SHIRE OF MUNDARING LOCAL EMERGENCY MANAGEMENT ARRANGEMENTS
RECOVERY PLAN
INTRODUCTION
Recovery should be managed and planned for in a structured manner. The broad needs created by the impact of an emergency or disaster on the Shire of Mundaring’s Community will only be met through a range of services, provided by a range of both government and non-government organisations.
At the local level, the focus of recovery planning and management is on community input. Within emergency planning responsibilities, the Shire of Mundaring local arrangements will incorporate recovery planning and, from an operational point of view, a range of services, including both infrastructure and human services. These arrangements will assist in providing coordination for the activities of local agencies.
The primary focus of the Shire of Mundaring Emergency Management Arrangements is to mitigate the effects of disasters. Within this context, recovery is defined as the coordinated process of supporting disaster affected communities in the reconstruction of physical infrastructure and restoration of emotional, social, economic and physical well-being.
Recovery is best achieved when the affected community is able to exercise a high level of self-determination.
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1.0 DISTRIBUTION LIST 3
2.0 AMENDMENT RECORD 4
3.0 GLOSSARY OF TERMS AND ACRONYMS 5
ACRONYMS 7
4.0 MANAGEMENT 8
4.1 Authority 8 4.2 Context 8 4.1 Aim 8 4.2 Objectives 8 4.3 Scope 9 4.4 Related Agreements, Plans and Arrangements 9 4.4.1 Agreements 9 4.4.2 Plans and Arrangements 10 4.5 Special Considerations 10 4.6 Resources 11 4.7 Financial Arrangements 11 4.8 Local Recovery Coordinator (LRC) 12 4.8.1 Appointment 12 4.8.2 Responsibilities 12 4.9 Local Recovery Coordinating Committee (LRCC) 13 4.9.1 Organisation 13 4.9.2 Membership 13 4.9.3 Roles and Responsibilities 14 4.10 Organisational Responsibilities 15 4.11 Contacts Register 15 5.0 PLAN ACTIVATION 15
5.1 Transition from Response 15 5.2 Activation 16 5.3 Impact Assessment and Recovery Action Planning 16 5.4 Welfare Support 17 5.5 Communication 17 5.5.1 Policy 18 5.5.2 Principals 18 5.5.3 Stakeholders 18 5.5.4 Materials 19 6.0 EXERCISING AND TESTING THE PLAN 22
6.1 Exercise Management 23 6.2 Exercise Participants 23 7.0 APPENDICES 24
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1.0 DISTRIBUTION LIST
This section itemises restricted copies disseminated to various appointees or organisations. The appointees or organisations mentioned in this section and their staff are authorised to view the full content of this plan’s restricted appendices. Recipients of restricted copies undertake to hold that copy or copies under reasonably secure conditions.
Emergency Management Committees State Emergency Management Committee (SEMC) District Emergency Management Committee (DEMC) Local Emergency Management Committee (LEMC) Local Recovery Coordinators (see Shire of Mundaring **) Emergency Service Organisations Western Australian Police (WAPOL) East Metropolitan District Office Midland Police Station Mundaring Police Station Fire and Emergency Services Authority (FESA) FESA District Manager Perth North East FESA/Shire of Mundaring Community Fire Manager State Emergency Service (SES) Mundaring State Emergency Service Unit Department for Environment and Conservation (DEC) Manager, Perth Hills District Support Agencies Department For Child Protection District Emergency Services Officer Midland district representative Salvation Army St John Ambulance Australian Red Cross Shire of Mundaring Chief Executive Officer Director Statutory Services ** Director Community Services ** Director Corporate Services ** Director Infrastructure Services ** Manager Health and Community Safety Services Senior Environmental Health Officer Note: All Shire of Mundaring Service Managers are notified of the adoption of this subplan and advised of the location of same within the Shire of Mundaring electronic document management system
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2.0 AMENDMENT RECORD
Feedback and comments from community members and stakeholders on this document is welcomed.
AMENDMENT DETAILS OF AMENDMENT AMENDED BY NAME/DATE NO. DATE 1 2012 First Issue initial adoption
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3.0 GLOSSARY OF TERMS AND ACRONYMS
Terminology used throughout this Guide is outlined below. In the event that the meaning in not presented, terminology shall have the meaning as described in S. 3 of the Emergency Management Act 2005, (the Act)
District Emergency management Committee (DEMC) – a DEMC is established for each emergency management district. The committees are chaired by Police District Officers, as District Emergency coordinator, with a FESA Regional Director as Deputy Chair. Executive Officer support is provided by FESA Managers nominated by the FESA Chief Executive Officer.
Emergency Risk Management (ERM) – is a systematic process that produces a range of measures that, on implementation, contributes to the safety and wellbeing of communities and the environment. This process considers the likely effect of hazardous events and the measures by which they can be minimised.
Hazard A situation or condition with potential for loss or harm to the community or the environment. Risk A concept used to describe the likelihood of harmful consequences, arising from the interaction of hazards, communities and the environment.
Hazard Management Agency (HMA) – is an organisation which, because of its legislative responsibility or specialised knowledge, expertise and resources is responsible for ensuring that emergency management activities pertaining to the prevention of, preparedness for, response to and recovery from a specific hazard are undertaken.
Local Emergency Coordinator (LEC) – the Officer in Charge of each Police subdistrict is appointed by the State Emergency Coordinator (the Commissioner of Police) for the local government district in which they are situated [S. 37 (1) of the Act]. The Local Emergency Coordinator provides advice and support to its LEMC in the development and maintenance of Local Emergency Management Arrangements, assists HMA’s in the provision of a coordinated response during an emergency in the district and carries out other emergency management arrangements directed by the State Emergency Coordinator S. 37(2) of the Act.
Local Emergency Management Committee (LEMC) – the local government is to establish one or more LEMCs for the local government district, based on local government boundaries. The committee is chaired by a nominee of the local government and the Local Emergency Coordinator is a member. The LEMC is established by the local government to ensure that Local Emergency management Arrangements are written and placed into effect for its district [S .38 of the Act] The Local Emergency management Committee has no function during emergencies.
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Local Emergency Management Arrangements (LEMA) – local governments are responsible for ensuring the preparation of Local Emergency management Arrangements for the local government district. Arrangements must be consistent with State Emergency Management Policies and Plans and include information stipulated in S. 41) of the Act. Arrangements should be developed in accordance with the comprehensive approach to emergency management (Prevention, Preparedness, Response and Recovery) which contributes to the reduction or elimination of hazards and to reducing the susceptibility or increase in the resilience to hazards of the community or the environment in the local government district
Prevention, Preparedness, Response and Recovery (PPPR) – makes up a legitimate and valid system of emergency management (ref S. 3 of the Act). Each element represents a dynamic set of actions flowing into the next. Communities are encouraged to take greater responsibility for their own safety, to be more self-reliant and better prepared for the eventualities of emergencies. Activities supporting each of these elements together provide a method for local communities to minimise the impact of emergencies.
Prevention – activities to eliminate or reduce the probability of occurrence of a specific hazard. They also reduce the degree of injury or damaged likely to be incurred.
Preparedness – activities that focus on essential emergency response capabilities through the development of plans, procedures the organisation and management of resources, training and public eduction. These activities support the local community in their preparations for a safer environment.
Response – activities that combat the effects of the event, provide emergency assistance for casualties, and help reduce further injury or damage and facilitate effective recovery operations for an in the local community.
