distribute heatwave information . CALD issues. Provide messages other than English, consider Interpreter Service (TIS) used by council. Advise Maternal & Child Health outlets to MCH Coordinator distribute heatwave information Review and modify as required activities Family Services Dept and programs for the approaching Coordinators heatwave to accommodate accordingly to identify risks associated with heatwave. 2. Alert employees Distribute information to all employees on Manager People & to the pending the precautions they need to take to protect Performance heatwave themselves from the heat 3. Ensure the . Child care facilities Department relevant thermal . Family day care facilities Managers or workplace policies . Maternal child health facilities Coordinators are adhered to, if . Office based staff required . Depot services & maintenance staff . DCWs . Local Laws

Last Amended: October 2017 Page 18 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.3 Stage 3 - Response/action

The Response/Action Stage is triggered when advised by DoH and/or the MERC to activate the Heatwave Plan. Bayside Council then activates a heat alert to all key stakeholders using the communications strategy developed.

Efficient implementation of the communication plan is dependent upon the lead agency, DoH and Bayside City Council as a support agency, informing all key stakeholders of their responsibilities to enact the Response Stage of the Heatwave Plan via email, fax or telephone. Consequently the communication plan will continue as in the previous Stage 2 - Alert/Readiness including the encouragement for the community to adopt the “Buddy/Good Neighbour Program”.

3.3.1 Response/action flow chart

Response and action

Heatwave

MEMP Heatwave Plan

Setup Emergency MERO Heatwave Coordinators Relief Centres if needed

MECC function Community Support Plan Communication Plan initiated

Heatwave messages continue Contact MRM to setup Emergency Relief Centres if needed

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3.3.2 Response activation Emergency Coordination Team (ECT) Victoria’s emergency management arrangements define that Victoria Police has responsibility for the coordination of resources in support of an emergency. The arrangements also assign control agency responsibility for a heatwave emergency to Victoria Police.

Should a heatwave extend to become an emergency (i.e. it is a protracted event or the impact on the community is so severe as to disrupt normal functioning for a large portion of the community), there may be a requirement to implement s more structured level of emergency management arrangements. Refer to the Action Plan and establishment of the MECC below.

Should this situation arise, there will be a requirement for close liaison between the Victoria Police in both their roles and various departments within Council as the diagram below shows.

BoM & DH information

Victoria Police Victoria Police Municipal Emergency Response Coordinator Incident Controller

Other agencies

MRM BCC Heatwave Coordinator

MERO

Aged & Disability Internal & External Health Services Services (Manager Amenity (Manager Aged & Disability Communications Protection) Services)

Bayside City Council

Last Amended: October 2017 Page 20 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.3.3 Response/action – action plan This will be triggered as soon as the BOM confirms that threshold temperatures have been reached in the area. To date the DoH has established a heatwave threshold for metropolitan Melbourne to be a daily average of 30°C (mean of daily maximum and nightly minimum temperature) or as an overnight temperature of 24°C. This stage requires specific actions targeted at high-risk groups.

Objectives Action Responsibility 1. Continue . Ensure that CCWs and volunteers are Manager Aged and activities to ensure aware of risk and protective factors, and Disability Services the heatwave consider, where appropriate, daily message is visits/phone calls for high-risk reaching the target individuals living on their own who have audience no regular daily contacts. . Liaise with other community register contacts (when established e.g. VICPOL Community Register, Red Cross Telecross). Advise DCWs to contact BCC (and/or Aged and Disability nurse-on-call) if there is a concern about Services Coordinators an individual’s health

. Maternal & Child Health & Immunisation MCH outlets to continue distribution of heatwave information to clients . Consider postponing any immunisation sessions programmed Continue to distribute information All amongst previously identified community groups Family Services to continue distribution of Manager Family heatwave information to the vulnerable Services groups in their care (e.g. kinder, child care centres etc.) 2. Activate relevant Ensure refreshments are available to staff Dept Coordinators workplace policies (e.g. cool drinks, icy poles, cool neck ties (e.g. Thermal etc.): working conditions, OH&S etc.) . Child care facilities . Family day care facilities . Maternal child health facilities . Office based staff . Depot services & maintenance staff . DCWs . Local Laws

3.3.4 Virtual MECC activation Establishing the Municipal Emergency Coordination Centre (MECC) will be made by the MERC. It is an expensive and time consuming process and the decision to not establish the MECC can be as costly as the decision to establish the MECC when it is not required.

Heatwaves have elements of a slow onset and conditions conducive to a heatwave can be predicted days ahead of onset and do not have a specific point at which the impact can be recognised as beginning.

Last Amended: October 2017 Page 21 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 While not suitable for managing the impact of all emergencies there are options to develop a “virtual” MECC, particularly for slow-onset emergencies (e.g. disease, heatwave etc.) where the gathering of information and coordination of resources is required but the level of inter agency interaction and urgency is not evident.

3.3.5 Requirements of a virtual MECC To ensure a viable “virtual” MECC the following will need to be considered:

Requirements Considerations Agency representation Each agency required will need to ensure that a contact is supplied for the required period (e.g. business hours, 24 hours, daily, weekly etc.) Communications The most appropriate communications methods are employed (e.g. email, telephone tree etc.) Triggers for escalation/de-escalation Including interruptions to essential services and virtual MECC systems Process for escalation/de-escalation Changing between the MECC to/from a virtual MECC Online resource management and Including real-time information options information sharing

3.3.6 Emergency relief centre/s Emergency relief centre/s will only be opened up after the MECC has been activated and only if a power blackout has occurred, and not, as a general rule on days of extreme heat.

