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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 CONTENTS Forward ...... 6 Disclaimer ...... 6 Emergency Contact Numbers ...... 7 Amendment History ...... 8 1.2 Audit ...... 11 1.3 Aim ...... 11 1.4 Objectives ...... 11 1.5 Maintenance of the MEMP ...... 13 1.6 Purpose of the Plan ...... 13 1.7 Privacy ...... 13
2 Part 2 - Background ...... 14 2.2 Description ...... 14 2.3 Topography...... 16 2.4 Infrastructure ...... 16 2.4.1 Major Roads within Golden Plains Shire ...... 16 2.4.2 Rail lines within Golden Plains Shire ...... 17 2.4.3 Lethbridge Airpark ...... 17 2.5 Demography ...... 17 2.6 History of Emergencies ...... 18 2.7 Vulnerable People (Persons) ...... 19 2.8 Vulnerable Persons Register ...... 19 2.9 Vulnerable Facilities ...... 19 2.10 Barwon South West and Grampians Regions ...... 19
3 Part 3 – Planning and Preparing for an Emergency ...... 20 3.1 Introduction ...... 20 3.2 What is an emergency? ...... 20 3.2.1 Class 1 emergency ...... 21 3.2.2 Class 2 emergency ...... 21 3.2.3 Class 3 emergency, ...... 21 3.3 Councils Role in Planning in an Emergency ...... 21 3.4 Municipal Emergency Management Committees ...... 21 3.5 Municipal Emergency Management Planning Committee (MEMPC) ...... 22 3.6 MEMPC Roles and Responsibilities ...... 22 3.7 MEMPC Frequency of Meetings ...... 22 3.8 MEMPC Membership ...... 23 3.8.1 The membership of the MEMPC...... 23 3.8.2 Representatives of other organisations ...... 23 3.9 Municipal Fire Management Planning Committee (MFMPC) ...... 23 3.10 MFMPC Roles and Responsibilities ...... 24 3.10.1 MFMPC roles include the following - ...... 24 3.11 MFMPC Frequency of Meetings ...... 24 3.12 MFMPC Membership ...... 24 3.13 Municipal Relief and Recovery Planning Committee (MRRPC) ...... 24 3.14 MRRPC Roles and Responsibilities ...... 25 The MRRPC roles include the following - ...... 25 3.15 MRRPC Frequency of Meetings ...... 25
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 3.16 MRRPC Membership ...... 25 3.17 Emergency Management Group (EMG) ...... 25 3.18 Operational Management Arrangements ...... 26 3.19 Emergency Response, Relief and Recovery Supporting Documents ...... 26 3.20 Municipal Emergency Response Personnel ...... 28 3.20.1 Municipal Emergency Manager (MEM) ...... 28 3.20.2 Municipal Emergency Resource Officer (MERO) ...... 29 3.20.3 Municipal Recovery Manager (MRM) ...... 29 3.20.4 Municipal Fire Prevention Officer (MFPO) ...... 30 3.20.5 Emergency Management Liaison Officer ...... 30 3.21 The role of Victoria Police within an Emergency ...... 31 3.21.1 Senior Police Liaison Officer (SPLO) ...... 31 3.21.2 Regional Emergency Response Coordinator (RERC) ...... 31 3.21.3 Municipal Emergency Response Coordinator (MERC) ...... 32 3.21.4 Incident Emergency Response Coordinator (IERC) ...... 33 3.22 Emergency Management Facilities ...... 33 3.22.1 Municipal Emergency Operations Centre (MEOC) ...... 33 3.22.2 Municipal Emergency Coordination Centre (MECC) ...... 33 3.22.3 Emergency Management Facility...... 34 3.23 Neighbourhood Safer Places – Bushfire Places of Last Resort ...... 35 3.24 Community Information Guides ...... 35 3.25 Cape Clear Community Led Cooling Centre ...... 36
4 Part 4 - Prevention and Mitigations Arrangements ...... 37 4.2 Introduction ...... 37 4.3 Community Emergency Risk Assessment (CERA)...... 37 4.3.1 Monitoring and Review ...... 37
5 Part 5 – Response Arrangements ...... 39 5.2 Introduction ...... 39 5.3 Overview ...... 39 5.4 Control Agency ...... 40 5.5 Support Agency ...... 43 5.6 Inter-Council Emergency Resource Sharing ...... 43 5.7 Request for Support or Resources ...... 43 5.8 Tiers of Emergency Response Management ...... 45 5.9 Phases of Activation ...... 45 5.9.1 Alert ...... 45 5.9.2 Standby ...... 45 5.9.3 Action ...... 45 5.9.4 Stand Down ...... 45 5.10 Levels of Emergency Response...... 46 5.10.1 Level 1 (Small Scale Emergency) ...... 46 5.10.2 Level 2 (Medium Scale Emergency) ...... 46
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 5.10.3 Level 3 (Large Scale Emergency)...... 46 5.11 Community Awareness ...... 46 5.12 Warnings ...... 46 5.12.1 Emergency Warning Systems ...... 47 5.12.2 Emergency Alert ...... 47 5.12.3 Standard Emergency Warning Signal ...... 47 5.13 Financial Arrangements and Responsibilities ...... 48 5.14 Termination of Response Activities ...... 48 5.15 Transition from Response to Recovery ...... 48
6 Part 6 - Relief and Recovery ...... 50 6.2 Introduction ...... 50 6.3 Emergency Relief Definition ...... 51 6.4 Relief Principles ...... 51 6.5 Relief Coordination ...... 51 6.6 Relief Management ...... 51 6.7 Relief Activities ...... 51 6.8 Emergency Relief Centres ...... 52 6.9 Disaster Volunteers ...... 53 6.10 The Management of Volunteers ...... 53 6.10.1 Manager Disaster Volunteers (MDV) ...... 53 6.10.2 Second Tier – Disaster Volunteer Coordination Team (DVCT) ...... 53 6.10.3 Third Tier – Spontaneous Volunteers ...... 53 6.11 Recovery Definition ...... 54 6.12 Recovery Principles ...... 56 6.13 Recovery Activation ...... 56 6.14 Emergency Recovery Centres ...... 57 6.15 Recovery Escalation Criteria ...... 57 6.16 Community Recovery Committee ...... 58 6.17 Impact Assessment ...... 59 6.17.1 Initial Impact Assessments (in the response phase) ...... 59 6.17.2 Secondary Impact Assessment ...... 59 6.17.3 Post-Emergency Needs Assessment ...... 60 6.18 Family Violence ...... 60
7 Part 7 - Reference Documents ...... 61
8 Appendices (available on Crisisworks) ...... 63
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Forward The Golden Plains Shire Municipal Emergency Management Plan has been developed pursuant to Section 20(1) of the Emergency Management Act 1986. This plan will incorporate both the Emergency Management Act 1986 and Emergency Management Act 2013.
The Golden Plains Municipal Emergency Management Plan will work in conjunction with the Emergency Management Act 1986 and 2013 and the Emergency Management Manual Victoria.
Golden Plains Shire Council is committed to working with our community, our partners in Emergency Management, state government agencies and neighbouring councils to prevent or minimise emergency events and their impacts on the residents of Golden Plains Shire.
Disclaimer Readers of this Municipal Emergency Management Plan should act on the basis of any information contained may be the subject of an amendment from time to time without notice. A current copy of the Municipal Emergency Management Plan is available from the Golden Plains Shire website www.gplains.vic.gov.au
The Councillors of Golden Plains Shire Council expressly disclaim all and any liability (including liability in negligence) to any person or body in respect to anything and of the consequences of anything done or omitted to be done by any such person or body in reliance, whether total or partial, upon the whole or any part of this publication.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 Emergency Contact Numbers
General Emergency - 24 hours 5220 7111
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 Amendment History
Amendment Distribution Volume/Part Amendment Detail Version Date Date
18/06/2018 BSW Region contact details updated 2.0 18/06/2018
25/07/2018 NSP-PLR change for Smythesdale 2.0 25/07/2018
27/08/2018 References to HelpOut removed 2.0 27/08/2018
17/12/2018 Staffing changes 2.0 17/12/2018
22/01/2019 DEDJTR changed to DJPR 2.0 22/01/2019
06/03/2019 Staffing changes 2.0 06/03/2019 MRRPC additional information and copy of 24/07/2019 2.0 24/07/2019 Certificate of Audit attached.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 1.2 Audit This Plan is to be audited every three years by the Chief Officer - Operations of the Victoria State Emergency Service in accordance with Part Four, Section 21A of the Emergency Management Act 1986.
The purpose of the audit is to assess this plans compliance with the guidelines issued by the Coordinator-in-Chief. Golden Plains Shire Council must respond to all requests resulting from the audit as required within (3) three months.
1.3 Aim The aim of this plan is to document the agreed arrangements for planning, prevention, response and recovery from emergencies within or impacting on Golden Plains Shire.
The plan will detail Golden Plains Shire Councils emergency management responsibilities and activities before, during and after an emergency.
1.4 Objectives The principal objectives which guided the development of the Municipal Emergency Management Plan are to: Identify and evaluate potential risks that could impact Golden Plains Shire community. Implement measures to prevent or reduce the likelihood or consequences of emergencies. Detail arrangements for the deployment and coordination of Council resources and other resources available for use in the prevention, preparedness, response and recovery of emergencies. Detail arrangements for assistance to the community during the recovery from emergencies. Complement other municipal, regional and state government planning arrangements.
The Golden Plains Municipal Emergency Management Plan is consistent with the following objectives contained within Part 1 of the Emergency Management Manual Victoria, which aim to: Deal with all hazards
While most attention is given to the obvious emergencies such as fire, flood and transport accidents, a wide range of hazards are dealt with using the emergency management arrangements and resources. This includes emergencies for which there has been little or no experience in Victoria, such as emergency animal disease, terrorist incidents, earthquakes or environmental emergencies. Be integrated, (involve all people and relevant agencies)
The management of emergencies is a shared responsibility involving many people and organisations in the community. It is not something done by one sector of the community to or for the rest of society, although some organisations have specialist roles. In addition to the emergency services, all government departments have some role to play. The emergency response role may be a minor part of their responsibilities. However, many departments have an essential prevention responsibility. Examples include land use planning, occupational health and safety, clean water, public health and building regulations. These are part of the prevention component. Municipal councils have essential roles in emergency management, including the preparation and maintenance of municipal emergency management plans, provision of relief and recovery services and supporting emergency response operations. Voluntary organisations such as Red Cross, St John Ambulance, WICEN and search and rescue organisations play well-defined roles in emergency management.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Be comprehensive, (cover prevention, response and recovery)
Prevention, response and recovery are all important aspects of emergency management and each should be explicitly addressed in the arrangements. The model of emergency management shown in Figure 1-2 makes clear that there is not a strict sequence, nor a hierarchy of relationships. All activities are important, and in a comprehensive model, have a place in the overall scheme. Emergency management activities do not take place in any particular sequence or cycle. Prevention, response and recovery do not follow each other in order. They can all operate at the same time. Response activities commence as soon as possible after the time of impact, peak to full effort quickly, and often cease promptly when the hazard has been dealt with, and/or affected people have been rescued or evacuated. Recovery activities commence at or soon after the time of impact, and peak to full effort more gradually and often later than response activities. Recovery activities may continue for a considerable period of time, gradually tapering off and merging into normal community activities weeks, months or years after impact. Prevention, response and recovery are not phases or stages of emergency management. The model sees them as clusters of activities. They take place as needed, and do not necessarily follow one another in a sequential order.