Recovery – activities designed to support emergency affected local communities in reconstruction of the physical infrastructure and restoration of emotional, social, economic and physical wellbeing. During recovery operations, actions are taken to minimise the recurrence of the hazard and/or lessen its effects on the community.
Situation Reports (Sitreps) – a brief report that is published and updated periodically during an emergency which outlines the details of the emergency, the needs generated, and the responses undertaken as they become known.
State Emergency Management Committee (SEMS) – the SEMC is established under S. 13 (1) of the Act. S. 13(2) stipulates membership of the SEMC which consists of the Commissioner of Police, as State Emergency Coordinator and Chair of the Chief Executive Officer of the Fire and Emergency Services Authority (FESA) as Deputy Chair. The Executive Director, FESA Strategic Policy and Executive Services Portfolio, is the SEMC
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Executive officer. Other members include a local government representative and other members as appointed by the Minister.
In accordance with the Act, the SEMC has established six subcommittees whose membership includes those organisations essential to the State’s emergency management arrangements. The subcommittees are:
(1) Emergency Services Subcommittee; (2) Public Information Group (3) Lifelines Services Subcommittee (4) Recovery Services Subcommittee; (5) State Mitigation Committee (6) Health Services Subcommittee
Welfare Plan – The document entitled, Local Emergency Management Plan For The Provision of Welfare Support Midland District, as prepared and updated by the Department For Child Protection and Local Emergency Management Committees of the Shire of Mundaring, The City of Swan, The Shire of Kalamunda and the Town of Bassendean.
ACRONYMS
LRCC - Local Recovery Coordinating Committee
LRC - Local Recovery Coordinator
LEC - Local Emergency Coordinator
LEMC - Local Emergency Management Committee
LEMA Local Emergency Management Arrangements
EOC - Emergency Operations Centre
ECC - Emergency Coordination Centre
SRCC - State Recovery Coordinating Committee
LG - Local Government
IC - Incident Controller
ISG - Incident Support Group
RCC - Recovery Coordination Centre
SOM - Shire of Mundaring
FESA Fire and Emergency Services Authority of Western Australia
DCP - Department for Child Protection
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4.0 MANAGEMENT
4.1 Authority
These arrangements have been prepared in accordance with the requirements of Section 41 (4) of the Act and endorsed by the Shire of Mundaring Local Emergency Management Committee and approved by the Council of the Shire of Mundaring.
These arrangements have been tabled for information and comment with the East Metropolitan District Emergency Management Committee.
4.2 Context
The Shire of Mundaring is located on the eastern fringe of Perth, about 35 kilometres from the Perth GPO. The Shire of Mundaring is bounded by the Shire of Toodyay in the north, the Shires of Northam and York in the east, the Shire of Kalamunda in the South and the City of Swan in the west and north-west.
The Shire encompasses a total land area of 644 square kilometers, of which half is National Park, State Forest or water catchments. The bulk of the population live in townships.
The Shire of Mundaring includes the townships, villages and rural localities of Bailup, Beechina, Bellevue (part), Boya, Chidlow, Darlington, Glen Forrest, Gorrie, Greenmount, Helena Valley, Hovea, Mahogany Creek, Malmalling, Midvale (part), Mount Helena, Mundaring, Parkerville, Sawyers Valley, Stoneville, Swan View (part), The Lakes and Wooroloo.
The population of the Shire of Mundaring is 38910 occupying 12223 households (ABS, Census 2006).
4.1 Aim
The aim of these arrangements is to detail the arrangements and processes established to support a community affected by an emergency in the restoration of emotional, social, economic, physical well being and general quality of life.
4.2 Objectives
The objectives of these arrangements are to:
Establish a process for the effective and coordinated management of the recovery of affected individuals, communities, business, and the built and natural environment;
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Identify the roles and responsibilities of the Shire of Mundaring Elected Members and Staff and agencies or persons mentioned in this plan; Ensure effective communication involving all stakeholders in the planning and implementation of recovery management.
4.3 Scope
The scope of these local recovery arrangements is limited to the boundaries of the Shire of Mundaring whilst noting memoranda of understanding that may be established for the provision of mutual recovery assistance that may be established with other Local Governments or agencies.
These arrangements are support arrangements to the Shire of Mundaring Local Emergency Recovery Arrangements and should be considered in context with the Welfare Plan.
These arrangements are principally a guide to the provision of recovery management within the Shire of Mundaring. The provisions of these recovery arrangements may be amended, supplemented or negated by an emergency situation that requires coordination at a State level.
4.4 Related Agreements, Plans and Arrangements
These arrangements are subsidiary part of the Shire of Mundaring Local Emergency Management Arrangements and should be considered or used in association with the following:
4.4.1 Agreements
Metropolitan North & East Recovery Group Partnering Agreement For The Provision Of Mutual Aid For Recovery During Emergencies
Parties to agreement – Shire of Mundaring, Town of Bassendean, City of Bayswater, City of Joondalup, Shire of Kalamunda, City of Stirling, City of Swan, City of Wanneroo
Summary of intent – The provision of physical and human resources where possible to assist with recovery management primarily in the initial stages of recovery and of a short duration.
Memorandum Of Understanding between The Shire Of and Fire And Emergency Services Authority Of Western Australia for The Provision Of Fire Services To The Shire Of Mundaring
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Parties to agreement – Shire of Mundaring, Fire and Emergency Services Authority of Western Australia (FESA) Summary of Intent – Sets out the responsibilities and undertakings of the Shire and FESA for fire service delivery including preparedness and recovery programs to the Shire’s community and for future development of volunteer fire services within the Shire of Mundaring.
Operational Bushfire Mutual Aid And Support Arrangements, Perth Metropolitan Regions, Western Australia
Parties to agreement – Metropolitan Local Government Authorities – FESA
Summary of intent – A standard and a basis for coordinated response by FESA, Local Governments and DEC to a threat of fire to the community across the metropolitan area. Includes other support services such as recovery.
4.4.2 Plans and Arrangements
Local Emergency Management Plan For The Provision Of Welfare Support – Midland District
Parties to agreement – Shire of Mundaring, City of Swan, Shire of Kalamunda, Town of Bassendean, Department for Child Protection
State Emergency Management Plan For State Level Recovery Coordination, ie. Westplan – Recovery Coordination
State Public Information Emergency Management Support Plan, ie. Westplan – Public Information
State Emergency Management Plan For Registration and Reunification, ie. Westplan – Registration and Reunification
4.5 Special Considerations
The shire of Mundaring features a number of special considerations in relation to planning for and implementing recovery arrangements. These considerations include: Bush Fire threat due to extensive areas of bushland with proximity to or containing housing. Storm season risk particularly due to infrastructure and housing proximity to vegetation and watercourses. Relative isolation and geographic spread of some population centres. 10
4.6 Resources
The Local Recovery Coordinator (LRC) is responsible for determining the resources required for recovery activities in consultation with the Hazard Management Agency and Support Organisations. The LRC is responsible for coordinating the effective provision of resources and services to avoid duplication of effort. Shire of Mundaring and community resources that may be beneficial to effective community recovery are listed as an appendix to the LEMA.
4.7 Financial Arrangements
As stated within Westplan – Recovery Coordination:
“The primary responsibility for safeguarding and restoring public and private assets affected by an emergency rests with the owner. However, government recognizes that communities and individuals do not always have the resources to provide for their own recovery and financial assistance is available in some circumstances.”