Vulnerable people who are sick or showing signs of being affected by the heat NEED to go to hospital NOT to an emergency relief centre.

3.3.7 Community support plan The Community Support Plan will comprise two sections: Contacting at risk clients and the Buddy/Good Neighbour Program.

See overleaf for Community Support Plan flow chart.

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Community support plan

Community support plan (internal document)

Family Services Aged and Disability Buddy/Good identify at-risk Services identify at- Neighbour program clients risk clients

Coordinator provide Coordinators To be included with list of at-risk clients provide a list of at- all messages under during alert stage risk clients during the Communication alert stage Plan

Family Services staff Aged and Disability to contact at-risk staff to contact at- clients during risk clients during heatwave stage heatwave event

Last Amended: October 2017 Page 23 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 Contacting at risk clients

During a declared heatwave Aged and Disability Services staff will contact all Priority one and two clients to ensure their welfare, remind them about fluid intake and discuss what cooling options they have. This should also incorporate contact with case managers and family members when knowledge of their involvement with any at-risk clients is known.

Council will ensure the requirements of the Privacy Act are adhered to in regard to the at-risk clients personal information at all times.

Priority one and two clients are extreme frail and/or disabled, and usually require multiple services. Should a heatwave be exacerbated by severity, duration, or blackout the number of at risk members of the community could dramatically increase.

This Community Support Plan is still being produced and procedures may alter as further processes are developed.

During the January 2009 heatwave, the Victorian Government encouraged members of the community to check up on friends, relatives and neighbours regarding their welfare. This ethos could be utilised further into the creation of a Buddy/Good Neighbour Program.

Last Amended: October 2017 Page 24 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.4 Communications strategy

3.4.1 Introduction The coordination of all internal and external council communications regarding heatwave response and recovery is the responsibility of the Manager Communications and Engagement. This officer will liaise with the Heatwave Coordinators as appropriate and normal communication protocols will apply.

The Heatwave Coordinators will provide Customer Relations with DoH authorised Fact Sheets and heatwave updates as required. Primary information on the intensity and duration of the heatwave and state and commonwealth responses will be provided through the information websites and DoH contact with Council.

3.4.2 Internal council communications Internal council communications to staff regarding heatwave events will be communicated using Bayside Banter newsletter and the intranet.

Support in the form of an information brochure: Heatwave - A Guide to Looking after Yourself and Others during Hot Weather is included as Leaflet 3 of this Communications Strategy for distribution. Each department’s business continuity plans will determine its capacity to maintain services to the community (e.g. reference to council’s internal Thermal Working Conditions Policy).

3.4.3 External council communications External council communications to the community regarding heatwave events will be communicated using media releases where possible, to advise people on being safe during a heatwave. Disseminating the heatwave information will mainly be via the Let’s Talk Bayside newsletter and Councils web site.

Council will provide a specific heatwave information link on its website (to be coordinated by the Manager Communications and Engagement).

3.4.4 Public calls into council Calls from the public will be received during normal Customer Service opening times (8.30am to 5pm) through Council’s usual phone contact (9599 4444).

Council’s Customer Service Centre is located at 76 Royal Avenue, Sandringham.

Customer Service staff will initially screen calls regarding a heatwave but will redirect calls or redirect caller information for service assistance assessment as required.

Council’s Customer Relations will provide referral of callers to: . DoH website (www.health.vic.gov.au) . Nurse On Call (Ph: 1300 606 024 – 24 hrs) . People will also be referred to their GP as applicable.

Responses to public calls will be during normal business hours unless otherwise directed by the CEO or his delegate. Out of hours and weekend call management will be coordinated by the MERO/MRM.

The Customer Relations Coordinator will coordinate the initial response to heatwave calls and arrange adequate customer services staff support.

Last Amended: October 2017 Page 25 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.4.5 Communications flow chart This diagram below can illustrate the flow of information between Bayside City Council and other key stakeholders once a heatwave has been declared.

Lead Agency Department of Health

Support Agency

Bayside City Council

Heatwave Plan Bureau of Meteorology

Communication Strategy Determines thresholds and calls heat alert Activated

Key stakeholders Aged and Disability Services Children’s Services Community Centres Community Health Media Recreational Services Emergency Management Team Bayside Libraries Bayside Regional Health Services Ambulance Victoria St John Ambulance Family Life Kingston Bayside PCP General Practice Network General public Bayside Childcare Centres Bayside Playgroups Vulnerable Senior Centres population Aged Accommodation groups Bayside Pharmacies Red Cross Royal District Nursing Service DHS

3.4.6 Key messages The DoH will provide specific heatwave messages to all municipalities in the lead up to summer each year.

Last Amended: October 2017 Page 26 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.4.7 Interim Bayside communications educational material Whilst the DoH Communications Strategy for Heatwave is being finalised for distribution and use, Bayside will use information made available from Australian Red Cross.

Bayside will also support and utilise the endorsed DoH publications/information sheets when provided.

