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REPORT TO: Council / Committee of the Whole
DATE OF MEETING: September 17, 2012
SUBMITTED BY: Corporate Emergency Management Program Committee
PREPARED BY: R. Gosse, Director of Legislated Services /City Clerk
WARD(S) INVOLVED: n/a
DATE OF REPORT: September 14, 2012
REPORT NO.: FCS -12 -158
SUBJECT: AMENDMENT TO SCHEDULE `A' OF BY -LAW 93 -200 -
THE CITY OF KITCHENER EMERGENCY PLAN
RECOMMENDATION:
That a by -law be adopted to repeal and replace Schedule `A' to By -law 93 -200, being a by-
law to establish an Emergency Plan governing the provision of necessary services
during an emergency, with the revised `City of Kitchener Emergency Plan' attached to
Finance and Corporate Services Department report FCS -12 -158; and further,
That the by -law be given first and second readings.
BACKGROUND:
By -law 93 -200 established the City of Kitchener Emergency Plan and Schedule `A' to the by -law
is the actual Emergency Plan. Section 27.3 of Schedule `A' requires that any changes to the
Emergency Plan shall be adopted by By -law of City Council.
REPORT:
In November 2010, the City undertook a reorganization of its departments, eliminating 1
department and re- aligning the Divisions within the remaining 3 departments. Department
names were changed including the titles of Department Heads. Since that time, a review of the
City's Emergency Plan has been conducted resulting in changes to the Emergency Plan and its
appendices. The revisions that have been made are purely administrative to reflect the
Departmental restructuring as well as making corrections and some minor wordsmithing for
clarification of certain terminology. The emergency services and proposed actions contained in
the Plan have not been changed.
In addition to changes made to the Emergency Plan, corresponding changes were also made to
the various appendices attached to the Plan. These appendices contain details that are not
made public and as such, changes to the appendices are not implemented through by -law; they
are made when necessary through the City's administration.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Efficient and effective government - maintaining a current City of Kitchener Emergency Plan
strengthens the performance and accountability of the municipality by having a plan in place to
provide necessary services during an emergency.
7 -1
FINANCIAL IMPLICATIONS:
Minimal costs associated with limited printing and distribution of the Emergency Plan
COMMUNITY ENGAGEMENT:
The City of Kitchener Emergency Plan is a public document whereas the Plan's appendices are
internal administrative documents compiled for the purpose of governing the provision of
necessary services during an emergency. The revised City of Kitchener Emergency Plan will be
posted on the City's web site and distributed to City staff corporately, and to various
governmental agencies, involved in maintenance and execution of the Plan.
ACKNOWLEDGED BY: L. MacDonald, Acting DCAO — Finance & Corporate Services
7 -2
111 �
THE CORPORATION
OF THE
CITY OF KITCHENER
EMERGENCY PLAN
Schedule "A" to By -law 93 -200
As amended by By -laws 95 -24, 97 -51,
98 -184 and 2001 -071
Revised: September 2012
TABLE OF CONTENTS
PAGE
EXECUTIVE SUMMARY .............................................. ............................... iv
REFERENCE INFORMATION (Short Title, Appendices, Definitions) ..... vi
PART I
INTRODUCTION, AIM, ALERTING SYSTEM, OPERATIONS CENTRE
1. Introduction ........................................................ ............................... 1
2. Aim ..................................................................... ............................... 1
3. Structure of the Plan .......................................... ............................... 1
4. Composition of the Community Control Group (CCG) ...................... 2
5. Municipal Emergency Plan Implementation ....... ............................... 3
6. Emergency Alerting System ............................... ............................... 4
Diagram 1 - Monitoring Activation ........... ............................... 6
Diagram 2 - Partial Activation .................. ............................... 7
Diagram 3 - Full Activation ...................... ............................... 8
7. Emergency Operations Centre ( EOC) ................ ............................... 9
PART II
DECLARATION OF AN EMERGENCY
8. Declaration of Municipal Emergency .................. ............................... 12
9. Declaration of Regional Emergency ................... ............................... 13
Diagram 4 - Scales of Emergency ........... ............................... 15
PART III
TERMINATION OF EMERGENCY
10. Municipal Emergency ......................................... ............................... 16
PART IV
ASSISTANCE TO OTHER MUNICIPALITIES
11. Assistance to Other Municipalities ...................... ............................... 17
PART V
REQUEST FOR PROVINCIAL ASSISTANCE
12. Request for Provincial Assistance ...................... ............................... 18
Revised: September 2012
PART VI
EMERGENCY CONTROL GROUP RESPONSIBILITIES
PAGE
13.