Figure 1: Emergency Management Activities in a Time Sequence Model (Source Part 1 EMMV)
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 1.5 Maintenance of the MEMP Responsibility for the maintenance of the Plan lies with the Municipal Emergency Management Planning Committee (MEMPC). The Municipal Emergency Management Plan will be maintained and controlled from the office of the Municipal Emergency Manager (MEM), Three distinct copies of the plan will be produced: An internal distribution version retaining all contacts and the key safe code for the Emergency Management Facility. The internal version will be distributed to recipients as per the distribution list in Appendix 2 – Internal MEMP Distribution List. An external agency distribution version retaining all contacts but without the Emergency Management Facility key safe code. The external version will be distributed to recipients as per the distribution list Appendix 3 – External MEMP Distribution List A public version with all contact lists and other sensitive details removed. The public version of the Plan will be available on Councils website at www.goldenplains.vic.gov.au in the Emergency Management section.
The MEMPC will review a section of the MEMP at all MEMPC meeting. A section of the MEMP will be forwarded with the agenda to the committee prior to the meeting.
Any changes to be made to the contacts list is to be emailed to the Municipal Emergency Manager – [email protected]
1.6 Purpose of the Plan The Municipal Emergency Management Plan brings together the resources available to Golden Plains Shire Council to prevent or mitigate, respond to or recover from emergencies.
This is achieved by the plan being read in conjunction with the following sub-plans.
Municipal Fire Management Plan (MFMP) Municipal Flood Emergency Plan (MFEP) Heatwave Plan Community Risk Management Plan Risk Management Strategy Road Safety Strategy Municipal Neighbourhood Safer Places Plan Stormwater Management Plan Municipal Public Health Plan Municipal Influenza Pandemic Plan Council Plan
This plan includes information on the expected roles and responsibilities for staff of Golden Plains Shire and information on the planning process and risk assessments undertaken by the MEMPC.
1.7 Privacy Names and contact numbers contained within this plan are to be used for emergency management purposes only. The public version of this document will have all names and phone numbers removed.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 2 Part 2 - Background
2.2 Description
Golden Plains Shire covers an area of 2,705 square kilometres and is bordered by the Shires of Moorabool, Pyrenees and the City of Ballarat in the north, the Shire of Corangamite in the west, the Shires of Colac Otway and Surf Coast in the south and the City of Greater Geelong in the east.
Golden Plains Shire includes the following townships and rural localities of Anakie (shared with Greater Geelong), Bamganie Bannockburn, Barunah Park, Batesford (shared with Greater Geelong), Berringa Berrybank (shared with Corangamite), Cambrian Hill, Cape Clear, Corindhap, Cressy (shared with Corangamite and Colac Otway), Dereel, Durdidwarrah, Durham Lead (shared with Ballarat), Enfield, Garibaldi, Gheringhap, Grenville, Haddon, Hesse, Illabarook, Inverleigh, Lethbridge, Linton, Mannibadar, Maude, Meredith, Mount Mercer, Morrisons, Murgheboluc, Napoleons, Newtown, Nintingbool, Piggoreet, Pitfield, Pittong (shared with Corangamite and Pyrenees), Rokewood, Rokewood Junction, Ross Creek, Russells Bridge, Scarsdale, Shelford, She Oaks, Smythes Creek (shared with Ballarat), Smythesdale, Springdallah, Staffordshire Reef, Steiglitz, Stonehaven, Sutherlands Creek, Teesdale, Wallinduc, Werneth (shared with Corangamite), Willowvale, Wingeel (shared with Colac Otway).
Golden Plains Shire geography is dominated by the wide and gently undulating basalt plains of the Victorian Volcanic Plains in its central and southern regions. The geography of the northern and north- eastern areas of the Shire features the steeper and hilly country of the Central Victorian Uplands.
The native vegetation of the Victorian Volcanic Plains is characterised by isolated but highly significant remnant native grasslands. The native vegetation of the Central Victorian Uplands is dominated by open forests with several large reserves set aside to protect natural values. These largely natural forested areas contain the Enfield State Forest and the Brisbane Ranges National Park. The plains are crossed by several major rivers being the Woady Yaloak and Leigh Rivers, with the ranges in the northeast divided by the Moorabool River. All of these rivers extend from the north of the Shire through to the south, placing a barrier to east-west traffic. Several tributaries are similarly difficult to traverse. The Shire contains sections of three highways that are located in the eastern (Midland Highway), northern (Glenelg Highway) and southern (Hamilton Highway) parts of the Shire. The two rail lines within the Shire closely follow the Midland and Hamilton Highways. Apart from the highways, the Shire is neatly crossed by a number of other arterial roads, both in a north-south direction and an east-west direction. A further network of local collector and access roads gives service to all areas.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Figure 2 - Map of Golden Plains Shire
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 2.3 Topography The Shire’s topography ranges from hilly forested areas in the north and north-east of the Shire to relatively flat terrain, with deeply incised watercourse valleys across the volcanic plains in the south and west. Topographic relief ranges from 40 metres above sea level in the south east to 500 metres above sea level in the Enfield State Forest to the east of Scarsdale.
Figure 3: Topography of Golden Plains Shire
2.4 Infrastructure The shire borders two of Victoria’s three major cities in Geelong and Ballarat. Many of our residents access these cities for employment and access is by major highways including Midland Highway and Glenelg Highway.
2.4.1 Major Roads within Golden Plains Shire Midland Highway Hamilton Highway Glenelg Highway Colac-Ballarat Road Buningyong-Mt Mercer Road Shelford-Mt Mercer Road Scarsdale-Pitfield Road
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Figure 4: Road network of Golden Plains Shire
2.4.2 Rail lines within Golden Plains Shire Geelong-Ballarat Line (passing through Gheringhap, Bannockburn, Lethbridge, Meredith) Adelaide Line (passing through Inverleigh and following along the Hamilton Highway until Cressy)
2.4.3 Lethbridge Airpark Lethbridge Airpark is a privately owned aerodrome located 6 km north of the rural township of Lethbridge. The site caters to private and recreational pilots, and offers flight training, several hangars, a fuel depot, helipad, an aircraft maintenance workshop and is home to numerous aircraft during the fire danger period.
There are approximately 1300 plane movements per month. (Landings, take offs and touch and goes.)
2.5 Demography Golden Plains Shire is a cool temperature zone with summer temperatures averaging 25°C and winter temperatures averaging 15°C. The average rainfall for the shire is 500-700mm. The Shire continues to experience strong population growth according to 2017 data released from the Australian Bureau of Statistics (ABS). The Shire is rated equal third fastest growing regional Council area in Victoria by percentage growth rate. The Shire’s population grew by 2.7% between 2015-16 to reach 21,929 people, an increase of 589 from the previous year. Over the past ten years the Shire has grown by 31.6% or 5,263 people.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Golden Plains affordable housing and proximity to Geelong and Ballarat has helped fuel this growth, with residents enjoying the Shire’s rural lifestyle and access to services. The Shire’s population embraces a large portion (29.7%) of people in the younger age groups (0 to 19) and those in the 35 to 49 year age group (22.2%) reflecting the predominance of young families moving into the Shire. Older people (70+) represent only a small (6.8%) part of the Shires demographic (ABS 2016). The Shire’s residents are largely Australian born or of an English speaking background. With a lack of readily accessible public transport, most residents are reliant on private transport for travel. Primary schools are located at Lethbridge, Teesdale, Shelford, Rokewood, Ross Creek, Scarsdale, Linton, Haddon and Smythesdale with students transported to school by private vehicle or school bus. Bannockburn has a Catholic Primary School and a Prep to Year 12 (P-12) college. Golden Plains Shire is a predominantly rural area with several small townships. The largest town is Bannockburn, followed by Inverleigh, Meredith and Smythesdale. Rural land is used mainly for grazing, cropping and viticulture with intensive animal husbandry industries recently becoming more prevalent. There are several areas experiencing rapid growth of ‘lifestyle’ properties. Many residents in the north and south-eastern parts of the Shire travel to work in Geelong, Ballarat or Melbourne.
Table 1: Population by age within Golden Plains Shire Source: Australian Bureau of Statistics 2016.
2.6 History of Emergencies Golden Plains Shire has a long history of fire and flood emergencies. Due to the Shire’s topography, it is exposed to the threat of bushfire in hilly forested areas and rapidly moving grassfires across the volcanic plains. The municipality has experienced a number of large grassfire and bushfire events with the most recent bushfires being the Anakie (January 2006), Snake Valley (March 2006), Steiglitz (January 2007) and Dereel (March 2013) fires. While the fire focus is on forested areas, the Shire has suffered from several large grassfires that have resulted in the loss of assets. The Shire’s watercourses have all experienced flooding to varying extents particularly in the Inverleigh area where the confluence of the Leigh and Barwon Rivers can lead to extensive and widespread flooding if both rivers peak at the same time. The Shire recently experienced localised flooding and damage along the Woady Yaloak River catchment and other streams as a result of heavy rain in 2010-11. With the recent increase in intensive animal husbandry industries; primarily poultry and pigs, the Shire is exposed to emergencies associated with animal illness epidemics and the concomitant human impacts. The Shire is crossed by a number of important rail and road transport corridors with their risk of rail and road emergencies and the flow on effects depending on the scale, nature and hazard of the incident.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 2.7 Vulnerable People (Persons) A vulnerable person is defined by in the Department of Health and Human Services (DHHS), Vulnerable People in Emergencies Policy as someone living in the community who is: Frail, and/or physically or cognitively impaired; and Unable to comprehend warnings and directions and/or respond in an emergency situation. A vulnerable person may be identified for inclusion on a Vulnerable Persons Register if they additionally: Cannot identify personal or community support networks to help in an emergency.
2.8 Vulnerable Persons Register Golden Plains Shire coordinates the Vulnerable Persons Register as per DHHS guidelines. The shire has identified vulnerable persons in the community through their Health and Community Care (HACC) services and other service providers within the community.
DHHS funded agencies are responsible for entering and maintaining their clients that have been identified as vulnerable. The Vulnerable persons Register is available to authorised Victoria Police members for planning, exercises and for responding to an emergency.
The list of vulnerable persons and vulnerable person service providers will be provided to the MERC on request by contacting the MERO, MRM or their deputies.
The Vulnerable Persons Register is available via Crisisworks. The relevant Council staff who can access the Vulnerable Persons Register is located on Appendix 12.
2.9 Vulnerable Facilities Golden Plains Shire maintains a register of facilities, where vulnerable people are likely to be found, these may include, but not limited to the following:
Aged Care facilities Schools Kindergarten/Preschool.
The list is provided in Appendix 14 or available at gplains.crisisworks.com
2.10 Barwon South West and Grampians Regions Golden Plains Shire is located between two state government regions, being Barwon-South West and the Grampians Regions. Council participates in both Regional Emergency Management Teams including exercises, training and teleconferences during the Fire Danger Period.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 3 Part 3 – Planning and Preparing for an Emergency
3.1 Introduction This sections identifies the planning arrangements for Emergency Management within Golden Plains Shire. It identifies roles and responsibilities of Council officers and members of the Municipal Emergency Management Planning Committee.
Part 7 of the Emergency Management Manual Victoria lists Council’s responsibilities during an emergency.
Figure 5: Councils activities in Prevention/Mitigation and Risk Reduction activities. Part 7 EMMV.