Attached are three different fact sheets targeted to the relevant vulnerable groups within the community:

. Leaflet 1 – Supporting vulnerable people before and during a heatwave: Advice for home care managers and staff . Leaflet 2 – Supporting vulnerable people before and during a heatwave: Advice for home and community care professionals . Leaflet 3 – A guide to looking after yourself and others during hot weather.

3.4.8 Linkages to web sites There are a number of web sites to refer to further on heatwave information, facts and leaflets:

. www.betterhealth.vic.gov.au . www.bom.gov.au . www.sunsmart.com.au . www.dhs.vic.gov.au . www.health.vic.gov.au . www.redcross.org.au

Last Amended: October 2017 Page 27 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 Leaflet 1

Supporting vulnerable people before and during a heatwave

Advice for aged and disability services managers and staff

Extreme heat is dangerous to everyone, ESPECIALLY OLDER PEOPLE AND ESPECIALLY THOSE LIVING IN CARE HOMES. During a heatwave, when temperatures remain abnormally high for longer than a couple of days, it can prove fatal and climate change means that heatwaves are likely to become more common in Australia.

This fact sheet is aimed at reducing the health risks by advising people what to do in the event of a heatwave, before it happens. You should be reading this if you work in or manage a care home, where people are especially at risk during a heatwave. You are strongly urged to make the preparations in this fact sheet before a heatwave is forecast. The effects of heat occur rapidly, and to be effective preparatory action has to be taken before the beginning of December.

What are the risks? The effects of heat on health The body normally cools itself using four mechanisms: . Radiation in the form of infrared rays; . Convection via water or air crossing the skin; . Conduction by a cooler object being in contact with the skin; and . Evaporation of sweat.

When the ambient temperature is higher than skin temperature, the only effective heat loss mechanism is sweating. Therefore, any factor that reduces the effectiveness of sweating such as dehydration, lack of breeze, tight fitting clothes or certain medications can cause the body to overheat. Additionally, thermoregulation, which is controlled by the hypothalamus, can be impaired in the elderly and the chronically ill, and potentially in those taking certain medications, rendering the body more vulnerable to overheating. Older women appear to be more vulnerable to the effects of heat than older men, possibly due to having fewer sweat glands and being more likely to live on their own.

The table on following page describes the effects of overheating on the body, which in the form of heatstroke can be fatal.

However, the main causes of illness and death during a heatwave are respiratory and cardiovascular diseases as air pollution makes respiratory symptoms worse. The other main contributor is the effect of heat on the cardiovascular system. In order to keep cool, large quantities of extra blood are circulated to the skin. This causes strain on the heart, which for elderly people and those with chronic health problems can be enough to precipitate a cardiac event. Sweating and dehydration affect electrolyte balance. For people on medications that control electrolyte balance or cardiac function, this can also be a risk. Medicines that affect the ability to sweat, thermoregulation or electrolyte imbalance can make a person more vulnerable to the effects of heat. Such medicines include anti-cholinergics, vasoconstrictors, anti-histamines, drugs that reduce renal function, diuretics, psychoactive drugs and anti- hypertensives.

Whatever the underlying cause of heat related symptoms, the treatment is always the same – move the person to somewhere cooler and cool them down.

Last Amended: October 2017 Page 28 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2

Heat related illnesses . Increased risk of cardiovascular and respiratory illnesses – these cause the majority of excess mortality during a heatwave. . Heat cramps – caused by dehydration and loss of electrolytes, often following exercise. . Heat rash – small, red, itchy papules. . Heat oedema – mainly in the ankles, due to vasodilation and retention of fluid. . Heat syncope – dizziness and fainting, due to dehydration, vasodilation, cardiovascular disease and certain medications. . Heat exhaustion – is more common. It occurs as a result of water or sodium depletion, with non-specific features of malaise, vomiting and circulatory collapse, and is present when the core temperature is between 37°C and 40°C. Left untreated, heat exhaustion may evolve into heatstroke. . Heatstroke – can become a point of no return whereby the body’s thermoregulation mechanism fails. This leads to a medical emergency, with symptoms of confusion; disorientation; convulsions; unconsciousness; hot dry skin; and core body temperature exceeding 40°C for between 45 minutes and eight hours. It can result in cell death, organ failure, brain damage or death. Heatstroke can be either classical or exertional (e.g. in athletes).

Advance preparations You may like to draw up a checklist based on the actions below, to complete by the end of November each year.

The building and surroundings . Check that windows can be shaded, preferably by curtains with pale, reflective linings rather than by metal Venetian blinds and curtains with dark linings, which can make conditions worse. If these are fitted, check that they can be raised. . Check that there are no problems opening windows while acknowledging security considerations. . Increase outside shading, in the form of shutters, shades, trees or leafy plants. Reflective paint can also assist in keeping the building cool. Increase outside greenery, especially in concreted areas, as it increases moisture content and aids cooling as a natural air conditioner. . Cavity wall and loft insulation help to keep the building warm in winter and cooler in the summer. Contact your local authority’s energy efficiency officer or your energy company to see what grants are available. . Cool areas can be developed with appropriate indoor and outdoor shading, ventilation, the use of indoor and outdoor plants and, if necessary, air conditioning. . Ensure that staff knows which rooms are the easiest to keep cool and which are the most difficult, and review the distribution of residents according to those most at risk. . Create cool rooms or cool areas. High risk groups that are vulnerable to the effects of heat are physiologically unable to cool themselves efficiently once temperatures rise above 26°C. Therefore, every care, nursing and residential home should be able to provide a room or area that maintains a temperature at 26°C or below. . Indoor thermometers should be installed in each room in which vulnerable individuals spend substantial time (bedrooms and living and eating areas) and, during a heatwave, indoor temperatures should be monitored at least four times a day. . If temperatures exceed 26°C, high risk individuals should be moved to a cool area that is 26°C or below.