The Department for Child Protection (DCP) is responsible for providing initial financial support to dislocated and effected community members.
A number of other arrangements and/or agencies manage assistance measures that can be provided to individuals or other agencies including Local Government to contribute to overall community recovery. Such arrangements or agencies include:
Centrelink – Will ensure payments to its existing clients. Centrelink can provide financial assistance to any person whose livelihood has been affected by the emergency
Lord Mayor’s Distress Relief Fund (LMDRF) – State Emergency Management Policy No. 4.4 directs that all donations of cash or trading stock resulting from a public appeal are to be directed to the LMDRF.
Western Australian Natural Disaster Relief and Recovery Arrangements (WANDRRA) – Provides assistance for the recovery of communities. This assistance is delivered through a range of eligible measures that are offered on a needs basis. The arrangements can provide assistance to:
individuals and families small business primary producers local government
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FESA is responsible for the overall administration of the WANDRRA
Commonwealth Natural Disaster Relief and Recovery Arrangements – The NDRRA provides for the provision of financial assistance from the Commonwealth to States and Territories for natural disaster relief payments and infrastructure restoration.
The Shire of Mundaring is committed to the expenditure of such financial resources as are considered necessary and reasonable for the recovery of the community after any emergency event for which the plan is activated.
4.8 Local Recovery Coordinator (LRC)
4.8.1 Appointment
The following positions have been appointed by the Shire of Mundaring to be LRC’s in accordance with S. 41.(4) of the Act:
Manager Health and Community Safety Services (Primary LRC) Director Statutory Services Director Community Services Director Infrastructure Services Director Corporate Services
By appointing and training multiple LRC’s coverage is ensured in the event the primary appointee is unavailable. This also allows for the rotation of the LRC role during a complex and protracted recovery process. The roles and responsibilities of the LRC are detailed as follows:
4.8.2 Responsibilities
The responsibilities of the LRC/s may include but are not necessarily limited to the following:
Preparation and maintenance of the Recovery Plan (the Plan); Undertake the functions of the Executive Officer to the LRCC; The design and conduct of exercises to test any/all elements of the Plan; Provide advice to the Shire President and CEO on the requirement to activate the Plan and convene the LRCC;
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Assess and report to the LRCC on requirements for effective community recovery in consultation with the HMA, Shire of Mundaring key staff, other LRCC members, other agencies and community groups as required; Coordinate local level recovery activities for a particular incident, in accordance with plans, strategies and policies determined by the LRCC; Monitor the progress of recovery and provide periodic reports to the LRCC; Liaise with the Chair, State Recovery Coordinating Committee or the State Recovery Coordinator where appointed, on issues where state level support is required or where there are problems with services from government agencies at the local level; Coordinate the preparation and supply of regular reports to the State Recovery Coordinating Committee on the progress of recovery; Arrange for a debrief of all participating agencies and organisations as soon as possible after stand down.
An LRC operations checklist to assist the LRC in their role is provided within Appendix 1.
4.9 Local Recovery Coordinating Committee (LRCC)
4.9.1 Organisation
The LRCC will be chaired by the Shire President, Chief Executive Officer, (CEO) or their delegate. Membership should include relevant community leaders and State Government agency representatives. Where an LRCC is established a core group of key stakeholders will be represented on the committee supported by other organisations seconded as required. The membership of the LRCC can be dynamic and vary to most effectively meet the needs of the community during the recovery process.
A diagram or flow chart of the LRCC structure is provided as per Appendix 2.
4.9.2 Membership
Further to 4.11.1 the membership of the LRCC may be structured as follows:
Executive: Chairperson (Shire President, CEO or Councillor) Local Recovery Coordinator Secretary (Shire of Mundaring staff member) Local Emergency Coordinator (LEC) 13
Core Membership: Shire of Mundaring staff (senior staff including Environmental Health Officer and other staff from key directorates) Hazard Management Agency Department of Health Department for Child Protection Red Cross Western Australian Police Service (may be represented by LEC) Education/school representative (Shire of Mundaring Principals Group LEMC representative) Community Groups Subcommittee representatives
Other Members (as required) Chamber/s of Commerce Department of Environment and Conservation Utilities (Western Power, Alinta, Water Corp) Main Roads WA Department of Water Insurance Council of Australia St John Ambulance
4.9.3 Roles and Responsibilities
The role of the LRCC is to coordinate and support local management of the recovery processes within the community subsequent to a major emergency in accordance with State Emergency Management arrangements and the Recovery Plan.
The LRCC is responsible for: Appointment of key positions within the committee; Establishing sub-committees as required; Assessing requirements for recovery activities relating to the physical, psychological, economic and environmental wellbeing of the community with the assistance of the responsible agencies; Ensuring that the recovery process is activated and implemented in accordance with sound project management processes; Facilitating the provision of services, public information, information exchange and resource acquisition; Negotiating the most effective use of available resources including the support of State and Commonwealth agencies; Monitoring the progress of recovery, and receive periodic reports from recovery agencies; Ensuring a coordinated multi-agency approach to community recovery; 14
Making appropriate recommendations, based on effective debriefs and review, to the LEMC to improve the community’s preparedness.
An LRCC actions checklist is provided within Appendix 3.
4.10 Organisational Responsibilities
Agreed roles and responsibilities of all agencies/groups that may assist in the recovery process are detailed in Appendix #. All agencies/groups that do not have a legislated organizational responsibility outlined in WESTPLAN Recovery have been consulted and have verified their willingness and capability to undertake the agreed responsibilities dependent on the resources available at the time.
4.11 Contacts Register
A register listing the contact details for all agencies or groups with responsibilities under this Plan is provided as per Appendix 4.
5.0 PLAN ACTIVATION
5.1 Transition from Response
Recovery activities should commence immediately following the impact of an event whilst response activities are still in progress. Key decisions made, and activities undertaken during the response may directly influence, shape, and enhance the effectiveness of the recovery process.
To ensure appropriate recovery activities can be developed and implemented as soon as possible after the impact of the event, the LRC requires up to date and accurate information on the incident concerned. The HMA Incident Manager is to ensure that the LRC is notified of the incident and is included as a member of the Incident Support Group (ISG).
During the response phase a number of the agencies with recovery roles may be heavily committed, therefore, the inclusion of the LRC on the ISG will ensure:
The alignment of response and recovery priorities; Liaison with the key agencies; An awareness of the extent of the likely impacts, and Identification of the recovery requirements and priorities as early as possible.
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The LRCC should be established as soon as possible for a briefing on the incident and resulting impacts, (even during the response phase) to ensure a smooth transition from response to recovery.
Transition from Response to Recovery Forms (2) are provided as per Appendix 5.
5.2 Activation
The decision to activate the Recovery Plan will be made by the Shire President or CEO on the advice of the LRC and based on an assessment of the recovery needs informed by: The ISG; Through consultation between the HMA, the IC and the LEC; or The Shire of Mundaring Once the plan has been authorised for activation, the LRCC Chairperson is responsible for leading the recovery effort.
5.3 Impact Assessment and Recovery Action Planning
It is essential that an assessment of the recovery and restoration requirements is conducted as soon as possible after the impact of the incident. The impact assessment process should be conducted or coordinated by the LRC. Impact assessment must not interfere with response operations. Access to the affected area may be restricted by the HMA until it is determined to be safe to enter.
