Town of Kirkland Lake - Emergency Response Plan
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Emergency Quick Reference Guide
Upon the arrival of three or more members, the Community Control Group (CCG) may
initiate its function.
Ensure that all community departments have been notified and either activated or
placed on standby. Each CCG member is responsible for his or her own department.
The Mayor must inform the Province of Ontario that the Town of Kirkland Lake has
declared an emergency, and specify the nature of the emergency situation. The
provision of a return contact number is required for communications purposes. The call
is made to Emergency Management Ontario.
The number to use for this purpose is (416) 314-0472 or 1-866-314-0472.
Or fax to Provincial Emergency Operations Centre Duty Officer @ 416-314-0474 when
completed.
Email: [email protected]
Turn to individual responsibilities within the plan. Provide input and assistance as
required.
Each member of the CCG will report and respond to immediate needs in accordance
with the Operations Cycle format.
Town of Kirkland Lake - Emergency Response Plan
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Part 1 - Administration Quick Reference Guide 1
Table of Contents 2
Introduction 4
Aim 4
Authority 5
Definition of an Emergency 5
Action Prior to Declaration 5
Requests for Outside Assistance 6
Freedom of Information and Privacy 6
Plan Maintenance 7
Distribution List 8
Amendments 10
Part 2 – Emergency Operations 2.0 CCG Membership & Implementation 11
2.1 Emergency Op’s Centre Procedures 12
2.2 Operations Cycle 14
2.3 Control Group (Responsibilities) 15
2.4 Mayor 16
2.5 CAO (Ops Officer) 17
2.6 OPP Representative 18
2.7 Fire Chief 19
2.8 EMS/Ambulance 20
2.9 Director of Physical Services 21
2.10 CEMC 22
2.11 Medical Officer of Health 23
2.12 Evacuation Coordinator 24
2.13 Emergency Information Officer 25
Part 3 – Emergency Support 3.0 Administrative Assistant 26
3.1 Canadian Red Cross 27
3.2 Clergy 28
3.3 Boards of Education 29
3.4 Legal Advisor 30
Appendices Appendix A
Emergency Notification System
- CCG
- Emergency Assistance
Appendix B
Vital Services Directory
Town of Kirkland Lake - Emergency Response Plan
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Appendices (continued) Appendix C
Local Resources Directory
(Currently not in use)
Appendix D
Emergency Management Act, 2003
Appendix E
Hazard Identification and Risk Assessment
Appendix F
Risk Based – Specialty Plans
(Currently not in use)
Appendix G
Critical Infrastructure Identification
Appendix H
EOC Logs and Message Forms
Appendix I
Declaration of Emergency Checklist
Appendix J
Declaration of Emergency
Appendix K
Termination of Emergency
Appendix L
EOC Layout and Set-up Guide
Appendix M
Guide to Emergency Media Relations
Appendix N
Glossary of Terms
Town of Kirkland Lake - Emergency Response Plan
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Part 1 - Administration
Introduction
The Emergency Plan for the Town of Kirkland Lake has been developed to reflect the
public safety requirements of our community. The effective use and maintenance of
this plan is reliant upon all concerned being aware of its provisions and prepared to
fulfill their roles and responsibilities in the event of an emergency. Responsible
individuals are expected to participate in emergency training, and exercises that will
assist them in the fulfillment of their roles accordingly.
The heads of departments and agencies are expected to develop their own internal
notification lists, procedures and contingency plans to fulfill their departmental or
agency responsibilities.
Together we work to ensure that our community is prepared to respond to an
emergency in the most effective manner possible.
Aim
The Aim of this plan is to protect the health, safety, welfare and property
of our citizens, from the effects of a natural, technological or human
caused emergency.
Town of Kirkland Lake - Emergency Response Plan
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Authority
This plan has been developed and will be implemented in accordance with the
Emergency Management Act, detailed in Appendix “D”, which is the provincial
statute under which all emergency management activities are conducted in the
Province of Ontario.