3.2 What is an emergency? As per the Emergency Management Act 2013, an emergency is defined as an emergency due to the actual or imminent occurrence of an event which in any way endangers or threatens to endanger the safety or health of any person in Victoria or which destroys or damages, or threatens to destroy or damage, any property in Victoria or endangers or threatens to endanger the environment or an element of the environment in Victoria including, without limiting the generality of the foregoing—
an earthquake, flood, wind-storm or other natural event; and a fire; and an explosion; and a road accident or any other accident; and a plague or an epidemic or contamination; and a warlike act or act of terrorism, whether directed at Victoria or a part of Victoria or at any other state or territory of the commonwealth; and a hi-jack, siege or riot; and a disruption to an essential service;
The Emergency Management Act 2013 categorises emergencies into two (2) classes, however to improve readability and usability, the State Emergency Response Plan categorises emergencies in three (3) classes.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
3.2.1 Class 1 emergency means -
a major fire; or any other major emergency for which the Metropolitan Fire and Emergency Services Board, the Country Fire Authority or the Victoria State Emergency Service Authority is the control agency under the state emergency response plan;
3.2.2 Class 2 emergency means a major emergency which is not -
a Class 1 emergency; or a warlike act or act of terrorism, whether directed at Victoria or a part of Victoria or at any other State or Territory of the Commonwealth; or a hi-jack, siege or riot;
3.2.3 Class 3 emergency, also known as a security emergency, means -
a warlike act or act of terrorism, whether directed at Victoria or a part of Victoria or at any other State or Territory of the Commonwealth, or a hi-jack, siege or riot.
3.3 Councils Role in Planning in an Emergency The Emergency Management Act 1986, the Emergency Management Act 2013 and the Emergency Management Manual Victoria (EMMV) details the role that council’s play in an emergency. It identifies that council’s play a critical role in Victoria’s emergency management arrangements.
As Golden Plains Shire works so close to the community, residents naturally seek help from council. Golden Plains Shire Council has specialised local knowledge about the demographics and environmental features of the shire. This knowledge is required during an emergency.
The specific responsibilities of the Municipal Emergency Manager (MEM), Municipal Emergency Resource Officer (MERO), Municipal Recovery Manager (MRM), MFPO and MERC are detailed in this section however they are not limited to these functions.
Officers appointed to these roles are as listed: MEM Director – Corporate Services MERO Director – Assets and Amenity MRM Director – Community Services MFPO Community Safety Team Leader MERC Station Commander – Bannockburn Police
3.4 Municipal Emergency Management Committees To assist with the planning for the management of and recovery from emergencies in the Shire, the Municipal Emergency Management Planning Committee (MEMPC) is assisted by two established sub- committees. Additional sub-committees may be created as required to investigate specific issues in more detail as required.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Municipal Emergency Management Planning Committee (MEMPC)
Municipal Fire Municipal Relief and Additional sub- Management Planning Recovery Planning committees as required Committee (MFMPC) Committee (MRRPC)
Figure 6: Municipal Emergency Planning Committee Structure
3.5 Municipal Emergency Management Planning Committee (MEMPC) The Golden Plains Shire MEMPC has been established under Section 21 of the Emergency Management Act, 1986. The MEMPC is appointed by Council and is comprised of members and employees of the Council, response and recovery agencies and local community groups involved in emergency management as appropriate.
The membership and governance of the MEMPC is guided by the Terms of Reference adopted in 2012.
3.6 MEMPC Roles and Responsibilities The MEMPC is responsible for: Developing and maintaining the MEMP Assisting in analysis and evaluation of emergency related risks through the CERA process Producing risk management strategies Preparing risk specific response and recovery plans The MEMPC does not have a direct role in the management of emergencies.
The Chairperson of the MEMPC is the MERO.
The Executive Officer of the MEMPC is the Executive Assistant to the Director of Assets and Amenity. The Executive Officer of the MEMPC is responsible for: Organising meetings at the request of the MEMPC Chairperson Distributing a call for agenda items and reports Taking of, compilation and distribution of minutes
3.7 MEMPC Frequency of Meetings The Golden Plains Shire MEMPC meets at least twice a year and is chaired by the Municipal Emergency Resource Officer (MERO). Extraordinary meetings may be called by the MERO as required following a major incident, identification of a significant new risk or an organisational change. A record of MEMPC meetings is provided at Appendix 1 – Meeting and Training Log.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 3.8 MEMPC Membership
3.8.1 The membership of the MEMPC consists of representatives of the following organisations -
Victoria Police (VICPOL) – Municipal Emergency Response Coordinator (MERC) and Regional Emergency Response Coordinator (RERC) Victoria State Emergency Service (VICSES) – Grampians and South West Regions Country Fire Authority (CFA) – District 15 and District 7 Department of Health and Human Services (DHHS) – Grampians Golden Plains Shire – MEM, MERO, MRM and Municipal Fire Prevention Officer (MFPO) and nominated Councillor Ambulance Victoria (AV) Department of Environment, Land, Water & Planning (DELWP) – Midlands District
3.8.2 Representatives of other organisations may be co-opted to the MEMPC as required -
Red Cross – Grampians and South West Regions Department of Jobs, Precincts and Regions (DJPR) Salvation Army VicRoads – South West Region Powercor Telstra Water Authorities – Barwon Water or Central Highlands Water Department of Transport V/Line Gas Authorities Environment Protection Authority (EPA) Parks Victoria Additional agencies as required by the MEMPC The Committee may nominate subcommittees from time to time to plan for specific risks or projects which require an additional level of planning.
Maintenance of the MEMPC contact list is undertaken by the Executive Officer of the MEMPC. The latest contact version is available on Crisisworks and in Appendix 8.
3.9 Municipal Fire Management Planning Committee (MFMPC) The Golden Plains Shire MFMPC has been established to plan coordinated fire management activities considering, prevention, response and recovery to address the impacts of fire in all its forms on the municipality.
The membership and governance of the MFMPC is guided by the Terms of Reference.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 3.10 MFMPC Roles and Responsibilities
3.10.1 MFMPC roles include the following - Carrying out integrated fire management planning between member organisations and municipal planning functions, including land use planning and emergency management planning To produce a Municipal Fire Management Plan (MFMP) for consideration and endorsement by all responsible agencies incorporating the requirements for municipal fire prevention planning in section 55A(2) of the Country Fire Authority Act 1958 To work in cooperation with other committees to ensure risk environments that cross municipal and organisational boundaries are treated in a seamless manner with regard to risk and treatments Provide a forum to foster inter-organisational partnerships and generate a common understanding and shared purpose with regard to fire management within the municipal district Monitor and review the implementation of fire management plans The MFMPC does not have a direct role in the management of emergencies. The Executive Officer of the MFMPC is the Municipal Fire Prevention Officer. The Executive Officer of the MFMPC is responsible for: Organising meetings at the request of the MEMPC Chairperson Distributing a call for agenda items and reports Taking of, compilation and distribution of minutes
3.11 MFMPC Frequency of Meetings
The Golden Plains Shire MFMPC meets at least twice a year and is chaired by the CFA. Extraordinary meetings may be called by the chair as required following a major incident, identification of a significant new risk or an organisational change.
3.12 MFMPC Membership
The membership of the MFMPC consists of representatives of the following organisations: Golden Plains Shire – MEM, MERO, MRM and MFPO Victoria Police (VICPOL) Victoria State Emergency Service (VICSES) Country Fire Authority (CFA) Department of Environment, Land, Water & Planning (DELWP) – Midlands District Additional agencies as required by the MFMPC Maintenance of the MFMPC contact list is undertaken by the MFMPC Executive Officer.
3.13 Municipal Relief and Recovery Planning Committee (MRRPC) The Golden Plains Shire MRRPC has been established to oversee relief and recovery planning and execution within the Shire.
The membership and governance of the MRRPC is guided by its adopted Terms of Reference.
The MRRPC only meets if required and general business relating to the MRRPC is discussed during the MEMPC meeting.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 3.14 MRRPC Roles and Responsibilities
The MRRPC roles include the following - Establish and maintain relief and recovery service arrangements Ensure effective communication between stakeholders Coordinate relief and recovery services across the municipality Provide logistical support to relief and recovery agencies when required Establish working groups to identify and address the relief and recovery requirements of the municipality The MRM/deputy represent the municipality at the regional planning meetings Maintain an effective working relationship between municipal and regional service providers Prepare, maintain and develop the relief and recovery component of the MEMP
3.15 MRRPC Frequency of Meetings The Golden Plains Shire MRRPC meets at least twice a year and is chaired by the Municipal Recovery Manager (MRM). Extraordinary meetings may be called by the MRM as required following a major incident, identification of a significant new risk or an organisational change. The Executive Officer of the MRRPC is the Executive Assistant to the Director Community Services.
3.16 MRRPC Membership The membership of the MRRPC consists of representatives of the following organisations: Golden Plains Shire – MEM, MERO, MRM, Deputy MRM, Relief Centre Managers, Recovery Centre Managers, Emergency Management Officer Victoria Police (VICPOL) – Municipal Emergency Response Coordinator (MERC) and Regional Emergency Response Coordinator (RERC) Department of Health and Human Services (DHHS) – Emergency Management Coordinator Centrelink Red Cross – Emergency Services Coordinator Salvation Army - Major Centacare Additional agencies as required by the MRRPC Maintenance of the MRRPC contact list is undertaken by the MRRPC Executive Officer.
3.17 Emergency Management Group (EMG) Golden Plains Shire convenes an internal Emergency Management Group to manage day to day emergency management duties and promote emergency management within the organisation. The group meets once a month.
The EMG comprises the: Municipal Emergency Manager (MEM) Municipal Emergency Resource Officer (MERO) Deputy MERO Municipal Recovery Manager (MRM) Deputy MRM’s
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Municipal Fire Prevention Officer (MFPO) / Emergency Management Officer MERC/Station Commander – Bannockburn Police Station
3.18 Operational Management Arrangements Golden Plains Shire Council is responsible for the provision, deployment and coordination of a range of resources in response of emergency situations within or affecting the municipality. The resources deployed may be owned by Council, community or private support services.
In the event of an emergency situation impacting on the Golden Plains community, Council may be called upon, or required, to provide immediate assistance by way of direct involvement as the control agency or to provide assistance to other control agencies.
Depending on the type and duration of the emergency event, Council will initially activate response procedures followed by recovery procedures. Where an event is catastrophic in nature and of very short duration, the response and recovery phases can become one and the same. It is even possible that the only involvement may be in the recovery process.
Should Recovery resources be exhausted or prove inadequate, the Department of Health and Human Services will be called upon to underwrite the recovery effort.
Where specific operating guidelines are not nominated in this plan, normal municipal operating procedures shall apply. Over time Council has established a range of practices for the day to day undertakings of the municipality and these are appropriate for most operations, including emergency situations.
3.19 Emergency Response, Relief and Recovery Supporting Documents The MEMP is a parent document to a number of risk specific sub-plans, a series of functional Operational Procedures and several supporting documents shown on the next page.