Last Amended: October 2017 Page 29 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 Facilities . Check that you have an adequate supply of fans and water sprays. . Check that water and ice are widely available. Ensure that you have a supply of oral rehydration salts, orange juice and bananas to help maintain electrolyte balance for those on diuretics. . Arrange for cold drinks to be distributed regularly in the event of a heatwave. . Plan to adapt menus to cold meals (preferably with a high water content, such as fruit and salads) in consultation with residents.

Working arrangements Work out a protocol for changes to management arrangements in the event of a heatwave, to over: . Mobilisation of staff, including recalling those on leave; . Changes to rosters/timetables; . Getting extra help from relatives of residents; . Getting extra help from volunteers; . Providing an email address to local authorities/DoH regional office, to facilitate the transfer of emergency information.

Residents . Make sure you know who is most at risk – ask primary care staff if you are unsure. . Ensure that you have protocols to monitor residents most at risk and to provide additional care and support (body temperature, pulse rate, blood pressure and dehydration will need to be monitored). . Ask the GPs of at-risk residents about possible changes in treatment or medication in the event of a heatwave and review residents on multiple medications. . Check that residents have light, loose fitting cotton clothing to wear.

If a heatwave is forecast for your area . Make sure you have taken the steps outlined above. . Check local weather forecasts from the Bureau of Meteorology, www.bom.gov.au. . Check that staff, and others such as volunteers, know what to do during a heatwave. . Suggest that all residents consult their GP about possible changes to their treatment and/ or medication; consider prescribing oral rehydration salts for those on high doses of diuretics.

During a heatwave Try to keep the care home as cool as possible . Increase outside shading. Spraying water on the ground outside helps to cool the air (avoid creating slip hazards). . Keep curtains and windows closed while the temperature outside is higher than it is inside. . Once the temperature outside has dropped lower than the temperature inside, open the windows. This may not be until very late at night or the early hours of the morning. . Discourage residents from physical activity and going out during the hottest part of the day (11am to3pm). . Monitor temperatures inside the building at least four times a day. . Make the most of cooler night time temperatures to cool the building with ventilation. High night time temperatures have been found to be especially associated with excess mortality.

Monitor residents . Check body temperature, heart and breathing rates, blood pressure and hydration levels. . Watch for any changes in behaviour, especially excessive drowsiness.

Last Amended: October 2017 Page 30 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 . Watch for signs of headache, unusual tiredness, weakness, giddiness, disorientation or sleeping problems.

Reduce the health risks of heat . Encourage residents to remain in the coolest parts of the building as much as possible. . Move residents so that each spends time in the cool room/area (below 26°C) – give priority and extra time to high-risk residents or any showing signs of distress (including increased body temperature). . Monitor residents’ fluid intake, providing regular cold drinks, particularly if they are not always able to drink unaided. Oral rehydration salts are suggested for those on high doses of diuretics. Bananas, orange juice and occasional salty snacks can also help replace salts lost due to sweating. . Advise residents to avoid caffeine (coffee, tea, soft drinks), very sweet drinks and alcohol. . Encourage residents to wear light, loose cotton clothes to absorb sweat and prevent skin irritation. . Regularly sprinkle or spray cool water on exposed parts of the body. A damp cloth on the back of the neck helps with temperature regulation. . Arrange cool showers or baths if possible.

Emergency treatment If you suspect someone has heatstroke, call 000. While waiting for the ambulance: . Take the person’s temperature. . If possible, move them somewhere cooler. . Cool them down as quickly as possible by giving them a cool shower sprinkling them with water or wrapping them in a damp sheet, and using a fan to create an air current. . Encourage them to drink fluids, if they are conscious. . Do not give them aspirin or paracetamol.

Additional Notes At risk groups include: . Older people, especially women over 75 years old, or those living on their own and who are socially isolated, or in a care home. . Those with chronic and severe illness, including heart conditions, diabetes, respiratory or renal insufficiency, Parkinson’s disease, or severe mental illness. Medications that potentially affect renal function, sweating, thermoregulation or electrolyte balance can make this group more vulnerable to the effects of heat. . Those who are unable to adapt their behaviour to keep cool, including those with Alzheimer’s or a disability, or who are bed bound.

Further information Heatwave Plan Further information on the Municipal Heatwave Plan can be accessed on the Bayside Council website at www.bayside.vic.gov.au and the Victorian Government Heatwave Plan on the Department of Human Services website at www.dhs.vic.gov.au.

Information on alert levels The heatwave alert level will be triggered by a temperature threshold set according to DoH and BOM which is the mean average temperature of greater than 30°C within the Melbourne metropolitan area. Therefore the Bureau of Meteorology website www.bom.gov.au is a relevant site to check for current temperature information.

Information on air quality Regular hourly updates on air quality levels are available from the Environment Protection Authority (EPA) on their website www.epa.vic.gov.au and produced in the form of an air quality index This information includes data on the levels of carbon monoxide (CO),

Last Amended: October 2017 Page 31 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 nitrogen dioxide (O2), fine particles (PM10), sulphur dioxide, etc. as each pollutant has a different impact on human beings or the environment.