4. (1) “The head of council of a municipality may declare that an emergency
exists in the municipality or in any part thereof and may take such action and
make such orders as he or she considers necessary and are not contrary to law
to implement the emergency plan of the municipality and to protect property and
the health, safety and welfare of the inhabitants of the emergency area.”
This emergency plan and its elements have been originally issued under the
authority of the Town of Kirkland Lake by-law no. 07-112. A copy of the by-law
is available for inspection at the municipal office.
Definition of an Emergency
1.0 “An emergency means a situation or an impending situation caused by the
forces of nature, an accident, an intentional act or otherwise that constitutes a
danger of major proportions to life or property.”
Action Prior to Declaration
When an emergency exists but has not yet been declared to exist, Town
employees may take such action(s) under this emergency response plan as
may be required to protect property and the health, safety and welfare of the
citizens of the Town of Kirkland Lake.
Town of Kirkland Lake - Emergency Response Plan
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Requests for Outside Assistance
Assistance may be requested from the Province of Ontario at any time by
contacting Emergency Management Ontario. The request shall NOT be
deemed to be a request that the Province assume authority and control of the
emergency.
The Emergency Notification Contact List, including contact numbers for
requesting assistance, is contained within Appendix A.
Freedom of Information and Protection of Privacy
Any personal information collected under the authority of this plan shall be used
solely for the purpose of planning, preparing and conducting response to
emergencies as defined with the Emergency Management Act, and the release
of information under this plan shall be made in conformity with the Municipal
Freedom of Information and Protection of Privacy Act.
Town of Kirkland Lake - Emergency Response Plan
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Plan Maintenance
The Plan was written in 2005 and it is essential that it be kept current and viable
by adherence to a maintenance schedule. Responsibility for the plan being kept
up to date rests with the Community Emergency Management Coordinator who
may delegate tasks accordingly.
1. The emergency telephone numbers will be reviewed on an annual basis.
2. The notification system will be tested annually.
3. The plan will be exercised once every year as a minimum requirement.
4. The Control Group and Support Staff shall receive training and participate
in an exercise, once every year as a minimum requirement.
5. The Vital Services and/or Local Services Directory should be updated
annually.
The Community Emergency Management Coordinator will determine the
schedule under which the maintenance activities will be performed.
The Community Emergency Management Coordinator may update, correct or
amend any information contained within the appendices of this emergency plan
on an as required basis
Town of Kirkland Lake - Emergency Response Plan
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Distribution List
Mayor/Council up to 7
CAO 1 *
OPP 1
Fire Chief 1
CEMC/Alt.CEMC 1 *
EMS / Ambulance 1
Roads Superintendent 1
Medical Officer of Health 1
Evacuation Coordinator 1
Emergency Information Officer 1
Emergency Management Ontario 2 *
Emergency Operations Centre 14 *
(* = complete copy of plan with appendices)
It is understood that Community Control Group members are not expected to carry a copy of
the Town of Kirkland Lake Emergency Response Plan with them at all times. Complete
copies of the Towns’ Emergency Response Plan including appendices will be used primarily
for training or emergency response. Since the nature of an emergency notification normally
requires an immediate response to the Municipal EOC, therefore complete copies, including
all appendices, will be kept at the Emergency Operations Centre for issue during training or
Position/Location Number of Copies
Town of Kirkland Lake - Emergency Response Plan
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an actual municipal emergency. Every member of the Community Control Group will be
issued a copy of the main body of the Emergency Plan.
Town of Kirkland Lake - Emergency Response Plan
Emergency Response Plan Amendments
Amendment No.
Date of Amendment
Date Entered
Entered by
Town of Kirkland Lake - Emergency Response Plan
Part 2 – Emergency Operations
2.1
The Community Control Group (CCG) is the group that is responsible for the direction and
control of the overall emergency response within the community. The CCG ensures the
provision of the essential services necessary to minimize the effects of an emergency on the
community.