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Municipal Flood Emergency Plan Municipal Fire Emergency Management Plan Management Heatwave Plan Manual Victoria Road Safety Plan Risk Management Strategy Draft Animal Welfare Plan Municipal Stormwater \ Emergency Management Plan Management Sub-plans Plan Municipal Neighbourhood Safer Places Plan
Operational Procedures Guide
Response Recovery Relief
Municipal Relief Centre Recovery Centre Emergency Manager Activation Booklet Coordination Handbook Centre Handbook
Relief Centre Recovery Centre Resource Coordination Handbook Booklet
Recovery Centre Resource Folder
Updated February 2018
Figure 7: Golden Plains Shire Emergency Management Documents
Sub-plans to address specific elements of Council’s risk profile (e.g. fire, heatwave) have been developed and adopted. Council has developed a range of functional Operational Procedures to support the interpretation and implementation of the MEMP. These Operational Procedures will be implemented either via Council’s internal Municipal Emergency Operations Centre (MEOC) or upon escalation of the emergency by the Victoria Police, via the Municipal Emergency Coordination Centre (MECC). The Operational Procedures should be read and construed together with the principal plan. To the extent that there are any inconsistencies between the principal document and any Operational Procedure, the Operational Procedure shall take precedence.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 3.20 Municipal Emergency Response Personnel
Municipal Emergency Municipal Emergency Emergency Response Coordinator Manager (MEM) Management Officer (MERC)
Response Relief/Recovery
Municipal Emergency Municipal Recovery Emergency Resource Officer Manager (MRM) Management Officer (MERO)
Secondary Impact Municipal Emergency Assessment Recovery Relief/Recovery Coordination Centre (MECC) (SIAR) Centres
Secondary Impact Relief/Recovery Centre MECC Manager Assessment Manager Coordinator
Secondary Impact Relief/Recovery Centre MECC Support Assessment Assessors Staff
Disaster Volunteer EMLO – ICC Liaison Coordination Team (volunteers)
Media & Communications
Updated February 2018
Figure 8 - Municipal Emergency Response Personnel The following positions have been established by Council to give effect to these arrangements in respect of Council interests.
3.20.1 Municipal Emergency Manager (MEM) Golden Plains Shire acknowledges that support, endorsement and involvement from senior management are essential to implement effective emergency management strategies. Subsequently the Shire has appointed a member of the Executive as the MEM to oversee community safety generally and the MEMP in particular. The MEM is responsible to the Chief Executive Officer for the effective management of the Council’s emergency management activities. Council has appointed the Director, Corporate Services to the position of MEM. There is no appointed Deputy. MEMPC members will be notified of any change in the appointment of the MEM.
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MEM roles and responsibilities are:
Ensure the MEMP is effective and current Ensure the municipal resources are utilised effectively in a community emergency for response and recovery activities Coordinate the emergency activities of, and liaise closely with the MERO, MRM and MFPO Ensure that the MECC can be activated at short notice in the event of an emergency Arrange meetings of the MEMPC or the EMG as appropriate in an emergency Maintain effective liaison with all Regional, State or Federal emergency related agencies servicing the municipality Ensure that an effective contact base is maintained so that municipal resources can be accessed on a 24 hour basis Ensure contractual arrangements with contractors to provide response or recovery support during an emergency are agreed to and documented in advance of such events Ensure appropriate operating procedures and processes are developed, documented and tested by those required to use them during an emergency and that suitable training takes place Ensure appropriate procedures, processes and systems are in place to record and monitor any Council expenditure specifically applicable to an emergency Ensure that applications for expenditures eligible for assistance from State resources are submitted to appropriate agencies Ensure that debriefing sessions are held for any response and recovery operation after an emergency to examine the effectiveness of the MEMP and upgrade it as necessary Keep the Council and Chief Executive Officer informed on emergency management activities including the presentation of an annual report on activities that includes expenditure incurred by Council during the previous 12 months
3.20.2 Municipal Emergency Resource Officer (MERO) The MERO is responsible for the activation, deployment and coordination of municipal resources in response to emergency situations. Council has appointed the Director, Assets and Amenity to the position and the Works Manager as deputy. This role is a statutory appointment under the Emergency Management Act 1986. MEMPC members will be notified of any change in the appointment of the MERO. MERO roles and responsibilities are: Coordinate municipal resources in emergency response. Provide municipal resources when requested by emergency services or police during response activities. Maintain effective liaison with emergency agencies within or servicing the municipal district. Maintain an effective contact base so municipal resources can be accessed on a 24 hour basis. Keep the MECC prepared to ensure prompt activation if needed. Liaise with the MEM and MRM on the best use of municipal resources. Organise a response debrief if requested by the MERC. Ensure procedures and systems are in place to monitor and record expenditure by the Council in relation to emergencies. Perform other duties as determined.
3.20.3 Municipal Recovery Manager (MRM) The MRM is primarily responsible for the coordination of municipal and community resources during relief recovery operations. The MRM works closely with the MERO and other agencies to integrate relief and recovery efforts. Council has appointed the Director, Community Services to the position of MRM and the Manager - Healthy, Active and Engaged Communities, Manager – Active Aging and Disabilities and Manager – Child and Family Services as the deputies. MEMPC members will be notified of any change in the appointment of the MRM.
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MRM roles and responsibilities are: Coordinate municipal and community resources for relief and recovery. Assist with collating and evaluating information gathered during the secondary impact assessment process. Establish priorities for the restoration of community services and needs. Liaise with the MEM and MERO on the best use of municipal resources. Establish a Relief Centre as directed by the MERC or MERO. Establish a Recovery Centre at a location appropriate to the affected area. Liaise, consult and negotiate with recovery agencies and council on behalf of the affected area and community recovery committees. Liaise with the Regional Recovery Committee and the Department of Health and Human Services. Maintain vulnerable persons/locations/facilities list. Undertake specific relief and recovery activities as determined.
3.20.4 Municipal Fire Prevention Officer (MFPO) This role is a statutory appointment under the Country Fire Authority Act 1958, Section 96A. Council has appointed the Emergency Management Officer at Golden Plains Shire to the position of MFPO. The primary role of the MFPO is to ensure Council’s obligations under the Country Fire Authority Act 1958 are met. The MFPO roles and responsibilities include: Manage the Municipal Fire Management Planning Committee (MFMPC). Review Council’s fire prevention planning and plans together with the MFMPC. Liaise with fire services, brigades, other authorities and councils regarding fire prevention planning and implementation. Advise and assist the MEMPC on fire prevention and related matters. Report to Council on fire prevention and related matters. Carry out statutory tasks related to fire prevention notices and infringement notices. Investigate and act on complaints regarding potential fire hazards. Advise, assist and make recommendations to the general public on fire prevention and related matters. Issue permits to burn (under section 38 of the Country Fire Authority Act 1958). Contact details for Emergency Management Council staff is located at Appendix 5.
3.20.5 Emergency Management Liaison Officer Support agencies may provide or may be requested by an emergency response coordinator or controller to provide an emergency management liaison officer(s) (EMLO) to the State Control Centre, Regional Control Centre or Incident Control Centre. When requested the EMLO will;
Attend the SCC, RCC or ICC as soon as possible. Notify their own organisation that their attendance has been requested. Have the necessary seniority/delegated authority and ability to make commitments, or be able to arrange to commitments on behalf of their agency/organisation. Relay tasks allocated to their organisation from the control centre and/or relay requests from their organisation to the SCC, RCC or ICC. Have a sound understanding of the principles of emergency management. Have a sound understanding of the organisation/agency they are representing in the SCC, RCC or ICC. Come to the SCC, RCC or ICC adequately prepared.
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Be able to provide advice to the SCC, RCC or ICC on resources. Maintain regular contact with their own organisation.
Where an EMLO cannot be deployed to a particular location, the EMLO may perform the role from a remote location, for example through a teleconference or video conference link.
3.21 The role of Victoria Police within an Emergency Section 56 and 57 of the Emergency Management Act 2013 details the responsibility of Victoria Police in an emergency. The Chief Commissioner of Police appoints a Senior Police Liaison Officer and an Emergency Response Coordinator for each Victorian government region and municipality in Victoria.
3.21.1 Senior Police Liaison Officer (SPLO) The Chief Commissioner of Police appoints the SPLO under section 57 of the EM Act 2013. The function of the SPLO is to: Provide advice to the Emergency Management Commissioner. Deal with requests to or from RERCs and MERCs. The Emergency Management Commissioner must take the advice of the SPLO into account for coordination functions relating to regional or municipal response. The SPLO will provide advice to the Emergency Management Commissioner by exception or when requested. The following points may constitute advice in regard to regional and municipal coordination: The likelihood of situations to escalate into major emergencies. The effectiveness of control structures. The provision of community information and warnings. The management of significant risks and consequences. The provision of relief services to the affected community. The cooperation of agencies. The supply of resources. The operation of the REMT and IEMT. The declaration of emergency areas.
The SPLO will liaise with, and provide relevant information to the Emergency Management Commissioner during major emergencies, including Class 2 emergencies where Victoria Police is the control agency and Class 3 emergencies.
3.21.2 Regional Emergency Response Coordinator (RERC) The member of Victoria Police appointed by the Chief Commissioner of Police as an emergency response coordinator for each Victorian Government region is known as a Regional Emergency Response Coordinator (RERC). The RERC may from time to time appoint deputies. Internally, the RERC is also called the Regional Emergency Management Inspector. (REMI)
The RERC is responsible for bringing together agencies and resources within a region to support the response to emergencies. The RERC communicates with the Emergency Management Commissioner through the Senior Police Liaison Officer.
The role of the RERC is to: Coordinate resources or services within the emergency response region, having regard to the provisions of section 56 (2) of the EM Act 2013. Monitor control arrangements for emergencies across the region to ensure they are effective.
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In the event of uncertainty, determine which agency is to perform its statutory response role within a region, in accordance with the requirements of the EMMV Part 7 – Emergency Management Agency Roles, where more than one agency is empowered to perform that role. Where necessary, ensure the Regional Controller has formed and is chairing the REMT or, where there are multiple disparate emergencies in the Region, form and chair the REMT. Monitor the provision of information and warnings to affected communities. Source resources and services requested by the MERC and escalate requests unable to be fulfilled by the region to the Emergency Management Commissioner through the SPLO. Ensure the Regional Controller/s develop a regional strategic plan for the management of the emergencies within the region. Ensure the Regional Recovery Coordinator has been notified of the emergency to ensure relief and recovery measures are in place. Monitor the provision of relief across the region, in collaboration with the Regional Recovery Coordinator. Consider registration of persons affected by the emergency. Monitor the need to declare an emergency area. Provide the SPLO with information or advice on issues relating the control, command and coordination of the emergency response, including issues relating to consequence management, the provision of relief and the transition to recovery. Ensure the Regional Control Team and REMT conduct an operational debrief, where necessary, after a period of activation.
3.21.3 Municipal Emergency Response Coordinator (MERC)
The MERC is an appointed member of Victoria Police. Within Golden Plains Shire, the MERC is the Station Commander of Bannockburn Police Station. The member of Victoria Police appointed as an emergency response coordinator for each municipal district is known as a MERC. The MERC is responsible for bringing together agencies and resources within a municipal district to support the response to emergencies. The MERC communicates with the Emergency Management Commissioner through the RERC (and subsequently the SPLO). The role of the MERC is to: Ensure that the appropriate control and support agencies are in attendance – or have been notified by the controller and are responding to an emergency. In the event of uncertainty, determine which agency is to perform its statutory response role in accordance with the requirements of EMMV Part 7 – Emergency Management Agency Roles, where more than one agency is empowered to perform that role. Ensure the incident controller has formed and is chairing an IEMT or, if the incident controller is unable to attend or there are several disparate emergencies within the municipality, form and chair an IEMT. Ensure timely warnings and information are provided to the community and support agencies by the control agency. Arrange for the provision of response resources requested by control and support agencies and escalate unfulfilled requests to the RERC. Ensure the incident controller has developed and issued an incident action plan (including objectives and strategies for managing the incident). Ensure the Municipal Recovery Manager has been notified by the incident controller of the emergency, to ensure relief and recovery measures are in place. Consider the provision of relief to affected communities where necessary and advise the Municipal Recovery Manager of requirements. Consider registration of persons affected by the emergency.