Leaflet 2

Supporting vulnerable people before and during a heatwave

Advice for home and community care professionals

Extreme heat is dangerous to everyone. During a heatwave, when temperatures remain abnormally high over more than a couple of days, it can prove fatal. Climate change means heatwaves are likely to become more common in Australia.

This fact sheet is part of a programme to reduce the health risks by alerting people to the dangers and encouraging them to plan in advance what to do in the event of a heatwave. Heatwaves can happen with little warning and illness and death can occur within the first couple of days, so it is best to make the following preparations before high temperatures are forecast. Ideally these should be complete by the beginning of December.

You should be reading this, and are urged to act on it, if you work, whether as an individual or part of a team, in primary care or social services or are a home care provider. It offers advice both on caring for people most at risk during a heatwave, and on organising others who provide care.

Who is at risk? There are certain factors that increase an individual’s risk during a heatwave. These include: . Older age: especially women over 75 years old, or those living on their own and who are socially isolated, or in a care home. . Chronic and severe illness: including heart conditions, diabetes, respiratory or renal insufficiency, Parkinson’s disease or severe mental illness. Medications that potentially affect renal function, sweating, thermoregulation or electrolyte balance can make this group more vulnerable to the effects of heat. . Inability to adapt behaviour to keep cool: having Alzheimer’s, a disability, being bed bound, too much alcohol, babies and the very young. . Environmental factors and overexposure: living in a top floor flat, being homeless, activities or jobs that are in hot places or outdoors and include high levels of physical exertion.

During extremely hot weather, there is a risk of developing heat exhaustion and heatstroke and other heat-related illnesses including respiratory and heart problems. In a moderate heatwave, it is mainly the above high risk groups that are affected. However, there can be situations during heatwave where normally fit and healthy people can also be affected.

What are the risks? The effects of heat on health The body normally cools itself using four mechanisms: . Radiation in the form of infrared rays; . Convection via water or air crossing the skin; . Conduction by a cooler object being in contact with the skin; and . Evaporation of sweat.

When the ambient temperature is higher than skin temperature, the only effective heat loss mechanism is sweating. Therefore, any factor that reduces the effectiveness of sweating such as dehydration, lack of breeze, tight fitting clothes or certain medications can cause the

Last Amended: October 2017 Page 32 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 body to overheat. Additionally, thermoregulation, which is controlled by the hypothalamus, can be impaired in the elderly and the chronically ill, and potentially in those taking certain medications, rendering the body more vulnerable to overheating. Young children produce more metabolic heat, have a decreased ability to sweat and have core temperatures that rise faster during dehydration. Older women appear to be more vulnerable to the effects of heat than older men, possibly due to having fewer sweat glands and being more likely to live on their own.

The table below describes the effects of overheating on the body, which in the form of heatstroke can be fatal.

However, the main causes of illness and death during a heatwave are respiratory and cardiovascular diseases. Part of this rise in mortality may be attributable to air pollution, which makes respiratory symptoms worse. The other main contributor is the effect of heat on the cardiovascular system. In order to keep cool, large quantities of extra blood are circulated to the skin. This causes strain on the heart, which for elderly people and those with chronic health problems can be enough to precipitate a cardiac event.

Sweating and dehydration affect electrolyte balance. For people on medications that control electrolyte balance or cardiac function, this can also be a risk. Medicines that affect the ability to sweat, thermoregulation or electrolyte imbalance can make a person more vulnerable to the effects of heat. Such medicines include anticholinergics, vasoconstrictors, antihistamines, drugs that reduce renal function, diuretics, psychoactive drugs and antihypertensives.

Heat related illnesses . Increased risk of cardiovascular and respiratory illnesses – these cause the majority of excess mortality during a heatwave. . Heat cramps – caused by dehydration and loss of electrolytes, often following exercise. . Heat rash – small, red, itchy papules. . Heat oedema – mainly in the ankles, due to vasodilation and retention of fluid. . Heat syncope – dizziness and fainting, due to dehydration, vasodilation, cardiovascular disease and certain medications. . Heat exhaustion – is more common. It occurs as a result of water or sodium depletion, with nonspecific features of malaise, vomiting and circulatory collapse, and is present when the core temperature is between 37°C and 40°C. Left untreated, heat exhaustion may evolve into heatstroke. . Heatstroke – can become a point of no return whereby the body’s thermoregulation mechanism fails. This leads to a medical emergency, with symptoms of confusion; disorientation; convulsions; unconsciousness; hot dry skin; and core body temperature exceeding 40°C for between 45 minutes and eight hours. It can result in cell death, organ failure, brain damage or death. Heatstroke can be either classical or exertional (e.g. in athletes).

Whatever the underlying cause of heat related symptoms, the treatment is always the same – move the person to somewhere cooler and cool them down.

Reducing the risk before a heatwave Heatwaves can happen suddenly, and rapid rises in temperature affect vulnerable people very rapidly. Make as much use as possible of existing care plans to assess which individuals are at particular risk, and to identify what extra help they might need. Health and social care providers need to plan ahead to ensure that care and support for people at risk can be accessed in the event of a heatwave. Anyone in a high-risk category who is living alone is likely to need at least daily contact, whether by care workers, volunteers or informal carers. Older people, especially older women, people with chronic or serious

Last Amended: October 2017 Page 33 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 illness, mobility problems, or severe mental illness, those who are on certain medications, or those living in accommodation that is hard to keep cool, may need extra care and support.