Sources that may assist in the collection of impact assessment data include:
HMA Welfare Agencies Shire of Mundaring staff such as EHO’s, Building Surveyors, Infrastructure Services staff, Community Services staff Insurance assessors Chambers of commerce
Following a major incident or emergency where substantial damage has occurred to residential, commercial and government buildings and other community infrastructure an operational recovery plan should be prepared by the LRCC.
The operational recovery plan should provide a full description of the extent of the physical damage and psycho-social impacts to the community and detail plans for restoration of the affected community.
Each operational recovery plan will be different depending on the nature of the emergency and the extent of the damage and disruption.
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A suggested composition of an operational recovery plan is provided as per Appendix 6.
It may also be appropriate to conduct a survey of the needs of individuals or families affected by the emergency.
A Recovery Needs Assessment and Support Survey Form is provide as per Appendix 7 for use in appropriate circumstances.
5.4 Welfare Support
Welfare is defined as providing immediate and ongoing supportive services, to alleviate as far as practicable, the effects on persons affected by an emergency. Such services are therefore an integral part of an effective recovery process to varying degrees over the span of time that a recovery process is being undertaken.
Welfare services as required by persons affected by an emergency include:
Emergency catering Emergency clothing and personal requisites Financial assistance Personal services Registration and inquiry Basic first aid Emergency accommodation Administration
The following related documents provide detailed information:
Local Emergency Management Plan For The Provision of Welfare Support – Midland District State Emergency Management Plan for the Provision Of Welfare Support – Westplan Welfare Shire of Mundaring Health and Wellbeing Sub-Plan
5.5 Communication
The HMA is responsible for disseminating public information during an emergency. Public information is to be dealt with under WESTPLAN – Public Information, SEMP 4.6 Emergency Public Information.
Once a formal transition from response to recovery is made, local government will assume responsibility for disseminating pubic information to the affected community in accordance to the provisions of the Local Government Act.
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5.5.1 Policy
Management of communication in a crisis is critical. This section has been created to guide Shire of Mundaring in approaching crisis communication in a way that is consistent, accurate and effective.
During the response phase, public information is strictly the domain of the HMA. Once the transition between response and recovery has taken place, the responsibility shifts to the local government. This response will be led by the Chair of the Local Recovery Co-ordinating Committee (LRCC).
Sections 2.8(1) (d), 2.9, 5.34 and 5.41 of the Local Government Act 1995 deal with certain powers of the CEO and Shire President to act on behalf of the local government. These are the only persons, as empowered by the Act, who will comment publicly on behalf of local government.
The Shire’s Communications Advisor can assist in the preparation and distribution of information.
5.5.2 Principals
In an emergency, communication with stakeholders must adhere to the following principles:
Timeliness – regularly updating stakeholders on the situation; Co-operation – being responsive and considerate to enquiries, deadlines and needs of stakeholders; Sensitivity – prioritising stakeholders, guarding sensitive information as needed Transparency – remaining honest and open about the situation and the response progress Simplicity – ensuring communication is easily understood and consistent; Accuracy – sharing only confirmed facts, never making assumptions or giving false information Accountability – accepting responsibility if appropriate and reasonable
5.5.3 Stakeholders
If an emergency arises, a communication plan will be developed that is specific to the situation and will direct the Shire’s response. The communication strategy will be prepared by the LRCC in collaboration with the Shire President/CEO and Communications Advisor. All communications (internal and external) will be directed by the strategy to ensure alignment
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A well-managed and co-ordinated response will ensure the following occurs: Stakeholders are arranged in order of priority and addressed accordingly; Communication is facilitated only by those authorised to do so; Information released in confirmed and accurate; Communication is regular, consistent and takes into account sensitivities.
5.5.4 Materials During recovery, a communication strategy should be developed to ensure that all communication efforts are aligned with emergency response objectives, Shire of Mundaring policies and principles outlined above. Two communication tools are Key Messages and Media Releases.
Key Messages Messages must be completely supported by facts. The document should be updated as more information or facts become known. Messages that are approved by the LRCC will form the basis of all communication with stakeholders. The key messages document is strictly for internal use only and should never be given directly to stakeholders. It should not include any confidential or potentially compromising statements. It is important that legal advice is sought on issues which may have legal or commercial sensitivities before information is released.
Example 1: Shire of Mundaring is working with (agency) to ensure the safety of our community and care for those (families/employees/communities) impacted. Our primary concern is the wellbeing of the people within our community. An Evacuation/Support Centre has been established at ( insert).
Example 2: Shire of Mundaring is committed to supporting a complete investigation to avoid reoccurrence of the incident. We will conduct reviews internally to focus on operational and emergency response issues. We are committed to our community and keeping it safe, so we will endeavour to do whatever possible to avoid a reoccurrence of the incident.
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(additional points that may need to be covered dependent to the level of incident and response – who will head the review; when are results likely to be released; who will be part of the review ie will there be community consultation; timeframe for specific information to be confirmed and released).
Note: whilst it is important to stick to the key messages, media are likely to ask for more information. It is important to stick to the key messages.
Never respond, “no comment”. Instead something like: “We are currently focused on helping authorities and supporting our community.” “There will be a review into the incident which we will support however possible. It is too early for me to comment on those issues without all of the facts.” “At this stage we are unable to provide any further information, but will provide an update as soon as possible.”
Media Releases During a crisis, information released to the public must be controlled. The approvals/signoff procedure must be adhered to so that all facts are accurate and their release is authorised.
The LRCC Chair is responsible for enforcing the following procedure: Facts verified internally through update briefings within the LRCC Information never to be assumed Communications Advisor, in liaison with LRCC, to draft document for release to external stakeholders LRC Chair must confirm all incident-related facts Communications Advisor to co-ordinate the final sign off from the LRCC and CEO before release.
Guidelines for Media Releases and templates for preparing Key Messages and Media Releases are provided within Appendix 8.
Having one authorised spokesperson during a crisis ensures that communications with the media and audiences is consistent, transparent and controlled. The spokesperson must have the updated facts and be both available and prepared to speak to the media. The Communications Advisor will receive media enquiries and work with the LRCC, Shire President/CEO to confirm responses and the method for them to be relayed (ie email, phone, in person).
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If an incident spans over several days, set times will be in place to update media (ie a media briefing at 8.30am, 12pm and 4pm). Media briefings are to be given at these times, unless the situation changes. This ensures media are updated, with the Shire in control of the timing.
5.6 Recovery Coordination Centre
A Recovery Coordination Centre (RCC) is required to be established If the incident is of a magnitude that necessitates extensive recovery activities. The purpose of the Recovery Coordination Centre is to provide for the bringing together of all agencies involved and the provision of the required logistical support. The RCC would thus also provide for effective cross agency communication and coordination of resources, information and tasks.
The LRCC is responsible for the activation and coordination of the RCC.
The RCC would nominally be established within the Shire of Mundaring Administration Centre, 7000 Great Eastern Highway, Mundaring 6073. In the event that the Shire Administration Centre has been or is likely to be at threat from the actual incident another facility will be chosen by the LRCC.
5.7 Recovery Information Centre/One Stop Shop
The establishment of a recovery information centre or One Stop Shop that includes representatives from all the recovery service providers is an effective method of providing information and assistance to affected community members.
The list of agencies represented within the one stop shop may change over the course of the recovery process following an incident. The early stages of the recovery effort will require agencies that are able to respond to the more immediate needs of effected persons. At later stages of the recovery process the one stop shop will require agencies that can provide services or advice in response to longer term needs of effected persons such as issues associated with rebuilding dwellings, insurance arrangements, distribution of monies raised from appeals and longer term psychological issues.