Community Control Group (CCG) Responsibilities ...........................
22
14.
Individual Responsibilities of CCG Members ..... ...............................
24
19.3
14.1 Mayor ..................................................... ...............................
24
19.4
14.2 Chief Administrative Officer .................... ...............................
26
19.5
14.3 Fire Chief ............................................... ...............................
28
19.6
14.4 Chief of Police ........................................ ...............................
30
19.7
14.5 Deputy CAO - Infrastructure Services .... ...............................
32
19.8
14.6 Director of Utilities .................................. ...............................
34
19.9
14.7 Deputy CAO - Community Services ....... ...............................
35
14.8 Deputy CAO - Finance & Corporate Services .......................
37
14.9 Regional Commissioner of Social Services ...........................
39
14.10 Regional Commissioner of Public Health /Medical Officer
ofHealth ....................................... ...............................
40
14.11 Director, Region of Waterloo Emergency Medical Services..
41
14.12 President of Kitchener - Wilmot Hydro Inc ..............................
43
14.13 Community Emergency Management Coordinator ...............
44
15.
Emergency Site Manager ................................... ...............................
45
16.
Agency On -Scene Commander ......................... ...............................
47
17.
Emergency Site Management (EMS) Team ....... ...............................
48
17.1 EMS Team ............................................. ...............................
48
17.2 EMS Team Structure .............................. ...............................
49
PART VII
EMERGENCY SUPPORT AND ADVISORY STAFF
18. Emergency Support & Advisory Staff (ES / AS) . ............................... 55
19. Individual Responsibilities of ES / AS ................. ............................... 55
19.1 Executive Assistant to the CAO ............... ............................... 55
19.2 Director of Corporate Communications & Customer Service.. 55
Revised: September 2012
On -Scene Media Spokesperson ... ...............................
57
Manager of Corporate Customer Services ..................
58
19.3
Director of Engineering Services ............. ...............................
58
19.4
Director of Planning ................................. ...............................
59
19.5
Director of Building .................................. ...............................
60
19.6
Director of Community Programs & Services /Enterprises ......
60
19.7
Director of Operations ............................ ...............................
62
19.8
Director of Legislated Services ................ ...............................
63
19.9
Director of Facilities Management .......... ...............................
65
Revised: September 2012
PART VII
EMERGENCY SUPPORT AND ADVISORY STAFF - CONT'D
PAGE
19.10 Director of Legal Services and City Solicitor ............................ 65
19.11 Director of Accounting ............................. ............................... 66
19.12 Director of Fleet ....................................... ............................... 66
19.13 Director of Supply Services ..................... ............................... 67
19.14 Director of Human Resources ................. ............................... 68
19.15 Chief Information Officer /Director Information Technology..... 69
PART VIII
OTHER LOCAL AGENCIES, SERVICES AND DEPARTMENTS
20. Grand River Conservation Authority .................. ...............................
21. Ontario Provincial Police Response to Provincial Hwy Emergency..
22. Waterloo Region District School Board and Waterloo Catholic
District School Board ................................. ...............................
23. Hospital Administrators ..................................... ...............................
24. Critical Incident Stress Team ............................ ...............................
PART IX
RESPONSIBILITIES OF ALL CITY EMPLOYEES
71
71
72
73
73
25. City Employee Responsibilities .......................... ............................... 74
1 x_1:4 1K14
PLAN MAINTENANCE, REVISION, TESTING AND INTERNAL PROCEDURES
26. Introduction ........................................................ ............................... 75
27. Plan Maintenance and Revision ......................... ............................... 75
28. Testing of Plan ................................................... ............................... 76
29. Internal Procedures ............................................ ............................... 76
PART XI
CONCLUSION
30. Summation ............................................... .............................77
PART XII
31. Appendices ............................................... .............................78
Revised: September 2012 ill
EXECUTIVE SUMMARY
Introduction
This plan has been prepared in order to provide key officials, agencies and
departments within the City of Kitchener with a general guideline to the expected
initial response to an emergency and an overview of their responsibilities during an
emergency.