If you are advising, visiting, supporting or caring for someone in their own home, these are the steps that should be taken before the weather gets hot. Where possible, involve their family and any informal carers in these arrangements.

Environment . Plant trees or leafy plants to provide shade and cool the air around the building. Indoor plants also help keep the environment cool. . Check that any north facing windows, which let in most sunlight, can be shaded, preferably with curtains with pale, reflective linings. Metal venetian blinds and curtains with dark linings absorb heat and may make things worse. . Consider outside shutters, overhead external shade and using reflective paint. . Check that the person’s home or room can be properly ventilated, without causing any additional health risk, discomfort or security problems. . Consider the possibility of moving the person to a cooler room. People living in top floor accommodation may be at particular risk as heat rises.

Facilities . Check that fridges and freezers work properly. . Check that the person has light, loose fitting cotton clothing to wear. . If you plan to move the person somewhere cooler in the event of a heatwave, consider what equipment or help you might need. . Check that fans and air conditioning work properly, and replace appliances with energy efficient models.

Organisation . Check that extra care and support are available if needed. . Check that the person can contact the primary care team if one of their informal carers is unavailable. . Check that their care plan contains contact details for their GP, other care workers and informal carers. . Check that there are adequate arrangements for food shopping to reduce having to go out in hot weather.

If a heatwave is forecast for your area . Make sure you have taken the steps outlined above. . Monitor the current situation by checking the heat threshold level (the mean average temperature of greater than 30°C within the Melbourne metropolitan area). Check the Bureau of Meteorology internet site www.bom.gov.au or listen to local weather news. . Make sure you know what advice to give people at risk. A public information leaflet with tips on what to do in a heatwave is available from GP practices, pharmacies, hospitals, care homes and voluntary organisations. . Suggest that people at particular risk consult their GP about possible changes to their treatment and/or medication.

During a heatwave How to keep out the heat . Keep curtains on windows exposed to the sun closed while the temperature outside is higher than it is inside. . Once the temperature outside has dropped lower than it is inside, open the windows. This may require late night visiting. . Water external and internal plants, and spray the ground outside windows with water (avoid creating slip hazards) to help cool the air.

Last Amended: October 2017 Page 34 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 . Advise the person to stay out of the sun, especially between the hours of 11.00am and 3.00pm. . Advise them to stay in the shade and to wear hats, sunscreen, thin scarves and light clothing if going outside. How to keep body temperatures down . Ensure that the person reduces their levels of physical exertion. . Suggest they take regular cool showers or baths, or at least an overall body wash. . Advise them to wear light, loose cotton clothes to absorb sweat and prevent skin irritation. . Suggest that they sprinkle their clothes with water regularly, and splash cool water on their face and the back of their neck. A damp cloth on the back of the neck helps temperature regulation. . Recommend cold food, particularly salads and fruit with a high water content. . Advise them to drink regularly, preferably water or fruit juice, but avoid alcohol and caffeine (tea, coffee, soft drinks). . Monitor their daily fluid intake, particularly if they have several carers or are not always able to drink unaided.

Provide extra care . Keep in regular contact throughout the heatwave, and try to arrange for someone to visit at least once a day. . Keep giving advice on what to do to help keep cool.

Be alert As well as the specific symptoms of heat exhaustion and heatstroke, watch out for signs that could be attributed to other causes, such as: . Difficulty sleeping, drowsiness, faintness and changes in behaviour; . Increased body temperature; . Difficulty breathing and increased heart rate; . Dehydration, nausea or vomiting; or . Worsening health problems, especially of heart or respiratory system.

Emergency treatment If you suspect someone has heatstroke, call 000. While waiting for the ambulance: . Take the person’s temperature; . If possible, move them somewhere cooler; . Cool them down as quickly as possible by giving them a cool shower, sprinkling them with water or wrapping them in a damp sheet, and using a fan to create an air current; . Encourage them to drink fluids, if they are conscious; . Give them a saline drip and oxygen if they are unwell; and . Do not give aspirin or paracetamol.

Additional notes Chronic or severe illness People with chronic or severe illness are likely to be at particular risk, including the following conditions:

. Respiratory disease . Cardiovascular and cerebrovascular conditions . Diabetes and obesity . Severe mental illness . Parkinson’s disease and difficulties with mobility . Renal insufficiency . Peripheral vascular conditions . Alzheimer’s or related diseases.

Last Amended: October 2017 Page 35 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 Medications Some drugs/medications are theoretically capable of increasing risk in susceptible individuals. Please check with your GP for further information.

Further information Heatwave Plan Further information on the Municipal Heatwave Plan can be accessed on the Bayside Council website at www.bayside.vic.gov.au and the Victorian Government Heatwave Plan on the Department of Human Services website at www.dhs.vic.gov.au.

Information on alert levels The heatwave alert level will be triggered by the temperature threshold set according to the location, therefore the Bureau of Meteorology website www.bom.gov.au is a relevant site to check for current temperature information. Monitor the current situation by checking the heat threshold level which is “mean temperature of greater than 30°C” within the Melbourne metropolitan area. Listen also to local weather news.