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Ensure the Municipal Emergency Resource Officer is advised of the emergency, is available. To provide access to council owned or controlled resources if required and is receiving information as appropriate• consider the need for declaration of an emergency area. Provide the RERC with information or advice on issues relating the control, command and coordination of the emergency response, including issues relating to consequence management, the provision of relief and the transition to recovery. Ensure the control agency for the emergency has organised an operational debrief with participating agencies as soon as practicable after cessation of response activities.
3.21.4 Incident Emergency Response Coordinator (IERC) The IERC is usually the senior member of Victoria Police at the initial scene of an emergency or at the place where control is being exercised at incident level. This role usually relates to the first response to an emergency, and the person fulfilling the role may change in seniority as the emergency escalates or de-escalates.
The role of the IERC is to: Maintain a presence at the place where control is being exercised and represent the MERC in their absence. Ensure effective control is established and maintained. Ensure that the appropriate control and support agencies are in attendance – or have been notified by the controller and are responding to an emergency. In the event of uncertainty, determine which agency is to perform its statutory response role in accordance with the requirements of EMMV Part 7 – Emergency Management Agency Roles, where more than one agency is empowered to perform that role. Ensure the incident controller has formed and is chairing an IEMT and is ensuring effective information sharing. Arrange for the provision and allocation of resources requested by control and support agencies and escalate unfulfilled requests to the MERC or RERC. Ensure timely warnings and information are provided to the community and support agencies by the control agency. Ensure the incident controller has developed and issued an incident action plan (including objectives and strategies for managing the incident). Consider the need for declaration of an emergency area. Provide the MERC or RERC with information or advice on issues relating to control, command and coordination of the emergency response, including issues relating to consequence management, the provision of relief and the transition to recovery.
3.22 Emergency Management Facilities
3.22.1 Municipal Emergency Operations Centre (MEOC) In minor emergencies where the MECC may not be activated, Council response operations would be managed from Council premises as they would for any other municipal operation. In these instances reference may be made to the MEOC.
3.22.2 Municipal Emergency Coordination Centre (MECC) The MECC is a Shire operated facility from which Council and community resources and services are coordinated by personnel nominated as responsible officers under this Plan. It is not a control centre for emergency response, but is in close contact with the control agency throughout an emergency. Golden Plains Shire has adopted the Crisisworks software platform to assist with the management of emergency events. This web based platform allows the management of an emergency from any nominated location, provided internet access is available.
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The role of the MECC is to: Coordinate the provision of human and material resources within the municipality Register volunteer emergency workers Disseminate record and file accurate information and responses Monitoring all operational activities for recording, debriefing and planning purposes Coordinating relief and recovery activities where Council officers are involved. The MECC is not activated in all emergency situations but at the discretion of the MERC. The MERO, with support personnel, activate and manage and eventually deactivate the MECC. One MECC location has been identified in Golden Plains Shire: Bannockburn Shire Hall, 12 High Street Bannockburn. Where an emergency event exceeds the capacity of Council’s MECC facilities to cope or this facility is directly impacted by the emergency, then this facility may be relocated to the adjacent City of Greater Geelong and City of Ballarat MECC facilities under Council’s Mutual Aid Agreements. The provision and opening of a supporting Council MECC will be subject to the approval of the supporting Council MERO. The two alternative MECC locations are: City of Greater Geelong City Services Anakie Road Operations Centre Reception & Communications Area, Anakie Road, Lovely Banks. (MEOC) City of Ballarat Works Depot, Cnr Trewin Street and Ring Road Wendouree (MEOC) Administrative staff for the MECC are drawn from municipal employees with representatives from other agencies being present as required. Activation of the MECC is guided by the MECC Activation Operational Procedure. The operation of the MECC is guided by the Municipal Emergency Coordination Centre Handbook. This document has been developed “in-house” by Golden Plains Shire to assist officers to activate and operate in a MECC. The single volume booklet provides background on: The purpose of the MECC Procedures and processes undertaken in the MECC The physical layout and resources of the MECC Requirements for setting up and operating a MECC Relevant forms, logs and checklists Hardcopies of the booklet are available and held by officers responsible for MECC activation. Whilst there is no formal requirement for agencies to attend the MECC, they are welcome to do so if it assist in their response effort.
3.22.3 Emergency Management Facility
The Shire has a dedicated Emergency Management Facility to store emergency management materials and equipment. The facility comprises a 9 metre by 6 metre shed located at the rear of the Golden Plains Shire Rokewood depot, facing Hardie Street. Access to the facility is via Kuruc-a-Ruc Road. The shed contains the following: 5000 poly sand bags and four portable sandbag filling units (www.ezysandbagsolutions.com.au) Planned burning/Emergency Management Signs trailer – this trailer holds signs for CFA/Council planned burning operations as well as “Water Over Road” signs and “Road Closed” signs for flood response. The trailer is equipped with a work light for night operations Relief and Recovery Centre Support Trailer - this trailer holds all the equipment and signs to support the establishment and running of a Relief or Recovery Centre. It is equipped with a work light for night operations 12 long stem traffic bollards with bases
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The shed is accessible 24 hours a day. Keys are held in the Works Department key safe at the Golden Plains Shire Offices, adjacent to the switchboard in the Rokewood Depot main shed and in a key safe affixed to the front door of the facility.
3.23 Neighbourhood Safer Places – Bushfire Places of Last Resort Council has identified and designated six Neighbourhood Safer Places – Places of Last Resort (NSP-PLR) that comply with CFA and Council requirements. The places are not community fire refuges or emergency relief centres but are identified sites for use by persons whose primary fire plan has failed. At NSP-PLR sites, users may still be subject to heat, smoke and ember attack and expose themselves to great risk in travelling to a NSP-PLR. Sites for NSP-PLRs in Golden Plains Shire are: Cape Clear Recreation Reserve Recreation Road Cape Clear Haddon Recreation Reserve Sago Hill Road Haddon Linton Recreation Reserve Glenelg Highway Linton Ross Creek Public Hall Car Park Sebastopol-Smythesdale Rd Ross Creek Smythesdale Recreation Reserve – Heales Street Smythesdale Council Reserve Dereel-Rokewood Junction Road (between Judge Road and Tantaus Road) Dereel.
3.24 Community Information Guides A Community Information Guide; previously known as a Township Protection Plan, provides a planned response for both emergency response agencies and the community to a bushfire in close proximity of a township. Community Information Guides are developed and maintained by the Country Fire Authority. These plans address the specific needs of the town’s people, property, assets, environment and economy and are divided into three parts: Community information Township Planning factors Fire Prevention
Community Information Guides have been developed for: Bannockburn Dereel Haddon Inverleigh Lethbridge Linton Napoleons/Enfield Rokewood/Corindhap Ross Creek/Smythes Creek She Oaks/Maude Shelford Smythesdale/Scarsdale Steiglitz Teesdale
The Community Information Guides can be found here: Community Information Guides - Country Fire Authority
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 3.25 Cape Clear Community Led Cooling Centre With the financial assistance of Golden Plains Shire Council, the Cape Clear Recreation Hall has been set up to temporarily deal with the health effects of a heat wave. The hall provides shade, water and restrooms and a cool environments for the greater Cape Clear area.
With the welcomed assistance of the Cape Clear Recreation Hall Committee, the centre may be opened on days of extreme heat, fire danger or during prolonged heat events.
Council will contribute financial assistance to the committee when officers request that the centre be opened.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 4 Part 4 - Prevention and Mitigations Arrangements
4.2 Introduction Emergency Risk Management aims to reduce risks and impacts within the community by; Identifying the vulnerability of the community. Providing strategies or reduce and eliminate risks. Identifying risks that the community faces.
4.3 Community Emergency Risk Assessment (CERA) CERA was designed by VICSES as a risk management process to deliver on its legislated emergency management responsibilities and to provide MEMPC with a framework for considering and improving the safety and resilience of their community before, during and after emergency events. The CERA approach aims to understand the likely impacts of a range of emergency scenarios upon community assets, values and functions. CERA provides an opportunity for multiple community impacts and consequences to be considered enabling collaborative risk treatment plans and emergency preparedness measures to be described. The outputs of the assessment process can be used to inform emergency management planning, introduce risk action plans and ensure that communities are aware of and better informed about hazards and the associated emergency risks that may affect them. In June 2014, the MEMPC identified 20 hazards and risks. A review in 2018 confirmed the risks removed Earthquake and added Grassfire (Which was added in 2018). The risks were identified by surveying members of the public and the MEMPC. The MEMPC analysed, evaluated and determined specific actions to prepare for each identified risk.
4.3.1 Monitoring and Review The CERA is subject to minor reviews lead by VICSES and will undergo a major review at least once every three years, between audits. The progress of implemented treatment options is monitored by the MEMPC through reports provided by the MERO and responsible agencies at MEMPC meetings. The cyclic review of the risk management process will result in a report provided to the MEMPC identifying any adjustments required and will also be used by the committee to identify if any amendments or updates are required to the MEMP. If required, an updated draft plan will be presented to the MEMPC for endorsement.
Figure 9 - Golden Plains Shire CERA hazard residual risk rating
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Figure 10 - Golden Plains Shire CERA Heat Map
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 5 Part 5 – Response Arrangements
5.2 Introduction The State Emergency Management Plan (Part 3) defines emergency response as the action taken immediately before, during and in the first period after an emergency to reduce the effect and consequences of emergencies on people, their livelihoods and wellbeing, property and the environment and to meet basic human needs.
The State has endorsed a set of emergency management priorities to underpin and guide all decisions made during emergencies in Victoria.
The priorities are:
Protection and preservation of life is paramount This includes: o Safety of emergency response personnel and o Safety of community members including vulnerable community members and visitors/tourists Issuing of community information and community warnings detailing incident information that is timely, relevant and tailored to assist community members make informed decisions about their safety Protection of critical infrastructure and community assets that support community resilience Protection of residential property as a place of primary residence Protection of assets supporting individual livelihoods and economic production that supports individual and community financial sustainability Protection of environmental and conservation assets that considers the cultural, biodiversity, and social values of the environment.1
These priorities provide a framework for emergency managers to identify the priority roles and actions of agencies in an emergency response, especially where there are concurrent risks or competing priorities.
5.3 Overview Emergency response management is based on the functions of coordination, control, command, consequence management, communications and community connection. Broadly:
Coordination is the bringing together of agencies and resources to ensure effective response to and recovery from emergencies. Control is the overall direction of response activities in an emergency, operating horizontally across agencies. Command is the internal direction of personnel and resources, operating vertically within an agency.
Additionally, in order to meet the objectives of emergency management in Victoria, those performing the control, command and coordination functions need to ensure:
The consequences of the emergency are managed and There is communication that meets the information needs of communities, stakeholders and government. Community Connection: The understanding of and connecting with trusted networks, trusted leaders and all communities to support resilience and decision making.
The following diagram conceptually depicts the relationship between the control, command and coordination functions during an emergency response at the incident tier. The concepts apply equally to the regional and state tiers.