For this plan to be effective, it is important that all concerned be made aware of its
provisions and that every official, agency and department be prepared to carry out
their assigned functions and responsibilities in an emergency. The following
paragraphs provide an overview of the background and some of the highlights of
this plan.
Background
Provincial Legislation entitled "The Emergency Management and Civil Protection
Act R.S.O. 1990, Chapter E.9 ", last amended by: 2009, c.33. Sched. 9, s. 4,
(referred to hereafter as "the Legislation "), is the primary authority enabling
municipalities to develop their own emergency response plan.
The Legislation also gives authority for the head of council to make decisions
stating that 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. R.S.O.
1990, c. E.9, s. 4 (1).
Highlights of the Plan
The City of Kitchener, with the support of Regional agencies such as Regional
Police, Emergency Medical Service and Public Health, has the responsibility for
providing the initial response in an emergency.
The City of Kitchener Community Control Group or their alternates may be called
together in the event of an emergency or threat of an emergency and meet at the
Emergency Operations Centre, to make decisions or to be on standby, without
having to declare that a Municipal emergency exists.
The Mayor or Acting Mayor is ultimately in charge of the emergency and will be
the Chairman of the Community Control Group. The Mayor or Acting Mayor may
request assistance from the Regional Municipality of Waterloo and /or neighboring
Municipalities without activating the Regional Emergency Alerting System.
Revised: September 2012 iv
EXECUTIVE SUMMARY
Highlights of the Plan - Cont'd
When the resources of The City of Kitchener are deemed insufficient to control the
emergency, the Mayor or Acting Mayor will request that the Regional Chair or the
Regional Chief Administrative Officer or the Regional Police Chief or the Regional
Fire Coordinator activate the Regional Emergency Alerting System in the Regional
Municipality of Waterloo Emergency Plan. This will be carried out by the Duty
Officer of the Waterloo Regional Police Service.
The Regional Emergency Alerting System will also be activated, and a Regional
Emergency declared by the Regional Chair when:
(a) the emergency affects a large portion of inhabitants of more than one
Local Municipality; or,
(b) the emergency requires extraordinary actions or expenditure of monies by
one or more regional services for the protection of property, health, safety
and welfare of the inhabitants of the community.
Revised: September 2012 v
REFERENCE INFORMATION
SHORT TITLE
The `City of Kitchener Emergency Plan' may be cited as the `Emergency Plan'.
APPENDICES
Any reference to an Appendix within this Emergency Plan is solely for the
assistance of the users of this Plan. The appendices do not form part of this by-
law.
DEFINITIONS OF RELEVANT TERMS AND ACRONYMS
1. Area Municipality
Area Municipality means the municipality or corporation of the City of
Cambridge, the City of Kitchener, the City of Waterloo, the Township of
North Dumfries, the Township of Wilmot, the Township of Wellesley and the
Township of Woolwich. Area Municipality emergency plans may be cited as
Municipal Emergency Plans.
2. Chief Administrative Officer (CAO)
The Chief Administrative Officer or alternate for the City of Kitchener. For
the purpose of this plan, the alternate to the CAO is to be assigned to a
Deputy Chief Administrative Officer or alternate, or Kitchener Fire Chief or
alternate.
3. Chief of Police
The Chief or alternate of the Waterloo Regional Police Service.
4. Citizen Inquiry Supervisor
The Manager of Corporate Customer Service will perform the duties of
Citizen Inquiry Supervisor and will establish a service to respond to and re-
direct inquiries and reports from the public.