Information on air quality Regular hourly updates on air quality levels are available from the Environment Protection Authority (EPA) on their website www.epa.vic.gov.au and produced in the form of an air quality index This information includes data on the levels of carbon monoxide (CO), nitrogen dioxide (O2), fine particles (PM10), sulphur dioxide, etc. as each pollutant has a different impact on human beings or the environment. Leaflet 3 Heatwave - A guide to looking after yourself and others during hot weather

This leaflet provides useful information and advice on the hazards of a heatwave, how to recognise the symptoms of heat exhaustion and heat stroke, and how to deal with it.

Most of us enjoy sunny weather, but extreme heat can seriously damage your health. During a heatwave, when temperatures stay really high day after day, it can sometimes be fatal with the effects of too much heat.

What are the risks? In a severe heatwave you may get dehydrated and your body may overheat. If you already have a heart or respiratory problem, this may make your symptoms worse. Additionally, it can cause heat exhaustion or heatstroke. Keeping yourself cool will reduce the risk of illness. If you start to feel unwell, it is important to seek medical advice as soon as possible.

The symptoms of heat exhaustion include headaches, dizziness, nausea and vomiting, muscle weakness or cramps, pale skin, and a high temperature. You should move somewhere cool and drink plenty of water or fruit juice. If you can, take a lukewarm shower, or sponge yourself down with cold water.

Heatstroke can develop if heat exhaustion is left untreated, but it can also occur suddenly and without warning. Symptoms include headaches, nausea, an intense thirst, sleepiness, hot, red and dry skin, and a sudden rise in temperature, confusion, aggression, convulsions and loss of consciousness. Heatstroke can result in irreversible damage to your body, including the brain, or death.

Last Amended: October 2017 Page 36 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 Who is at risk? The heat can affect anyone, but some people run a greater risk of serious harm. These include:

. Older people. . Babies and young children. . People with serious mental health problems. . People on certain medication. . People with a serious chronic condition, particularly breathing or heart problems. . People who already have a high temperature from an infection. . People who misuse alcohol or take illicit drugs. . People with mobility problems. . People, who are physically active, like manual workers and sportsmen and women.

What should you do? Mostly it’s a matter of common sense. Listen to your local weather forecast so you know if a heatwave is on the way. Plan ahead to reduce the risk of ill health from the heat.

Keep out of the heat . If a heatwave is forecast, try and plan your day that allows you to stay out of the heat. . If you can, avoid going out in the hottest part of the day (11am – 3pm). . If you can’t avoid strenuous outdoor activity, like sport, or gardening, keep it for cooler parts of the day, like early morning or evening. . If you must go out, stay in the shade. Wear a hat and light, loose fitting clothes, preferably cotton. If you will be outside for some time, take plenty of water with you. Stay cool . A loose, cotton, damp cloth or scarf on the back of the neck, or spraying or splashing your face and the back of your neck with cold water several times a day can help keep you cool. . Stay inside, in the coolest rooms in your home, as much as possible. . Reduce heat from sunlight coming through the windows. External shading, e.g. shutters, is best. Metal blinds and dark curtains may absorb heat and make the room warmer – it is best to use pale curtains or reflective material. . Keep windows closed while the room is cooler than it is outside. Open them when the temperature inside rises, and at night for ventilation. . If you are worried about security, at least open windows on the first floor and above. . Indoor and outdoor plants will help keep your home cool due to evaporation and the shading from trees and bushes. . Take cool showers or baths.

Drink regularly . Drink regularly even if you do not feel thirsty – water or fruit juice are best. . Try to avoid alcohol, tea and coffee. They make dehydration worse. . Eat as you normally would. Try to eat more cold food, particularly salads and fruit, which contain water.

Seek advice if you have any concerns . Contact your doctor if you are worried about your health during a heatwave, especially if you are taking medication, if you feel unwell or have any unusual symptoms. . Watch for cramp in your arms, legs or stomach, feelings of mild confusion, weakness or problems sleeping. . If you have these symptoms, rest for several hours, keep cool and drink water or fruit juice. Seek medical advice if they get worse or don’t go away. . Remember, heatstroke can kill. It can develop very suddenly, and rapidly lead to unconsciousness. If you suspect someone has heatstroke, call 000 immediately.

Last Amended: October 2017 Page 37 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2

Helping others If anyone you know is likely to be at risk during a heatwave (see the list above), help them get the advice and support they need. Older people living on their own should be visited daily to check they are OK.

While waiting for the ambulance . If possible, move the person somewhere cooler. . Increase ventilation by opening windows or using a fan. . Cool them down as quickly as possibly by loosening their clothes, sprinkling them with cold water or wrapping them in a damp sheet. . If they are conscious, give them water or fruit juice to drink. . Do not give them aspirin or paracetamol. . In an emergency, always call 000 for an ambulance. . The emergency department of your nearest hospital. . Your doctor. . Nurse on Call Tel. 1300 60 60 24 for expert health information and advice (24 hours). . Maternal and Child Health Line, Victoria (24 hours) Tel. 13 22 29.

Further information Check the weather forecast and any high temperature health warnings at www.bom.gov.au or www.dhs.vic.gov.au

Last Amended: October 2017 Page 38 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.5 Key Stakeholders Actions

3.5.1 Roles and responsibilities of key stakeholders Successful implementation of the Heatwave Plan is dependent upon key stakeholders understanding their role in the event of a declared heatwave in Bayside.