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Figure 11: Conceptual depiction of the relationship between control, command and coordination in emergency response
The figure below, from the EMMV part 7, lists Council’s responsibilities during an emergency. These responsibilities will be detailed in this section of the MEMP.
Figure 12: Municipal Council response activities. Part 7 Emergency Management Manual Victoria
5.4 Control Agency A control agency is the agency primarily responsible for responding to a specify type of emergency. The control agency may change as the emergency progresses or is clarified.
There are complex emergencies where a shared accountability across a number of agencies occurs. In these cases there is a need for a single agency to be responsible for the collaborative response of all the agencies. For the purposes of consistency, the term control agency will be used to describe this lead agency role.
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Where an emergency type is not listed or where there is uncertainty in identifying a control agency, the Emergency Management Commissioner or relevant emergency response coordinator will determine the control agency. The control agency will generally be the agency with a role or responsibility that is most closely aligned to the emergency.
The control agency is based on the major effect of the incident/event rather than the cause and control can be transferred when the major effect of the incident/event reduces and another effect becomes more important.
Where multiple control agencies are listed, the control agency responsibility is delineated through legislation or administrative arrangements.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 5.5 Support Agency A support agency is an agency that provides essential services, personnel or material to support or assist a control agency or affected persons.
Any agency may be requested to assist in any emergency if it has skills, expertise or resources that may contribute to the management of the emergency.
Golden Plains Shire Council will assist, when requested or required, to offer support and services at any level of emergency.
5.6 Inter-Council Emergency Resource Sharing This Plan recognizes that Council may be required, from time-to-time, to assist neighbouring municipalities during and following emergencies and supports this concept. It will, on this basis, undertake to provide its own resources, where practicable and with appropriate authorisation. Golden Plains Shire is signatory to the Municipal Association of Victoria Protocol for Inter-Council Emergency Management Resource Sharing. The purpose of the protocol is to provide an agreed position between councils for the provision of inter-council assistance for response and recovery activities during an emergency. The protocol details the process for initiating requests for resources from another council and identifies associated operational and administrative requirements. The protocol applies to requests for human resources, equipment and/or facilities in relation to response or recovery activities associated with an emergency. The Municipal Association of Victoria Protocol for Inter-Council Emergency Management Resource Sharing can be found at the MAV website.
5.7 Request for Support or Resources Any agency requiring additional support or resources, outside of their own capabilities, should request that support through the Municipal Emergency Response Coordinator (MERC)/ Incident Emergency Response Coordinator (IERC) to Council via the Municipal Emergency Resource Officer (MERO).
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Control Agency requires a resource
No
Available from: Within own agency?, or Resources directly controlled by the agency?, or Yes Support agency within municipal area?
No
Request made to Municipal Emergency Response Coordinator (MERC)
Is the resource available from: Yes Golden Plains Shire Council Other agencies within the municipal area or Resource supplied to Private contractors within the area. a requesting agency
No
Request made to Regional Emergency Response Coordinator (RERC)
Is the resource available from: Yes Other municipal councils within the region Other agencies within the region Cat 1 request for Defence Assistance to the Civil Community
No
Request made to Emergency Management Coordinator (EMC) Yes Is the resource available from: Within Victoria Private provider within Victoria
No
Request made to Emergency Management Australia for resources to be supplied from:
Federal resources Yes Interstate resources International resources
Figure 13 - Request for assistance - Golden Plains Shire
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 5.8 Tiers of Emergency Response Management Emergency response management applies in three tiers:
Municipal Regional – defined as one of the Victorian Government Regions State Regional and State arrangements are activated where a major emergency has occurred where there is extreme weather or intelligence indicates an anticipated large scale emergency may occur.
5.9 Phases of Activation Response arrangements should be implemented at the earliest possible opportunity if the effects of emergencies are to be minimised and for this reason several phases of activation have been accepted. Council activation will proceed as per the relevant Operational Procedures.
5.9.1 Alert Upon receipt of warning or information that an emergency may occur or affect the relevant area of responsibility, the organisation must be alerted to ensure its readiness to act if called upon. Some of the activities that should be considered in this phase are: Warnings for key personnel Testing of communications arrangements Establishing flow of information between Municipality and Control/Support Agencies Ascertain the availability of appropriate staff
5.9.2 Standby As the threat, or the effect of the emergency, becomes imminent, members of the relevant organisation or sections are placed on standby, thus being ready to move immediately they are required. Some of the activities that should be considered in this phase are: Staffing of respective emergency centres Preparing equipment and personnel for immediate action Identifying assembly areas
5.9.3 Action This is the operational phase of the emergency when combating and support agencies are committed to contain or control the emergency. Some operations may necessitate moving to the “Action phase” immediately without the “Alert” and “Standby” phases being implemented. For this reason, it is mandatory that all organisations having a role in this Plan be in a state of preparedness at all times. Some of the activities that should be considered in this phase are: Mobilisation of personnel/equipment as requested Production of situation reports on a regular basis for higher authorities Deployment of additional resources as required Registration of disaster volunteer workers
5.9.4 Stand Down Once "Alert", "Standby" and/or "Action" have been implemented and objectives met, the MERC must declare a "Stand Down". After consultation with the Control Authority and any other relevant agency, and when the MERO is satisfied that the response to the emergency has been completed, the MERC will advise all participating agencies of ‘Stand Down’.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 5.10 Levels of Emergency Response There are three levels of emergency response that are determined by Golden Plains Shires Emergency Management Group.
5.10.1 Level 1 (Small Scale Emergency) A level one (1) emergency is considered to be one that can be resolved through the use of local or initial response resources. The MECC might not necessarily be activated with the MERC and MERO in close communication at all times. Consequently the MERC and MERO will undertake the planning and logistics functions concurrently. They will also monitor the emergency and its impact on the area, and the community, also other elements and variables that might lead to a higher level of activation.
These emergencies may be short in nature and require council services for the clearing of blocked drains and tree removal.
5.10.2 Level 2 (Medium Scale Emergency) A level two (2) emergency is considered more complex in size, resources and/or risk. An ICC and MECC will be activated with the function being the deployment of resources beyond initial response and a multi- agency representation in the ICC. The emergency may potentially require forward planning to address response issues, and for recovery during the response phase.
5.10.3 Level 3 (Large Scale Emergency) A large scale emergency (level three incident) is an incident characterised by the level of complexity that requires the activation and establishment of the ICC, MECC plus ERC(s) and possibly an Emergency Call Centre. This level of emergency will require forward planning as the emergency continues and will specifically require recovery planning during the early stages of the response phase of the emergency.
5.11 Community Awareness Local Government has a role in educating the community about emergency management arrangements in order to better prepare residents for emergency situations. This role seeks to engage the community in prevention and preparedness so that they are better able to respond to, and recover from an emergency. In addition to the efforts of local government, education in the community is provided by a range of other response and recovery specific agencies within the municipal area. Council can raise community awareness prior to an emergency occurring through: Local media Council newsletters Community meetings Councils website Social Media (Facebook/Twitter/LinkedIn) Golden Plains Shire utilises its web presence, local media, the Golden Plains Gazette bimonthly newsletter and social media to inform residents of emergency management arrangements and preparedness. Provision of information is coordinated through Council’s Senior Communication and Marketing Officer from individual officers with responsibilities in emergency management.
5.12 Warnings In the event of an emergency, the provision of public information and warnings is of paramount importance. During emergencies, the community seeks information to assist them in responding to the situation. Following an emergency, provision of information to the community is a primary instrument in assisting a community to recover. Warnings should be used under specific circumstances where community action is necessary primarily to protect lives and also for the protection of property or the environment.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Provision of information to the public can come from a variety of sources and agencies. The Control Agency is responsible for the issuing of warnings to potentially impacted communities and to other agencies. Council does not issue warnings, but may direct residents to the Control Agency to obtain information Local government has a role in disseminating information about the emergency, Council’s response and the provision of Council services to assist the community to recover. Council can provide information to the community during an emergency through: Councils website Customer Service Officers Local media Community meetings Release of information by Golden Plains Shire during the response phase is the responsibility of the Control Agency in conjunction with the MERC. Any information released by Council must be approved by the MERO (general information) or the CEO/Senior Management (Policy, Financial or Political matters). Assistance in preparing and disseminating information will be provided by Councils Senior Communications and Marketing Officer as per the Media and Information Operational Procedure. Information will be disseminated using Council’s web site, media releases and Customer Service Officers as per the Media and Information Operational Procedure.
5.12.1 Emergency Warning Systems Emergency warning systems have been established to warn communities and individuals in the event of an emergency. The Control Agency has the responsibility to issue warnings to potentially affected communities and other agencies. Once a decision has been taken to issue a warning, the emergency services organisations will determine the most effective method to use. Council does not have a direct role in the issuing of warnings.
5.12.2 Emergency Alert The Emergency Alert system allows response agencies to send warning messages via mobile and landline telephones based on the mobile phone location. The Emergency Alert voice messages are easily identifiable by the Standard Emergency Warning Signal (SEWS) at the start of the message, together with the words ‘Emergency Emergency’. The SMS (text) messages also commence with ‘Emergency Emergency’ and display the telephone number 0444 444 444. All messages refer the recipient to where they are able to obtain further information. Agencies have been instructed in the use of the Emergency Alert and the Incident Controller has access to the emergency alert website to enable the distribution of warnings. Council does not have a direct role in the issuing of Emergency Alerts.
5.12.3 Standard Emergency Warning Signal The Standard Emergency Warning Signal (SEWS) is an electronic warning signal to be used, assisting the delivery of public warnings for major emergencies. SEWS is designed to: Alert the public via a media announcement that an official emergency announcement is about to be made concerning an actual or potential emergency which has the potential to affect them Alert the community at large, via a public address system that an official emergency announcement is about to be made. The issuing of SEWS is guided by a set of National Guidelines and responsibility lies with the Incident Controller. Council does not have a direct role in the issuing of the Standard Emergency Warning Signal. The guidelines for the use of SEWS are in part 8, Appendix 14 of the EMMV.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 5.13 Financial Arrangements and Responsibilities The use of municipal resources in emergencies must be authorised by the MERO or the MRM, and be in accordance with the normal financial arrangements of Golden Plains Shire Council. A requesting agency will be responsible for all associated costs for the provision of resources to support the response to an emergency event. Council officers will keep track of cost utilising Crisisworks. Extraordinary expenditure incurred, (e.g. for overtime, or equipment hire used in emergency protection works, or restoration of publicly owned assets) may qualify for reimbursement by the Department of Treasury and Finance (according to a sharing formula), from the Natural Disaster Relief Trust Account. (Refer EMMV Part 8 Appendix 1). Refer Municipal Association of Victoria’s A Council Guide to Financial Management in Emergencies
5.14 Termination of Response Activities It is essential to ensure a smooth transition from the response phase to the recovery phase of an emergency at the municipal level. While it is recognised that recovery activities will have commenced shortly after impact, there will be a cessation of response activities and a hand over to recovery agencies. The early notification of recovery agencies involved in the emergency will ensure a smooth transition of ongoing activities from response to recovery. When response activities are nearing completion, the MERC, in conjunction with the Control Agency, will call together relevant relief and recovery agencies including the MERO and the MRM, to consult with, and agree upon, the timing and process of the response stand down. If the emergency is of a significant size, when it appears to the MERC/RERC, after consultation with the relevant agencies, that response activities are nearing completion, they will convene a meeting with the Control Agency, MERO, MRM and Regional Recovery Manager (DHHS), to establish whether: The emergency response has or will soon be concluded. The immediate needs of the affected persons are being managed. The relevant agencies are ready to start, or continue, providing and/or managing recovery services. The Incident Controller has supplied a current handover document. Sufficient damage/impact information has been passed to the ICC and MECC to enable detailed planning for recovery activities. If agreement is reached at that meeting to terminate response activities, the MERC/RERC will advise all agencies of the time at which response terminates and arrangements will be made to maintain the ICC and MECC functionality for an agreed period.