The Community Control Group is made up of the following members or designated alternate:
Mayor
CAO
OPP representative
Fire Chief
EMS/Ambulance representative
Director of Physical Services
CEMC/Alt
Medical Officer of Health
Evacuation Coordinator
Emergency Information Officer
IMPLEMENTATION:
Any member of the Community Control Group may request, through the CAO, that the
Emergency Plan be implemented.
The Emergency Plan may be implemented in whole, or in part, based on conditions at the
site or severity of the situation.
The CAO will immediately notify the Mayor and other members of the Control Group.
Notification lists and procedures are located in Appendix A.
Community Control Group (CCG) – Membership
Town of Kirkland Lake - Emergency Response Plan
2.1
The Emergency Operations Centre (EOC) has both a primary and a secondary or alternate
location. During the notification process, members of the CCG will be given direction what
location to attend. For example, members will be told that this is an emergency plan
activation and that they should report to the primary Emergency Operations Centre
immediately. The primary and secondary locations are geographically separated so that if
one or the other is endangered or rendered non-functional as a result of the emergency
situation the other should be safe and operational.
Primary EOC Location: Department of Physical Services
1 Dunfield Road, Kirkland Lake
Alternate EOC Location: Town of Kirkland Lake Fire Hall
8 O’Meara Blvd, Kirkland Lake
OPP Detachment Office
26 Duncan Avenue North, Kirkland Lake
Upon receiving notification the CAO/Operations Officer will contact the administrative staff
that have been assigned the task of setting up the EOC. The EOC will be set up and
operational within one hour of activation. The Operations Officer will supervise the set up
and ensure operational viability.
Upon arrival at the EOC, each CCG member/designate will:
a. Sign in.
b. Check telephone/communications devices.
c. Open personal log.
d. Contact their agency and obtain a status report.
e. Participate in the initial briefing.
f. Participate in planning initial response/decision making process.
g. Pass CCG decisions on to member’s agencies/areas of responsibility.
h. Continue participation in the EOC Operations Cycle.
Upon leaving the Emergency Operations Centre, each Control Group member will:
a. Conduct a hand over with the person relieving them.
b. Sign out on the location board indicating where they can be reached.
Emergency Operations Centre Procedures (EOC)
Town of Kirkland Lake - Emergency Response Plan
Once the initial response is established, routines are put into place by the Operations Officer.
The CCG functions most efficiently on a system known as an Operations Cycle.
Town of Kirkland Lake - Emergency Response Plan
2.2
An operations cycle is how the Community Control Group manages overall emergency
operations. Community Control Group members will come together usually around a planning
board or map at which time they will in turn report their agencies’ status to the Mayor and
Operations Officer. It is essential that every member, covering each area of responsibility, be
heard from during this process. The Community Control Group is a team, and the actions
taken by one, or the lack of action by one, may have a significant impact upon operations.
The round table discussion should include problems, questions, resources requests and any
other relevant information so that timely informed decisions can be made as a group. Once
the meeting is completed, the members should contact their agencies’ and pass on any
relevant information or directives that come out of the Control Group meeting. The frequency
of the meetings are determined by the Operations Officer in conjunction with the Mayor, but
should reflect the pace of the emergency and occur on a scheduled basis which may be
adjusted accordingly.
During the period after the meeting and dissemination of information, members will be in the
process of gathering information and preparing for the next scheduled meeting. The
Community Control Group members use this time to follow up and ensure that Control Group
decisions are being implemented. Each member is responsible for informing their respective
agency of the schedule for CCG meetings. No calls are supposed to interrupt the
proceedings. All calls must occur prior to or after the formal meetings of the Community
Control Group.
It is essential that the Emergency Operations Centre is comfortable, has good
communications and is secure from unnecessary distractions. Only Community Control
Group members, and support staff should have access to the Emergency Operations Centre.
No media are allowed into the Emergency Operations Centre, nor is anyone who has not
been authorized by the Operations Officer.