Stakeholders have different responsibilities and prompt action by stakeholders will ensure the impacts of heat on the elderly and very young are kept to a minimum.

3.5.2 Key stakeholder actions The following table identifies both internal council and external key stakeholders and the actions required at the three various phases of heatwave events throughout the year. Council actions are also identified under the operational arrangements individually in the preparation, alert/readiness and response stages.

Internal council stakeholder actions

Key Responsibility Preparation Stage 1: Alert/Readiness Stage 2: Response Stage 3: stakeholder Pre summer preparation During summer Declared heatwave response Bayside City Heatwave . Coordinate Heatwave . Coordinate Heatwave . Coordinate response plan Council Coordinators Preparation Campaign Awareness Campaign (Dec . Alert all media (April 1 to Nov 30) 1 to March 31) . Advise key stakeholders by . Engage key . Advise key stakeholders of email to enact specific stakeholders roles and responsibilities actions

. Inform Emergency Management Team . Record BOM reports four times a day Aged and . Staff education - Distribute fact sheet to clients . Alter service times Disability heatwave training . Activate buddy/good Services . Display key heat health neighbour system *CCWs messages at Seniors’ . Contact vulnerable clients *Meals on Week Wheels . Distribute information to clients in November Early Years . Staff education - Distribute fact sheet to clients . Alter outside play times *Preschools heatwave training . Alter home visit times *MCH . Display key heat health . Alter MCH appointment messages at times – home visit Children’s Fair replace centre visit Community . Community newsletter article . Recommended cool Centres . Distribute fact sheet to places clients . Provide regular cool . Display key heat health drinks messages Recreational Distribute fact sheet to clients . Recommended cool Services places . Extend pool opening hours to midnight . Provide regular cool drinks Emergency Respond as appropriate . Manage responses to Management Heatwave as appropriate Team and according to MEMP Bayside Library Distribute fact sheet to clients . Recommended cool Display key heat health place messages . Possibly extend opening hours . Extreme heat warning in library entry . Provide regular cool drinks

Last Amended: October 2017 Page 39 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 External stakeholder actions

Key Business Preparation Stage 1: Alert/Readiness Stage 2: Response Stage 3: stakeholder Unit Pre summer preparation During summer Declared heatwave response Bayside Director – . Staff education – Distribute fact sheet to clients . Staff alert Health Patient heatwave training . Activate buddy system Services . Audit clients’ homes (at- . Provide regular cool home service) drinks Ambulance Group . Partner with Distribute fact sheet to clients . Staff alert Victoria Manager neighbouring councils to . Implement SHERP Metro Region produce fact sheets, stakeholder information sheets and leaflets for the general public . Staff education – heatwave training St John Staff education – heatwave Distribute fact sheet to clients Provide transport to cool Ambulance training through Community Care places if required program Family Care Bayside . Staff education - heatwave Distribute fact sheet to clients Phone tree to alert family Family Day training day carers Care . Audit clients’ homes (family day carers) General Distribute GP information Staff alert Practice sheet to GP’s Network Bayside Staff education - heatwave Distribute fact sheet to clients Alter outside play times Childcare training Centres Bayside Distribute fact sheet to clients Alter outside play times Playgroups Age Concern Distribute fact sheet to clients Activate buddy system

Senior Distribute fact sheet to . Recommended cool Citizens’ members place Centres . Activate buddy system . Extreme heat warning in Senior Citizens’ Hall . Provide regular cool drinks Aged Staff education - heatwave Distribute fact sheet to clients Staff alert Accommoda training tion Bayside Distribute fact sheet to clients . Extreme heat warning in Pharmacies shop fronts Red Cross Staff education - heatwave Distribute fact sheet to clients . Activate telecross heat training alert service . Extreme heat warning in Red Cross shop fronts . Patient transport in cooler times during day DHS Bayside Office . Attend heatwave training . Provide information to . Access Utility Relief Grant of Housing . Audit clients’ homes tenants to ensure they are Scheme GO2814 – well informed about financial assistance for precautions to take for hot domestic customers who weather are unable to pay their . Distribute fact sheet to utility bill (electricity, gas, clients water) during a heatwave

Last Amended: October 2017 Page 40 of 42 pages City of Bayside Municipal Emergency Management Plan. PART C2 3.6 Recovery

Refer to Part A3 Relief and Recovery Arrangements in the Municipal Emergency Management Plan.

3.7 Plan maintenance

Any major changes to this document must be approved and authorised by the Municipal Emergency Management Planning Committee. This plan will be reviewed in line with the Municipal Emergency Management Plan.

3.8 Contact list

A comprehensive contact list is contained within the MEMP and maintained by the MERO. For any additional contact details regarding key stakeholders refer to the Heatwave Coordinators at Council.

3.9 References

The following documents have been sourced as a reference in the development of this Heatwave Plan:

. Heatwave Planning Guide DHS 2009 . January 2009 Heatwave in Victoria: An Assessment of Health Impacts . Wodonga Heatwave Strategy 2008 . South Gippsland Shire Heatwave Plan 2009 . England Heatwave Plan 2009 . City of Kingston Heatwave Plan 2009 . Prof Glen McGregor, Geography, Geology & Environmental Science, University of Auckland, NZ.

Last Amended: October 2017 Page 41 of 42 pages