5.15 Transition from Response to Recovery
Figure 14: emergency relief and recovery activities over time (Source Part 4 EMMV)
Recovery operational planning should commence as soon as possible after the impact of an emergency. Recovery planning and operations are implemented as per the state, regional and municipal
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 recovery arrangements. In large or prolonged emergencies, it may be necessary to continue providing relief services to individuals and families under recovery management arrangements after other response activities have finished. This transition should be seamless, as the municipal council will continue to assume the responsibility for the management of emergency relief centres. The incident controller, Emergency Response Co-ordinator and recovery manager should commence transition planning as soon as possible following the start of the emergency. The Emergency Management team should be involved in transition planning discussions to ensure a shared and consistent understanding of the planning, timing and expectations for transition. The Emergency Response Co-ordinator is responsible for advising all agencies involved in the emergency of the time at which response terminates. Following the conclusion of response activities, the effects of the emergency may continue, and recovery activities, the effects of the emergency may continue, and recovery activities will often go on for some time. Emergency Management Victoria, on behalf of the Emergency Management Commissioner is the agency responsible for relief and recovery coordination at the state level. The Department of Health and Human Services is the co-ordinator of relief and recovery on a regional level. Golden Plains Shire Council is responsible for relief and recovery management at the municipal level within our shire. While termination of response implies the cessation of the responsibilities of Victoria Police as response co-ordinators they, and other response agencies, may have a previously agreed role to play in recovery activities.
Figure 15: The three levels of relief and recover coordination in Victoria (Source Part 4 EMMV)
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 6 Part 6 - Relief and Recovery
6.2 Introduction Emergency Management is an increasingly important function for local government. As our community grows, the level of expectation put upon Council increases. In Emergency Management, this means utilising facilities and staff to assist people displaced from their homes, during and after business hours. This section is intended as a guide for Council staff to understand what emergency recovery entails and who will be involved in an emergency recovery operation. Under the Emergency Management Act 2013, the Emergency Management Commissioner is responsible for the “coordination of the activities of organisations, including agencies, having roles or responsibilities under the state emergency recovery plan in relation to recovery from all emergencies”. The Emergency Management Commissioner effectively oversees the management of coordination at every level. The Emergency Management Commissioner reports to the Minister for Emergency Services on relief and recovery.
Figure 16: Councils responsibilities to Relief and Recovery before, during and after an emergency. (Source Part 7 of EMMV)
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 6.3 Emergency Relief Definition The EMMV defines Relief as the provision of assistance to meet the essential needs of individuals, families and communities in the immediate aftermath of an emergency. Emergency Relief is about meeting the immediate needs of those affected during the initial response to the emergency. Response, Relief and Recovery commence as soon as the effect and consequences or the emergency are anticipated. Relief is usually undertaken during the response phase of an emergency and develops into a recovery process once the immediate risk to affected persons is eliminated. Emergency relief functions are closely aligned with the early stages of the recovery process and are therefore well integrated with early recovery activities. The State Emergency Relief and Recovery arrangements are included in the EMMV and detail the relief arrangements for Victoria. The relief process involves cooperation between all levels of government, non-government and community organisations, together with the private sector to ensure: The immediate provision of emergency relief at the site of the emergency Provision of Relief Centres Provision of Relief services
6.4 Relief Principles The principles of relief coordination and delivery are:
Essential support to meet basic and immediate needs Delivered in a timely manner Promotes community safety and minimises further physical and psychological harm Communicate clear, relevant, timely and tailored information Recognise community diversity Services are adaptive Supports community responsibility and resilience Well-coordinated delivery Services are integrated into emergency management arrangements
6.5 Relief Coordination It is critical that relief activities are coordinated across all levels. Emergency Management Victoria, on behalf of the Emergency Management Commissioner coordinates Recovery efforts at State level, DHHS coordinates at regional level and Golden Plains Shire performs this function at Municipal level. At Golden Plains Shire this function is performed primarily by the MRM with the close assistance of the MERO to provide support to the affected community. Wherever possible the normal municipal and administrative structures and practices will be employed. DHHS will be called upon to coordinate the relief effort wherever municipal resources are considered inadequate and an escalated level of relief is considered necessary by the MRM.
6.6 Relief Management Management and service provision will be devolved as much as possible to the local level. State and Regional relief strategies, services and resources will supplement and compliment the municipality’s initiatives rather than replace local endeavours.
Emphasis will be given to supporting and maintaining the identity, dignity and autonomy of affected individuals, families and the community.
Wherever possible, the normal municipal management and administrative structures and practices will be used and will be responsive to the special needs and circumstances of the affected community.
6.7 Relief Activities Relief activities are targeted at meeting the immediate needs of affected individuals. Council’s relief activities offered from a Relief Centre may include:
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Reconnecting families and friends (Victoria Police/Australian Red Cross) Food and water (Australian Red Cross) Drinking water for households (essential water) (DELWP) Material aid (disbursement of non-food items) (Salvation Army) Psychosocial support (Personal support /Counselling) (DHHS) Emergency shelter (DHHS) Animal welfare (DEDJTR) Emergency financial assistance (DHHS) Food supply (private sector) (DELWP) First aid (Ambulance Victoria) Community information (Control Agency)
Council may participate in or facilitate any of these services and may offer additional services as resources and needs allow. Each of these activities is directed by the relevant Operational Procedure in the Operational Procedure Guide.
6.8 Emergency Relief Centres The Shire has planned for the possible activation of a number of strategically located Relief Centres in the event of an emergency. Each of these facilities is suitably equipped and ready to process evacuees or affected communities once directed by the MECC. Council has established a number of relief centre roles to support the MRM during relief operations. Relief Centre Managers manage Relief Centre activities as required in accordance with documented process and associated procedures. Four Relief Centre locations have been identified in Golden Plains Shire: Bannockburn Sports Stadium High Street Bannockburn Haddon Recreation Centre Sago Hill Road Haddon Rokewood Memorial Hall Rokewood – Shelford Road Rokewood Woady Yaloak Recreation Centre Heales Street Smythesdale Key access and contact details are contained in Relief Centre Activation Contacts. Council may also open other community facilities more suitably located in response to a request from the Control Agency or MERC. Council has developed a Relief and Recovery Centre Support Trailer containing signs and equipment necessary to establish and operate a Relief Centre. This trailer is located at the Emergency Management Facility at Rokewood and is available 24 hours a day. Where an emergency event exceeds the capacity of Council’s Relief Centre facilities to cope or these facilities are directly impacted by the emergency, then these facilities may be relocated to the adjacent City of Greater Geelong and City of Ballarat Relief Centre facilities under Council’s Mutual Aid Agreements. The provision and opening of a supporting Council Relief Centre will be subject to the approval of the supporting Council MERO. The supporting Council may authorise the use of an alternative location as required. The two alternative Relief Centre locations are: City of Greater Geelong Corio Leisuretime Centre Anakie Road Lovely Banks City of Ballarat Buninyong Community Centre Cornish Street Buninyong Activation of Municipal Emergency Relief Centres is guided by the Relief Centre Managers handbook and Relief Centre Resource Handbook. Operation of Municipal Emergency Relief Centres is guided by: Relief Centre Manager Handbook Relief Centre Resource Handbook These are documents developed “in-house” by Golden Plains Shire to assist officers to activate and operate Municipal Emergency Relief Centres.
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Hardcopies of these booklets are available and held by officers responsible for Relief Centre activation.
6.9 Disaster Volunteers The Disaster Volunteer Program is a Golden Plains Shire program to embed good practice for managing volunteers during an emergency into a supported, resourced and coordinated process. Building from experiences gained from the Dereel bushfire in March 2013, Council’s partnerships with and support of both G21’s Manager of Spontaneous Emergency Volunteers (MSEV) program and Volunteering Victoria. Golden Plains Shire utilises a tiered process to use volunteers more effectively to enhance and extend capacity of relief and recovery agencies, services and activities, while supporting community members to become more successfully involved in their own community’s recovery. The Disaster Volunteer Program has been established as an additional support service within the current Relief/Recovery Centre framework, or can be expanded to be an independent satellite centre to support large-scale or long-lasting volunteer requirements.
6.10 The Management of Volunteers in an emergency is broken into the following tiers -
6.10.1 Manager Disaster Volunteers (MDV) Works underneath the Municipal Recovery Manager and with the Relief and/or Recovery Centre Manager Activated when the Centre is Relief and/or Recovery is activated Coordinates and supports the deployment of approved and registered volunteers to fill appropriate roles required in support of official relief and recovery processes (volunteers can do a wide range of support tasks, allowing trained staff to focus on more immediate or specialist tasks which enhances and extends agency capacity and resources) Manages offers of assistance by spontaneous volunteers (individuals and groups) Sources additional volunteers as required based on requests for additional shifts, skills, knowledge or other specific needs not currently met, or required into the future In the case of Council MDVs not being available, a Volunteering Victoria Manager of Spontaneous Emergency Volunteers (MSEV) can be requested to fill this role
6.10.2 Second Tier – Disaster Volunteer Coordination Team (DVCT) A local, pre-determined and trained volunteer team that can be rapidly deployed to provide a range of tasks to boost and extend staff capacity in relief and recovery activities (ie, child care, administration, domestic / livestock animal care, catering, personal support, material goods donations, etc). DVCT members are registered Golden Plains Volunteers Deployed DVCT members must be briefed and supervised by the staff members they are supporting DVCT members are able to supervise other volunteers deployed through the Disaster Volunteer Program if required DVCT members can hand-over to volunteers from the affected communities as they become more able to step into roles as part of their ongoing recovery
6.10.3 Third Tier – Spontaneous Volunteers All offers of help by spontaneous volunteers are directed to Volunteering Victoria.
Council conducts ongoing training of their Disaster Volunteers.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 6.11 Recovery Definition Recovery is defined in the Emergency Management Act 2013 as ‘the assisting of persons and communities affected by emergencies to achieve an effective level of functioning’. Both relief and recovery begin when an emergency occurs and many response, relief and recovery activities are undertaken concurrently. Typically, relief is provided during and in the immediate aftermath of an emergency. Recovery is generally a longer term process for affected individuals and communities. Section 4A of the Emergency Management Act 1986 states that recovery is ‘the assisting of persons and communities affected by emergencies to achieve a proper and effective level of functioning’.
There are four key functional areas that are the focus of any recovery process. They are;
Social - The social environment considers the impact an event may have on the health and wellbeing of individuals, families and communities. This environment is primarily concerned with safety, security and shelter, health and psychosocial wellbeing. Economic - The built environment considers the impacts that an event may have on essential physical infrastructure including essential services, commercial and industrial facilities, public buildings and assets and housing. Built – The economic environment considers the direct and indirect impacts that an event may have on business, primary producers and the broader economy. Natural - The natural environment considers the impact that an event may have on a healthy and functioning environment, which underpins the economy and society. Components of the natural environment include air and water quality; land degradation and contamination; plant and wildlife damage/loss; and national parks, cultural and heritage site.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0
Figure 17: The four functional areas of Recovery. Source: Australian Emergency Management Handbook 2 Community Recovery
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Figure 18: Recovery environments and functional areas (EMMV Part 4)
6.12 Recovery Principles The nationally recognised disaster recovery principles that are fundamental for successful recovery involve:
Understanding the context Focusing on the consequences of the emergency. Recognising complexity. Being community focused. Using community-led approaches. Ensuring coordination of all activities. Employing effective communication. Acknowledging and building capacity.