The One Stop Shop will be established when required by the LRCC with the location, opening hours, contact details etc. disseminated to the community.
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In choosing a location for a one stop shop consideration should be given to providing adequate space and privacy for people to discuss matters with relevant agency representatives and in relation to the provision of power for personal computers, printers, phone chargers etc.
A One Stop Shop may be established within a Welfare Centre or other Shire of Mundaring buildings.
5.8 Infrastructure
The restoration and reconstruction of essential infrastructure and services (eg roads, transport, water, sewage, electricity, gas and waste disposal) will remain the responsibility of the relevant agency.
The LRCC is responsible for recommending priorities and ensuring work is completed.
5.9 State Level Assistance
State level assistance for community recovery will normally be provided by a range of State Government Agencies through direct representation on the LRCC.
Where the level of recovery is beyond the capacity of the local community, state level support shall be requested
5.10 Stand Down
The LRCC as part of the ongoing review of the recovery phase to an incident provide for standing down. Responsibility for completion of outstanding tasks and actions must be assigned and acknowledged.
5.11 Debriefing/Post Operations Report
The LRC will arrange for the debriefing of all participants and organisations as soon as possible after stand down and the preparation and tabling of a report to the LEMC for review and update of the recovery plan. A copy of the report will also be forwarded to the HMA, the Chairperson of the SEMC Recovery Services Sub-committee and the DEMC.
6.0 EXERCISING AND TESTING THE PLAN
The Shire of Mundaring LEMC recognises that exercises are an essential component of emergency preparedness and should be used by agencies to enhance their capacity and contribute towards continuous improvement.
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6.1 Exercise Management
Exercises will be conducted in accordance with the Shire of Mundaring LEMC annual business plan and will be planned by an Exercise Planning Team and run by Exercise Control staff as appointed by the LEMC Chairperson. The exercise management process should consist of the following steps:
Identification of the need Analysis of the need Planning the exercise Conduct of the exercise Debrief of the exercise Evaluation of the exercise
6.2 Exercise Participants
All agencies involved in the delivery of recovery processes should participate in the conduct of the exercise in addition to other agencies represented within the LEMC membership. Key Shire of Mundaring staff members should also be invited to participate.
Representatives of community groups and specialist sectors (eg Education, Vulnerable Groups) should also be invited to participate where the exercise scenario would indicate implications for such sectors.
23
APPENDICES
7.0 APPENDICES
Appendix 1 LRC Operations Checklist
Appendix 2 LRCC Structure Flow Chart
Appendix 3 LRCC Action Checklist
Appendix 4 Contact Register
Appendix 5 Operational Recovery Plan Templates
Appendix 6 Operational Recovery Plan
Appendix 7 Recovery Needs Assessment Form
Appendix 8 Communications – Media Releases Guidelines & Template
24 APPENDIX 1 - Local Recovery Coordinator Operational Checklist
Task Description LRC Date Initial Liaise with relevant response agencies regarding location, size, type and potential impact. Contact and alert key staff. Determine likely human effects. Establish if event proclaimed and eligible natural disaster under the WANDRA. Contact other relevant response and recovery agencies. Activate and brief relevant agency staff. Activate appropriate inter-agency liaison mechanisms. Locate liaison officer at emergency operations centre (if appropriate). Determine immediate short-term needs (e.g. accommodation, financial assistance and personal support). Manage offers of assistance, including volunteers, material aid and donated money. Assess impact of the event through information/data from local government, geographic data and relevant response agencies. Meet with specific agencies involved with recovery operations to determine strategies. Report to organisational hierarchy on likely costs/impact of involvement in recovery activities. Organise briefing and debriefing processes for staff. Activate outreach program to meet immediate needs and determine ongoing needs. Issues to be considered should include the need for specialist counselling, material aid, accommodation, financial assistance and social, recreational and domestic facilities. Establish a ‘on-stop” shop recovery centre to provide the affected community with access to all recovery services. Manage restoration of essential infrastructure/utilities. Manage the public appear/private donations process. Brief medial on the recovery program. Assess reports gathered through an outreach program to assess community needs. Identify special needs groups or individuals. Meet with other recovery agencies to consider full assessment of the impact of the event. Determine the best means of involving the affected community and determine action required from specific agencies. Activate community (specific) recovery committees, ensuring active participation of members of the affected community. Monitor staffing arrangements . Review resources and services on an ongoing basis. Determine longer-term recovery measures. Provide newsletters to the affected community and information to the media as required. Continue to monitor agency activities and reduce/withdraw services when appropriate. Debrief recovery agencies. Recognise agency/staff input.
APPENDIX 2 - Local Recovery Coordinating Committee Flowchart
Shire of Mundaring
Local Recovery Hazard Management Coordinator Agency Local Recovery
Coordinating Committee
Affected Community
Alternative Committee Structures
(Dependent upon community impact and complexity of event)
Local recovery Coordinating Committee
Community and Support Restoration and Sub-Committee Reconstruction Sub- Committee
OR
Local Recovery Coordinating Committee
Health and Economic/Financial Infrastructure Sub- Community Sub- Environmental Wellbeing sub- Subcommittee Committee Committtee sub-Committee Committee
APPENDIX 3 - Local Recovery Coordination Committee Action Checklist
Local Recovery Coordination Committee Operational Checklist
In the Transition from Response: LRC Date Initial The IC shall include the LRC in critical response briefings. The LRC shall ensure the IC is aware of recovery requirements and tasks prior to the termination of the state of emergency. The LRC shall ensure that agencies with response and recovery obligations are aware of the continuing role. The LRC to confirm whether the event has been proclaimed an eligible natural disaster under the WA natural Disaster Relief Arrangements and if so what assistance measures are available. The LRCC shall initiate key recovery arrangements including full LRCC sub- committee briefing during the response phase and ensure formalisation of handover takes place. Management Structure – The LRCC shall: Ensure the appointment of a Local Recovery Coordinator has occurred. Set up an office with administrative support. Facilitate representative sub-committees to coordinate and action recovery tasks and disseminate decisions, as required. Ensure and facilitate the completion of the impact assessment. Assume public information responsibilities from response agency and provide information to the impacted area and to the public and media. Facilitate and advise on State/Federal emergency relief funding and facilitate and advise on private aid and funding. Activate and coordinate Recovery Coordination Centre if required. Prepare oral and written financial and non-financial reports and briefs. Promote Community Involvement – The LRCC shall: Work within existing community organisations. Recruit representatives of the affected community into the recovery planning. Establish strategies for uniting the community behind agreed objectives. Provide a “one-stop shop(s)” for advice, information and assistance during the recovery period. Establish mechanisms for the sharing of information and reporting local initiatives (e.g. regular community meetings and local newsletters). Impact Assessment (Managerial Issues) – The LRCC shall: Use intelligence/planning information from the response operation and set up a recovery liaison person in the EOC/ECC. Confirm the total area of impact for determination of survey focus. Set out the immediate information needs: infrastructure problems and status, damage impact and pattern and welfare issues. Link with parallel data-gathering work. Identify and close information gaps (establish the “big picture”) Assess the financial and insurance requirements of affected parties. Gather evidence to support requests for government assistance. Ensure all relevant information is strictly confidential to avoid use of commercial gain. Inspections and Needs Assessments (technical focus) – The LRCC shall: Establish and define the purpose of inspection/assessment and expected outcomes. Consistently apply agreed criteria (requiring a common understanding by the people undertaking the survey process).