Operations Cycle
Town of Kirkland Lake - Emergency Response Plan
Page 14
2.3
The Community Control Group is responsible for the following:
1. Implementing the Emergency Plan in whole or in part to respond to an impending, potential, or
existing emergency.
2. Coordination and direction of community resources used to mitigate the effects of an
emergency.
3. Ensuring that the composition of the CCG is appropriate to mitigate the effects of a given
emergency situation, by determining which, if any, ad-hoc members are required.
4. Advise the Mayor regarding need for declaration or termination of an emergency.
5. Advising the Mayor regarding requests for assistance from the Province, and the Federal
Government.
6. Ensuring the provision of essential resources and services to support emergency response
activities.
7. Coordination of services provided by outside agencies.
8. Appointing or confirming an Emergency Site Manager.
9. Ensuring that the Emergency Information Officer is kept informed and up to date to facilitate
the information flow to the media and the public.
10. Coordinating the evacuation of citizens who may be in danger.
11. Discontinuing utilities or services provided by public or private concerns, ie.
Hydro, Natural Gas.
12. Coordination for volunteers.
13. Establishment of advisory subcommittees to work on specific problem areas related to the
emergency, as required.
14. Authorization of expenditures during the emergency; provision for cost
accounting and facilitation of cost recovery.
15. Maintenance of an operational log detailing the group’s decisions and
activities.
16. Deactivating the plan, and notifying all of those who had been notified of its
activation.
17. Conducting and participating in a debriefing, generating a post-emergency
report and implementing recommendations for improvement of the emergency response plan.
Community Control Group (CCG)
Town of Kirkland Lake - Emergency Response Plan
2.4
The Mayor is responsible for:
a. Declaration of an emergency.
b. Termination of an emergency.
c. Notifying the Province of Ontario of the declaration of emergency, and termination of
the emergency. (Contact made through Emergency Management Ontario)
d. Take such action and make such orders, as considered necessary and not contrary to
law, in order to protect the health, safety, welfare, environment and property of
residents in the Town of Kirkland Lake.
e. Ensuring the members of Council is advised of the declaration and termination of an
emergency, and is kept informed of the emergency operational situation.
f. Ensuring that the local MPP and MP, and neighboring municipalities are advised of the
declaration and termination, and kept informed of the emergency situation.
g. Approving all major announcements and media releases prepared by the Public
Information Officer, in conjunction with the CAO & Control Group.
h. Maintaining a personal log.
Mayor
Town of Kirkland Lake - Emergency Response Plan
2.5
The CAO is referred to as the “Operations Officer” for emergency purposes.
The responsibilities of the Operations Officer are:
a. Activating the emergency notification system.
b. As the Operations Officer, coordinating all operations within the Emergency
Operations Centre, including the scheduling of regular meetings.
c. Chairing meetings of the Community Control Group.
d. Advising the Mayor on policies and procedures, as appropriate.
e. Approving, in conjunction with the Mayor, major announcements and media releases
prepared by the Emergency Information Officer, in conjunction with the CCG.
f. Ensuring that a communication link is established between the Community Control
Group and the Emergency Site Manager.
g. Calling out additional staff as required.
h. Maintaining a master record of all events and actions taken. (main events board)
i. Maintaining a personal log.
CAO / Operations Officer
Town of Kirkland Lake - Emergency Response Plan
2.6
The Ontario Provincial Police Representative is responsible for:
a. Requesting activation of the emergency notification system.
b. Establishing and maintaining ongoing communications with the senior police
representative at the emergency site.
c. The provision of traffic control to facilitate the movement of emergency
vehicles.
d. Co-ordination of evacuation routes.
e. The protection of life and property and the provision of law and order.
f. Ensure perimeter security and crowd control at emergency site.
g. The provision of police services in evacuation centres, morgues, and other facilities as
required.
h. Notifying the coroner of fatalities.
i. Liaison with external police agencies, as required.
j. Providing an Emergency Site Manager if requested to by the Community Control
Group.
k. Maintaining a personal log.