6.13 Recovery Activation Recovery operations will be activated on advice from the MERC, MERO or MRM in response to an event.
There are five primary phases, or steps, in emergency recovery operations that are related to a time continuum. The recovery services required in each phase will vary in type or activity.
The phases are: during the incident (usually the response phase) immediately after the incident (1 – 7 days) short term (weeks 2 - 4) medium term (months 2 - 3) long term (month 4 onwards - up to 2 years depending on the impact of the incident). Recovery planning, at the local and regional level, once an emergency is unfolding, needs to consider recovery services required at each of these stages.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 6.14 Emergency Recovery Centres
The Shire has planned for the activation of any of its three nominated Recovery Centre facilities in the event of an emergency requiring recovery activity.
The short term role of the Recovery Centre is to provide information, referral and support to affected communities. The recovery process may continue beyond the Centre’s operation however and consist of community re-building and community development activities.
Recovery Centre Managers manage Recovery Centre activities as required in accordance with a documented process and associated procedures.
Three Recovery Centre locations have been identified in Golden Plains Shire: Bannockburn Cultural Centre - High Street Bannockburn Smythesdale Community Hub - Heales Street Smythesdale Northern Community Centre - Sago Hill Road Haddon
Council may also open other more suitably located community facilities as Recovery Centres in response to community need. Where an emergency event exceeds the capacity of Councils Recovery Centre facilities to cope or these facilities are directly impacted by the emergency, then these facilities may be relocated to the adjacent City of Greater Geelong and City of Ballarat Recovery Centre facilities under Councils Mutual Aid Agreements. The provision and opening of a supporting Council Recovery Centre will be subject to the approval of the supporting Council MERO. The supporting Council may authorise the use of an alternative location as required. The two alternative Recovery Centre locations are:
City of Greater Geelong Corio Leisuretime Centre Anakie Road Lovely Banks City of Ballarat Buninyong Community Centre Cornish Street Buninyong
Activation of Municipal Emergency Recovery Centres is guided by the Recovery Centre Activation Operational Procedure. Operation of Municipal Emergency Recovery Centres is guided by: Recovery Centre Activation Booklet Recovery Centre Log Book Recovery Centre Resource Folder
These are documents developed “in-house” by Golden Plains Shire to assist officers to activate and operate Recovery Centres. Hardcopies of these booklets are available and held by officers responsible for Recovery Centre activation.
6.15 Recovery Escalation Criteria Initial recovery management is undertaken at the municipal level. The impact of an event may lead to community needs that exceed the capacity of a municipal council. The Council may then seek to escalate the level of management to a regional level. This escalation provides an additional layer of management rather than a replacement layer. Further escalation to the state level of management may be necessary in respect of certain service needs in very large or complex events.
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Figure 19: The three levels of relief and recover coordination in Victoria (Source EMMV Part 4)
6.16 Community Recovery Committee When the effects of an emergency are serious, the recovery process will warrant the input of the effected community, generally through a Community Recovery Committee. Depending on the size of the emergency, the Municipal Recovery Manager (MRM) has the responsibility to ensure the establishment of a Community Recovery Committees as soon as possible after the emergency. Municipal councils have a responsibility to resource the establishment of Community Recovery Committees. The membership of such a committee will depend on the circumstances and the needs but will generally include a number of the following: MRM and Deputy Council staff Councillor(s) Community representatives (affected persons/private businesses and/or community groups) Recovery Service Providers Government agencies (Inc. DHHS) Emergency Services Non-Government agencies
Community Recovery Committees help individuals and communities achieve an effective level of functioning. They can coordinate information, resources and services in support of an affected community, establish priorities and provide information and advice to the affected community and recovery agencies.
The Community Recovery Committee will:
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Identify needs and resource requirements Coordinate information, resources and services Liaise, consult and negotiate Monitor the recovery process
6.17 Impact Assessment There are a number of steps undertaken to determine the impact on the built, social, natural and economic environments after an emergency.
6.17.1 Initial Impact Assessments (in the response phase) Initial impact assessment; or rapid impact assessment, provides immediate information in relation to the impact the emergency incident has had on people, premises, essential community infrastructure and animals.
Initial impact assessments are carried out by the Control Agency. Results of the assessments are forwarded to the Incident Control Centre (ICC) and released to the department and LGAs concurrently to enable these organisations to plan for recovery.
6.17.2 Secondary Impact Assessment Trained Golden Plains Shire officers will conduct a Secondary Impact Assessment (SIA) to appraise the extent of damage, disruption and breakdown to the community and its infrastructure as a result of the emergency. This process will enable recovery arrangements to be established to support the community; and to monitor the recovery process and provide further assistance as required.
The Secondary Impact Assessment Team is made up of the following Golden Plains Shire personnel.
Development Manager (Coordinator) Municipal Building Surveyor Senior Environmental Health Officer Environmental Health Officer Works Engineer Emergency Management Officer Natural Resource Officer - Sustainable Assets
The SIA will be conducted within four weeks of the emergency and will encompass the four environments:
Social (assisting people to rebuild their lives and getting communities reconnected) Built (re-building homes, community structures, roads and utilities) Natural (restoring water, parks, environment) Economic (promoting tourism, assisting return of business activity)
To facilitate this process Golden Plains Shire, through the Secondary Impact Assessment Team, shall as early as practicable, perform the following tasks:
Survey the extent of damage indicating evaluation of financial and material aid needed. Provide a priority listing for restoration of community needs to assist agencies in the performance of their functions. Monitor the acquisition and application of financial and material aid needed or made available in the restoration period.
Results of the SIA will form the basis of recovery strategies, which will be implemented by a range of agencies.
Define boundaries of the incident mapping obvious features such as roads, rivers and landmarks
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Commence planning for the collection of data Determine team composition relevant to the incident Brief assessment teams on current situation, potential risks, boundaries and reporting standards Determine primary means of communications (taking into account lost infrastructure) Detail the actions on general risks to the public Collate data Reconcile data against ratepayer database and other Council record systems Provide loss and damage reports to organisations preparing situation reports and planning for recovery operations Debrief
The SIA will be conducted in three stages:
Infrastructure Assessment (roads, bridges, utilities and Council assets) Deliberate Assessment (visit to all impacted private properties) Hazards Assessment (Building Inspector and EHO)
Golden Plains Shire is required to share any information they gather with the Victorian Government.
6.17.3 Post-Emergency Needs Assessment Golden Plains Shire are responsible for coordinating the post-emergency needs assessment at a Municipal level. This assessment estimates the longer term psychosocial impacts on a community, displacement of people, the cost of destroyed assets, and the impact that the destruction of assets and business disruption has on how members of a community live and connect with one another. This assessment informs the medium to longer term recovery process, options for development, and builds the knowledge base of the total cost of emergencies that informs risk management. This process can take 12 months or more.
6.18 Family Violence Research has shown that there is a strong correlation between emergencies and the increase in incidence and severity of family violence. Vulnerabilities exist for women, men and people with diverse gender identities and factors such as age, culture, and disability can further impact the experience of family violence and access to support services.
Golden Plains Shire will:
Provide referral information on family violence support services at places where the community gather following an emergency. Connect with family violence and health service providers. Consider family violence and include information during outreach services. Where appropriate, include information on family violence at debriefs and after action reviews to improve family violence strategies in future events. Include in messaging the correlation of emergencies and family violence and information on referral services.
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 7 Part 7 - Reference Documents
In the development and implementation of the MEMP, the MEMPC and Council have relied on a range of reference documents. Those references considered crucial to the structure and operation of the emergency management process have been listed below together with the source and file location for each. State Government Emergency Management Act 1986 Source: Victorian State Government - available on the State Government web site.
Emergency Management Act 2013 Source: Victorian State Government - available on the State Government web site.
Emergency Management Manual Victoria Source: Victorian State Government - available on the State Government web site.
File Location: MERO Office, Bannockburn Customer Service Centre
Golden Plains Shire
Business Continuity Plan File location: MEM Office, Bannockburn Customer Service Centre Community Emergency Risk Management Plan File Location: MERO Office, Bannockburn Customer Service Centre Heatwave Plan File location: G drive – Golden Plains Shire MRM Office, Bannockburn Customer Service Centre Municipal Fire Management Plan File Location: Crisisworks online document,
MFPO Office, Bannockburn Customer Service Centre Municipal Neighbourhood Safer Places Plan File Location: G drive – Golden Plains Shire MFPO Office, Bannockburn Customer Service Centre Municipal Risk Management Plan File location: MEM Office, Bannockburn Customer Service Centre Emergency Management Plans - (Neighbouring Councils) Source:
City of Greater Geelong City of Ballarat Shire of Pyrenees Shire of Moorabool Shire of Corangamite Shire of Colac Otway Shire of Surf Coast File Location:
MERO Office, Bannockburn Customer Service Centre Crisisworks online document Municipal Association of Victoria Inter-Council Emergency Management Resource Sharing Protocol File Location: www.mav.asn.au
Crisisworks online documents VICSES
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Mid-West Region Flood Response Plan, VICSES, 2008 Source: Victorian State Emergency Service
File Location: www.ses.vic.gov.au Municipal Flood Emergency Plan File Location: Crisisworks online document
VICSES Ballarat South West Region Flood Response Plan, VICSES, 2008 (Currently under review) Source: Victorian State Emergency Service
File Location: www.ses.vic.gov.au Department of Environment, Land, Water & Planning Victorian Emergency Animal Welfare Plan Source: DELWP
File Location: www.delwp.vic.gov.au Department of Health and Human Services Emergency Relief Handbook File Location: MRM Office, Bannockburn Customer Service Centre Vicroads Traffic Diversion Plans Source: VicRoads, SW Region, Geelong
File Location: VicRoads, Geelong Office, Fyans St
MERO Office, Bannockburn Customer Service Centre
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Golden Plains Shire Municipal Emergency Management Plan Version 2.0 8 Appendices (available on Crisisworks)
Appendix 1 Meeting and Training Log Appendix 2 Internal MEMP Distribution List Appendix 3 External MEMP Distribution List Appendix 4 Council Emergency Management Structure Appendix 5 Council Emergency Management Personnel Appendix 6 Council Resources Appendix 7 Relief Centre Activation Contacts Appendix 8 MEMPC Members Contact List Appendix 9 Control and Support Agencies Appendix 10a BSWR Emergency Contact Directory – 12 June 2018 Appendix 11 Neighbouring Council Contacts Appendix 12 Vulnerable Persons Appendix 13 Vulnerable Persons Service Providers (Currently being updated) Appendix 14 Vulnerable Persons Facilities Appendix 15 Resource Contacts and Providers Appendix 16 Municipal Resource Maps Appendix 17 CFA Brigade and Operational Boundaries Appendix 18 Emergency Management Acronyms Appendix 19 Use of Council Staff, Plant and Equipment at Fires Policy Appendix 20 Operational Procedures
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