Collect and analyse data. Establish a method/process to determine the type of information needed for this recovery operation, defining: How and who will gather the information (single comprehensive survey) How information will be shared How information will be processed an analysed How the date will be verified (accuracy, currency and relevance) Managing the process to minimise “calling back”. Select and brief staff. Maintain confidentiality and privacy of assessment data. Data Management – The LRCC shall: Define who is responsible for which part of the data management task and ensure proper process of relevant data transfer Create templates for impact assessment and for tracking assistance provided. State Government Involvement – The LRCC shall: Establish strong relationships with key regional government agency representatives, and appoint them to appropriate LRRC sub-committees, as appropriate. Gain familiarity with the recovery claim process, relief fund applications, and reduction plan proposals. Establish a system for recording all expenditure during recovery, in line with the requirements of the Recovery Plan (includes logging expenditure, keeping receipts and providing timesheets for paid labour). Answer requests for information from government agencies. Public Information – The LRCC shall: Appoint potential spokespeople to deal with the media. Manage public information during the transition from response to recovery when handover completed from HMA. Identify priority information needs. Develop a comprehensive media/communication strategy. Coordinate public information through: Joint information centres Spokesperson/s Identifying and adopting key message priorities Using a single publicised website for all press releases Develop processes for: Media liaison and management (all forms e.g. print and electronic) Briefing politicians Alternative means of communication e.g. public meetings, mailbox fliers, advertising Communicating with community groups Meeting specialist needs Formatting press releases Developing and maintaining a website Ensuring feedback is sought, integrated and acknowledged Monitor print and broadcast media, and counter misinformation. Rehabilitation and Assistance – The LRCC shall: Establish a mechanism for receiving expert technical advice from lifeline groups. Monitor and assist rehabilitation of critical infrastructure. Prioritise recovery assistance. Prioritise public health to restore health services and infrastructure. Assist and liaise with businesses to re-establish and reopen. Restore community and cultural infrastructure (including education facilities). Restore basic community amenities for meetings and entertainment. Facilitate emergency financial assistance in liaison with the DCP. Adjust capital works and maintenance programs. Implementation of Reduction Measures – The LRCC shall plan to: Take the opportunity, while doing the risk analysis, to: Identify essential services and facilities in high-risk areas. Consider the restoration options in the event of them becoming dysfunctional. Identify options based on research and consultation. Financial Management – The LRCC shall: Review financial strategies. Communicate with financial agencies, including insurance companies. Keep financial processes transparent. Reporting – The LRCC shall: Provide a simple, flexible and succinct reporting system. Provide adequate administrative support. Manage Withdrawal – The LRCC shall plan to: Continually review the recovery management process with a view to withdrawing as the community takes over. Identify long term recovery activities and agency responsible for management. Establish arrangement for ongoing public information and communications including avenue for reporting and management of unresolved community recovery issues. Stage a public event of acknowledgement and community closure. Conduct a debrief or participants with community input to identify lessons learnt and strategies for enhancing community recovery arrangements and processes for future events.
APPENDIX 4 - CONTACTS REGISTER
Position/Organisation Phone Mobile Email CEO, Shire of Mundaring Director Corporate Services, Shire of Mundaring (LRC) Director Community Services, Shire of Mundaring (LRC) Director Infrastructure Services, Shire of Mundaring (LRC) Director Statutory Services, Shire of Mundaring (LRC) Manager Health and Community Safety Services, Shire of Mundaring (LRC) Communications Advisor, Shire of Mundaring Shire President, Shire of Mundaring
Swan Kalamunda Health Service WA Police – Mundaring OIC Midland OIC Department for Child Protection (DESO) Centrelink Disability Services Commission Australian Red Cross Salvation Army Department of Environment and Conservation - Mundaring Department of Agriculture and Food Main Roads WA Water Corporation Telstra Insurance Council of Australia Mundaring Chamber of Commerce Swan Chamber of Commerce Rotary Club of Mundaring
Appendix 5 : Transition From Response to Recovery Form
The purpose of this form is to document the effect the emergency has had on the community to assist the Local Recovery Coordination Committee in the commencement of the recovery process. This form should be used by the Local Recovery Coordinator to document all meetings attended with the Incident Management Group. When the Hazard Management Agency decides to move from the response phase to the recovery phase, the Incident Controller is to sign the final form to confirm the accuracy of the information documented within the form. Section 1 : Incident Details 1.1 Incident/Emergency Name: ______1.2 Date of meeting: ___/___/___ Time of meeting: ___:___
1.3 Is this meeting the final meeting and the official commencement of the recovery phase?
YES / NO (please circle)
1.4 Please note the number of meetings with the Incident Management Group which have been attended or if this form is the official handover record:
Meeting number 1 / 2 / 3 / other ____ / Official Handover (please circle)
1.5 Local Recovery Coordinator Name: ______
1.6 Hazard Management Agency: ______
1.7 Incident Controllers Name: ______
1.8 Incident Controllers Contact Number ______
1.9 Description of the affected area
NOTE: establish the boundaries of the affected area by street names etc
______
______
______
1.10 Has a map of the affected area been sources YES / NO (Please circle)
1.11 Has the emergency involved any other local government districts?
YES - Go to question 1.11a
NO - Go to Section 2
1.11a Which other local government(s) have been affected?
______
Section 2 : Impact Assessment
Residential Damage/Losses
2.1 Has any residential property been damaged or destroyed?
YES - Go to question 2.1a (please circle one)
NO - Go to question 2.2
2.1a Record any available information about damage or losses to residential properties that have occurred.
Residential Address:______
______
Damage/Loss:______
Is the owner/resident aware of the property status? YES / NO / UNKNOWN
(Please circle one)
Residential Address:______
______
Damage/Loss:______
Is the owner/resident aware of the property status? YES / NO / UNKNOWN
(Please circle one)
Residential Address:______
______
Damage/Loss:______
Is the owner/resident aware of the property status? YES / NO / UNKNOWN
(Please circle one)
Residential Address:______
______
Damage/Loss:______
Is the owner/resident aware of the property status? YES / NO / UNKNOWN
(Please circle one)
NOTE: If there is any further damage or losses, please note them and attach to this form.
Commercial/Industrial Damage/losses
2.2 Has any commercial or industrial property been damaged or destroyed?
YES – Go to question 2.2a (please circle one)
NO – Go to question 2.3
2.2a Record any available information about damage or losses to commercial or industrial properties that may have occurred.
Business Name: ______
Business Address: ______
Damage/Loss: ______
Is the business aware of the property status? YES / NO / UNKNOWN
(Please circle one)
Business Name: ______
Business Address: ______
Damage/Loss: ______Is the business aware of the property status? YES / NO / UNKNOWN
(Please circle one)
Business Name: ______
Business Address: ______
Damage/Loss: ______
Is the business aware of the property status? YES / NO / UNKNOWN
(Please circle one)
Business Name: ______
Business Address: ______
Damage/Loss: ______
Is the business aware of the property status? YES / NO / UNKNOWN
(Please circle one)
2.3 Have any essential services been disrupted?
YES- Go to question 2.3a (please circle one)
NO – Go to Section 3
2.3a Record any available information about disruptions to the following essential services that have occurred.