OPP Representative
Town of Kirkland Lake - Emergency Response Plan
2.7
The Fire Chief is responsible for:
a. Requesting activation of the emergency notification system.
b. Providing the Community Control Group with the information and advice on fire fighting
and rescue matters.
c. Establishing an ongoing communications link with the senior fire official at the scene of
the emergency.
d. Initiating Mutual Aid as required.
e. Determining if additional or specialized equipment is required ie. Protective suits,
Chemical, Biological, Radiological, Nuclear team (Haz-Mat), etc.
f. Coordinating or providing assistance with rescue, first aid, casualty collection,
evacuation etc.
g. Providing an Emergency Site Manager as required.
h. Maintaining a personal log.
Fire Chief
Town of Kirkland Lake - Emergency Response Plan
2.8
The EMS/Ambulance representative is responsible for:
a. Requesting activation of the emergency notification system.
b. Providing the Community Control Group with information and advice on treatment and
transport of casualties.
c. Liaise with the Medical Officer of Health, area hospitals, police and fire officials during
an emergency situation.
d. Alert all staff using the Provincial Health Emergency Alert System.
e. Take charge of casualties within the emergency area and be responsible for triage,
lifesaving care, and the transport to area hospitals.
f. Maintaining a personal log.
EMS / Ambulance Representative
Town of Kirkland Lake - Emergency Response Plan
2.9
The Director of Physical Services is responsible for:
a. Requesting activation of the emergency notification system.
b. Providing the Community Control Group with information and advice on Public Works
matters.
c. Liaison with the senior public works officers from the neighboring community(s) to
ensure a coordinated response.
d. The provision of engineering assistance.
e. The construction, maintenance and repair of public roads.
f. Assistance with road closures and/or roadblocks.
g. Maintenance of sanitation and a safe supply of potable water, as required.
h. The provision of equipment for emergency pumping operations.
i. Discontinuing any public works service to any consumer, as required, and restoring
these services when appropriate.
j. Liaise with Electrical and Gas utilities.
k. Providing public works vehicles and resources to any other emergency service, as
required.
l. Maintain liaison with flood control, conservation and environmental agencies and being
prepared to take preventative action.
m. Providing an Emergency Site Manager if required.
n. Maintaining a personal log.
Director of Physical Services
Town of Kirkland Lake - Emergency Response Plan
2.10
The Community Emergency Management Coordinator is responsible for:
a. Requesting activation of the emergency notification system.
b. Provide information, advice and assistance to members of the Community Control
Group on Emergency Management programs and principles.
c. Provide direction to Emergency Operations Centre support staff as required in support
of the Control Group, and ensure proper set-up and operation of the Emergency
Operations Centre.
d. Maintain Emergency Response Plan in accordance with requirements of the
Emergency Management Act.
e. In conjunction with the CAO, coordinate a post-emergency debriefing and assist in the
development of a final report to the Mayor and Council.
f. Maintaining a personal log.
Community Emergency Management Coordinator - CEMC
Town of Kirkland Lake - Emergency Response Plan
2.11
The Medical Officer of Health is responsible for:
a. Acting as a coordinating link for all emergency health services at the Community
Control Group.
b. Liaison with the Ontario Ministry of Health, Public Health Branch.
c. Liaison with the Community Care Access representative.
d. Providing advice on any matters that may adversely affect public health.
e. Providing authoritative instructions on health and safety matters to the public through
the Emergency Information Officer.
f. Coordinating the response to disease related emergencies or anticipated emergencies
such as epidemics, according to Ministry of Health policies.
g. Ensuring liaison with voluntary and private agencies, as required, for augmenting and
coordinating public health resources.
h. Ensuring coordination of all efforts to prevent and control the spread of disease during
an emergency.
i. Liaison with the Evacuation Coordinator representative regarding health
services in evacuee centres.
j. Maintaining a personal log.