Estimated Service Type Location Restoration Time Gas
Phone
Power
Roads
Water
Other ______
Other ______
2.4 Are there any road block in place at this time?
______
______
2.5 Is there any other relevant information regarding the disruption of essential services or damage/losses in general.
______
______
______
______
Section 3 : Evacuation / Welfare
3.1 Was an evacuation undertaken?
YES - Go to question 3.1a (Please circle one)
NO - Go to Section 4
3.1a Has a welfare centre(s) been established?
YES – Go to question 3.1b (Please circle one)
NO - Go to question 3.2
3.1b Address of welfare centre(s)
______
______
3.1c What is the estimated number of evacuees at the welfare centres? ______
3.2 How many properties were evacuated? ______
3.3 When will evacuees be allowed back into the affected area? ______
3.4 Is there any other relevant information regarding the evacuation of people within the area?
______
______
______
______
______
Section 4 : Confirmation
I confirm that the information contained within this form is accurate to the best of my knowledge at the time of the handover within this form is accurate to the best of my knowledge at the time of the handover of the emergency for the purpose of finalising the response phase and handing over the control of the incident to the responsible recovery organisation. Hazard Management Agency Incident Controller
Name : ______
Date: ___/___/___ Time ___:___
______
Appendix 5
TRANSITION FROM RESPONSE TO RECOVERY FORM During the post impact phase of any emergency, recovery activities will commence and many of these activities will continue for an extended period. There is no clear division from one element to another. The decision to move from the response to the recovery and the procedures for handover between the two elements rests with the appropriate Hazard Management Agency. To assist in the transition and mitigate against any confusion that may be generated with respect to jurisdictional or other activities the Shire of Mundaring requests that the following be considered prior to official handover. The response phase can be considered to continue at least until the following conditions are met. On receipt of the notification the Shire of Mundaring will consider the emergency response complete and responsibility for full recovery passed over, it is understood that some minor response may continue under the authority of the HMA.
Incident Name: Date: HMA: Incident Controller
Serial Condition Yes/No Comment A All rescues have been accomplished All known injuries have been B attended to C Displaced provided with shelter D Essential services restored Temporary repairs made to E designated buildings Physical and electronic F communications largely restored G Final situation report provided
Additional Comments/Conditions
Position Name Signature HMA Incident Controller CEO Shire of Mundaring
Appendix 6 Operational Recovery Plan
Shire of Mundaring Local Recovery Coordination Committee
Operational Recovery Plan
Section 1 Introduction
Background on the nature of the emergency or incident Aim or purpose of the plan Authority for plan
Section 2 Assessment of Recovery Requirements
Details of loss and damage to residential, commercial and industrial buildings, transport, essential services (including State and Local Government infrastructure) Estimates of costs of damage Temporary accommodation requirements (includes details of emergency welfare centres) Additional Personnel requirements (general and specialist) Human services (personal and psychiatric support) requirements Other health issues
Section 3 Organisational Aspects
Details the composition, structure and reporting lines of the committees and sub- committees set up to manage the recovery process Details the inter-agency relationships and responsibilities Details the roles, key tasks and responsibilities of the various committees and those appointed to various positions including the Recovery Coordinator.
Section 4 Operational Aspects
Details resources available and required Redevelopment Plans (includes mitigation proposals) Reconstruction restoration programme and priorities, (including estimated timeframes) Includes programs and strategies of government agencies to restore essential services and policies for mitigation against future emergencies Includes the local government program for community services restoration Financial arrangements (assistance programs (WANDRA), insurance, public appeals and donations (see also Section 5 below) Public information dissemination
Section 5 Administrative Arrangements
Administration of recovery funding and other general financial issues Public appeals policy and administration (including policies and strategies for distribution of funds Office and living accommodation, furniture and equipment details for additional temporary personnel
Section 6 Conclusion
Summaries goals, priorities and timetable of plan
Signed by: Chairperson – Local Recovery Coordination Committee
Date: ______Appendix 7 Recovery Needs Assessment and Support Survey Form
This needs assessment is being conducted to gather information about your personal circumstances so we can assist you, provide you with information on particular services, or refer you to organisations who can best assist you with your recovery process. The survey is designed to gather as much relevant information as possible in one interview to avoid having to repeat some details to a number of interviewers. However please note that further contact may be necessary. You are not obliged to provide any or all of the information requested. You should be aware that the information you provide may be passed to other agencies involved in the recovery process. Please note that completion of this survey does not guarantee your specific needs will be met immediately, however every effort will be made to obtain the assistance you need as quickly as possible. If, after completing this survey, you need specific assistance not identified on these forms, or you wish to make enquires about the survey, please ring this telephone number ______In terms of the Privacy act should you wish to access, change or amend any information you have given please ring the above telephone number. You can also contact this agency at:
______.
Interview conducted at: ______
______
______
(Date) (Time)
Interview conducted by: ______
This sheet is a receipt of your interview and must be retained for referencing purposes.
NOTES FOR INTERVIEWER
(please read before commending the survey)
Introduce yourself to the person being interview. “Hello, my name is (name). I’m here on behalf of the Shire of Mundaring Local Recovery Coordination Committee. I would like to talk to you about the recent emergency event to see if there is anything we can help you with or if there are any organisations we may be able to refer you to to assist with your recover.”
1) Read through the cover page with the interviewee and complete it. Give the page to the person being interviewed at the completion of the interview as it is their receipt of interview. 2) If the interviewee doesn’t speak English, refer to the interpretation sheet on the rear of this sheet 3) Start at section one of the survey and work through all sections 4) Texts in grey italic font are points for you to note 5) If the interviewee declines to give information, complete know details if possible 6) On completion of the interview, hand over any relevant information that be of a benefit to the interviewee
NOTE: some people may take this opportunity to offload any frustrations. Do not take this personally, it is best to listen and then move on to the next question when possible.
Interpretation Sheet
If the interviewee is of a non-English speaking background or has difficulty understanding English, have them identify their spoken language by pointing to one of the languages below. Once the language has been identified, phone the “Translating and Interpreting Service (TIS)” on 131 450 for an over the phone interview. The sentence below states “I require a (language type) interpreter”.
Arabic Chinese Contonese Chinese Mandarin Croatian Dutch Filipino French German (also Swiss & Austrian) Greek Hindi Hundarian Indonesian Afghan - Dari Iran - Farsi Italian Japanese Khmer Korean Macedonian Malaysian Maltese Polish Portuguese Russian
Section 1: Principal Occupier and Property Details
1.1 Family Name: ______First Name(s)______
1.2 Total Number of people residing at this property: ______
1.3 Names of other people normally residing at this property:
Family Name: ______First Name(s) ______Family Name: ______First Name(s) ______Family Name: ______First Name(s) ______Family Name: ______First Name(s) ______Family Name: ______First Name(s) ______NOTE: Please provide children ages 1.4 Have you registered with the Department of Child Protection by completing a National Registration and Inquiry System (NRIS) registration form?
YES – Go to question 1.4a (Please circle one)
NO – Go to question 1.5
NOTE: If NO, inform the interviewee that they may require registering to access recovery services. Please explain the process if required.
1.4a What is your registration number: ______
1.4b Does anyone in your family have a different NRIS number?
YES / NO (please circle one)
Write the NRIS number(s) ______
1.5 Address of affected property: ______
______
Phone number of affected property ______
Alternative phone number(s) ______
1.5a What is your property assessment number: (if known) ______
NOTE: if the Assessment number in unknown, check the Property Database after the interview.
1.6 Do you own the property : YES / NO (Please circle one)
If NO, what are the contact details of the property owner (if known)
Name: ______
Address: ______
Contact number(s) ______
1.7 Where are you currently living (Please tick one of the following)
(√)
Living at affect property (Go to Section 2) Temporary accommodation until we can return to affected property (Go to 1.8) Temporary accommodation looking for new permanent accommodation (Go to 1.8)
In new permanent accommodation (Go to 1.8)
1.8 Current address and contact details
Address: ______
Contact number(s) ______
Section 2: Damage to Dwelling/Contents and Insurance
2.1 Was the house damage? (Please tick one of the following)
(√)
YES Go to question 2.2 NO Go to question 2.3 Don’t know as have not seen the house as yet Go to question 2.3 Not damaged but not accessible Go to question 2.3
2.2 Please tick the list below to indicate damage occurred
(√) Nature of Damage Describe damage if relevant Water supply not working Sewerage not working Drainage blocked Electricity cut Gas out Telephone out Road access cut or restricted Damage to outbuildings on property Other (please describe)
2.2a When was the house damaged? Date: ______
2.2b To the best of your knowledge, what caused the damage? (Please tick one of the following)
(√) Cause of Damage Flood Water Storm Hazardous Material Incident Earthquake Fire Other (please detail)
2.2c Has the house been inspected by a building inspector?
YES / NO / Don’t Know (Please circle one) 2.2d Would you like someone to conduct an inspection of your house and property to ensure it is safe to move back into?
YES / NO (Please circle one)
2.2e Is the house insured? (Please tick one) (√)
YES Go to question 2.2f NO Go to question 2.3 Don’t own the house Go to question 3 Decline to answer the question Go to question 2.3
2.2f Have you lodged an insurance claim?
YES / NO (Please circle one) 2.2g What is the name of your insurance company or agent? ______2.2h Has an insurance assess or inspected the property?
2.3 Have you experienced damage to the contents in the house? (Please tick one of the following)
(√)
YES Go to question 2.3a NO Go to question 2.4 Don’t know as haven’t seen the contents Go to question 2.4 as yet
2.3a Are the House contents insured? (Please tick one) (√)
YES Go to question 2.3b NO Go to question 3 Decline to answer the question Go to question 3
2.3b What is the name of your insurance company or agent? ______2.3c Has an insurance claim been lodged
YES / NO (Please circle one) 2.3d Has an insurance assessor inspected the property?
YES / NO (Please circle one) Section 3 : Alternative Accommodation
3.1 Do you need assistance to find alternative accommodation?
YES – Go to question 3.1a
NO – Go to question 4
3.1a What kind of accommodation do you require? (Please tick one of the following)
(√)
Temporary (less than a week) Short – term (1-4 weeks) Long – term (more than one month) – please estimate the number of months Permanent
3.1b The accommodation is needed to house:
Number of Adults: ______Number of Children ______
3.1c Do you have any special needs for your accommodation i.e., access for wheelchairs, aged?
______
3.1d Do you have any pets?
YES / NO (Please circle one)
NOTE: If YES, question 4.8 allows for further information to be recorded.
Section 4 : Health and Welfare House 4.1 Do you require any clean-up assistance for your house or property?
YES – Go to question 4.1a (Please circle one)
NO – Go to question 4.2
Don’t Know – Go to question 4.2
4.1a Please provide details of the kind of assistance you would like:
______
______
4.2 Are you looking after evacuees at your home?
YES – Go to question 4.2a (Please circle one)
NO – Go to question 4.3
4.2a Would you like to receive information about financial support for hosting the evacuees?
YES / NO (Please circle one)
Personal
4.3 If you have had contents in your home damaged, would you like to be contacted by agencies that are distributing donated goods?
YES – Go to question 4.3a (Please circle one)
NO – Go to question 4
4.3a What kind of goods do you need? ______
______
______
4.4 Do you have a need for clothing, toiletries or bedding?
YES – Go to question 4.4a (Please circle one)
NO – Go to question 4.5
4.3a What kind of items do you need? ______
______
______
4.5 Are there any medications which you or your family use that you are unable to get? YES – Go to question 4.5a (Please circle one)
NO – Go to question 4.6
4.5a If you would like help to get medication, please describe the medications in as much details as possible.
______
4.5b Is a prescription required for these medications?
YES / NO (Please circle one) 4.6C If YES, please provide the name and address of your doctor and pharmacist. ______4.6 Would you like to find out about support or counselling services for you and or your family members?
YES / NO (Please circle one) 4.7 Do you have an affiliation with any community groups in the area?
YES / NO (Please circle one) 4.7a If YES, please indicate which group(s) ______Domestic animals/pets 4.8 Have you got any domestic animals or pets which are in need of care?
YES – Go to question 4.8a (Please circle one)
NO – Go to Section 5
4.8a What kind of animals are they? (Please list all animals and the number of animals)
______
______
4.8b Where are the located? (Please provide address)
______
______
4.8c What kind of care do they need (Please detail) ______
______
Section 5 : Financial 5.1 Do you require any assistance with income support?
YES – Go to question 5.1a (Please circle one)
NO – Go to Section 5.2
5.1a Are you already a client of Centrelink?
YES – Please contact Centrelink directly (Please circle one)
NO – Please contact Centrelink through the help line and they will advise you on available assistance.
NOTE : the initial contact number to call Centrelink is 132 050 though a specific contact number may be created by Centrelink for affected persons dependent on the scale of the emergency. NOTE : there may be relief funds available from othe4r sources such as the Red Cross and the Lord Mayors Appeal Relief Fund. Applications will need to be completed for these grants if available. Please advise the interviewee about any relief funds that have been established and provide them with application forms.
Documents 5.2 Have you lost or do you have access to any of the following documents?
(Please tick all those that apply)
Document Type Lost Cannot Access Who in the house does (√) (√) the document belong to? Bank Books Cheque Books Credit Cards EFTPOS Cards Centrelink Cards Passport Birth Certificate Marriage Certificate Citizenship Certificate Insurance Papers Other (Please detail)
5.3 If you have lost your bank documents, do you have access to a brank of your bank?
YES / NO / Does not apply (Please circle one)
Administrative Information
Person conduction interview: Name (print) ______Contact Details ______Date: ______
Person being Interviewed: I have been given the front page of this survey form and agree to the use of the information I have given for the purposes of recovery from this emergency.
Name (print) ______Signature: ______Date: ______
Appendix 8 MEDIA RELEASES - GUIDELINES
Structuring a Media Release
What do you want to say? Try and summarise it in one short statement before you start to expand or develop your ideas
What is the most important information you want to get out
Write only confirmed facts
Write short sentences. Ideally don’t have more than two sentences to a paragraph.
Ensure you answer – who, what, where, when and why?
Style and Language
Make sure the first sentence is effective
Avoid excessive use of adjectives, keep language simple
Include a quote from a person, identifying them by name and titles
Ensure the release undergoes a proof and edit, and approval is given to distribute
KEY MESSAGES
Time: Date:
Overview of situation:
Key Messages:
* * * *
Authorised for release:
______LRCC Chair CEO
Date/time: Date/time:
MEDIA RELEASE [enter date] HEADLINE
Text
ENDS
Media contact: [Name] Communications Advisor
Phone: (08) 9290 6666
Mob: [Number]
Email: [email protected]
Date: [date & time]