Medical Officer of Health
Town of Kirkland Lake - Emergency Response Plan
2.12
The Evacuation Coordinator is responsible for:
a. Ensuring or arranging for the care, feeding and temporary shelter of evacuees.
b. Management of reception and evacuation centres.
c. Liaison with the Medical Officer of Health in areas regarding public health in
evacuation centres.
d. Liaison with the public and separate school boards regarding the use of school
facilities for reception and evacuation centres.
e. Liaison with Canadian Red Cross Representative.
f. Liaison with Clergy Representative.
g. Liaison with Board of Education Representatives.
h. Liaison with local volunteer groups regarding care of citizens at local reception or
evacuation centres.
i. Maintaining a personal log.
Evacuation Coordinator
Town of Kirkland Lake - Emergency Response Plan
2.13
The Emergency Information Officer is responsible for:
a. Notifying information centre staff.
b. Ensuring that the Information Centre is set up and operational.
c. Initial and subsequent media releases, subject to approval by the Mayor and
Operations Officer.
d. Establish and maintain linkages with provincial, neighboring municipal and/or industry
media officials as appropriate.
e. Coordinate interviews and media conferences.
f. Designate a site media spokesperson as appropriate.
g. Ensuring set up and staffing of public inquiry lines.
h. Coordination of public inquiries.
i. Monitoring news coverage.
j. Maintaining copies of all media releases.
k. Maintaining a personal log.
Emergency Information Officer
Town of Kirkland Lake - Emergency Response Plan
Part 3 Emergency Support
3.0
The Administrative Assistant is responsible for:
a. Assisting the CAO and/or CEMC, as required.
b. Ensuring all important decisions made and actions taken by the Community Control
Group are recorded.
c. Ensuring that maps and status boards are kept up to date.
d. Notifying any additional support staff required to assist.
e. Arranging for printing of material, as required;
f. Coordinating the provision of clerical staff to assist in the Emergency Operations
Centre, as required.
g. Ensuring identification cards are issued to authorized Community Control Group
members and Support Staff for access to Emergency Operations Centre.
h. Other duties as assigned by the CAO and/or CEMC.
Administrative Assistant - Responsibilities
Town of Kirkland Lake - Emergency Response Plan
3.1
The representative of the Canadian Red Cross is responsible for:
a. Upon receiving notification, activating the local Red Cross Emergency Response Plan.
b. Providing support to the emergency response.
c. Providing registration and inquiry services if required.
d. Assisting ambulance personnel at first aid stations established at reception centres, on
an as-needed basis.
e. Liaising with Regional Red Cross to access additional resources.
e.g. Emergency Response Team.
f. Establishing and maintaining contact with the Evacuation Coordinator in the
Emergency Operations Centre to co-ordinate activities.
Canadian Red Cross - Responsibilities
Town of Kirkland Lake - Emergency Response Plan
3.2
The local Clergy representative is responsible for:
a. Providing for multi-denominational religious observances.
b. Establishing visitations to evacuees in evacuation centres on a scheduled basis.
c. Providing guidance to the Community Control Group regarding matters of a religious
nature.
d. Providing advice regarding care of the deceased in areas that relate to religious
observances.
e. Liaising with Evacuation Coordinator regarding the use of churches and related
facilities for reception and evacuation centres.
Clergy Responsibilities
Town of Kirkland Lake - Emergency Response Plan
3.3
The local Boards of Education are responsible for:
a. Providing schools for reception centres as required and/or applicable.
b. Providing schools for evacuation centres, as required and/or applicable.
d. Providing liaison with the Evacuation Coordinator and the Community Control Group.
Board of Education - Responsibilities
Town of Kirkland Lake - Emergency Response Plan
3.4
The municipal legal advisor is responsible for:
a. Providing legal opinions and advice to the Community Control Group as required.
b. Providing legal representation as required.
Legal Advisor - Responsibilities