5. "City of Kitchener Emergency Plan"
The City of Kitchener Emergency Plan is to be used as a resource to best
respond to major emergencies in a timely, controlled and coordinated
manner. The Emergency Plan contains information identifying the duties
and responsibilities of the Community Control Group and Support Staff,
Locations and activation procedures of Emergency Operations Centre,
Revised: September 2012 A
REFERENCE INFORMATION
DEFINITIONS OF RELEVANT TERMS AND ACRONYMS - CONT'D
5. "City of Kitchener Emergency Plan" - Cont'd
Emergency Alerting /Notification System, and additional Annexes outlining
resources and procedures to be utilized in the emergency.
6. City Solicitor
The City Solicitor or alternate for the City of Kitchener.
7. Commissioner of Public Health and Medical Officer of Health
The Commissioner of Public Health and Medical Officer of Health or
alternate for the Region of Waterloo.
8. Commissioner of Social Services
The Commissioner of Social Services or alternate for the Region of
Waterloo.
9. Community Control Group (CCG)
That group of individuals directing those services necessary for mitigating
the effects of the emergency. The Chief Administrative Officer is
responsible for coordinating the operations within the Emergency
Operations Centre. The Community Control Group may be referred to as
the CCG.
10. Community Emergency Management Coordinator (CEMC)
The Community Emergency Management Coordinator or alternate for the
City of Kitchener is responsible for the development, implementation and
the maintenance of the community's emergency management program.
Community Emergency Management Coordinator may be referred to as the
CEMC.
11. Critical Incident Stress Team
The Police, Fire and Emergency Medical Services operate a trained
volunteer (CIS) Team. The Critical Incident Stress (CIS) Team available for
stress debriefing during and succeeding emergencies and major incidents.
Revised: September 2012 vii
REFERENCE INFORMATION
DEFINITIONS OF RELEVANT TERMS AND ACRONYMS - CONT'D
12. Deputy Chief Administrative Officer (DCAO)
The Deputy Chief Administrative Officer of Community Services
Department, or alternate for the City of Kitchener.
The Deputy Chief Administrative Officer of Finance and Corporate Services
Department, or alternate for the City of Kitchener.
The Deputy Chief Administrative Officer of Infrastructure Services
Department or alternate for the City of Kitchener.
13. Deputy Fire Chief
A Deputy Fire Chief or alternate of Fire Services for the City of Kitchener.
14. Director of Waterloo Regional Emergency Medical Services
The Director of Waterloo Regional Emergency Medical Services or
alternate.
15. Emergency Area
The area in which the emergency exists.
16. Emergency Information Officer
A designated Emergency Information Officer (or Coordinator) will ensure
prompt and accurate dissemination of information to the media and public.
17. Emergency Management Program Committee
The Emergency Management Program Committee is the critical
management team that oversees the development, implementation and
maintenance of the community emergency management program.
18. Emergency Operations Centre (EOC)
The location from which the Community Control Group coordinates and
directs community emergency response and recovery efforts. Given the
EOCs importance, the community has identified both primary and
secondary locations within this plan. The Emergency Operations Centre
may be referred to as the EOC.
Revised: September 2012 viii
REFERENCE INFORMATION
DEFINITIONS OF RELEVANT TERMS AND ACRONYMS - CONT'D
19. EOC Media Information Centre
The location at or near the Emergency Operations Centre at which the
media may gather for updated media releases and press conferences. This
location will be determined by the Emergency Information Officer.
20. Emergency Site Manager (ESM)
Appointed by the Community Control Group to ensure the agencies
responding to the site of the emergency are co- ordinated in their response.
The Emergency Site Manager communicates directly with the Chief
Administrative Officer at the Emergency Operations Centre.
21. Emergency Site Management Team
The Emergency Site Management Team consists of agency commanders
of the appropriate responding agencies involved in the emergency.
22. Evacuation Centre
An evacuation centre is a facility used to register and provide care /shelter to
persons displaced by an emergency. City of Kitchener facilities will serve
as the primary evacuation centres, and Schools and other facilities may
also be used as required. This provision may be coordinated with the
Regional Commissioner of Social Services.
23. Executive Assistant to the CAO
The Executive Assistant or alternate to the Chief Administrative Officer for
the City of Kitchener.
24. Executive Group
Identifies City of Kitchener Mayor and Councillors.
25. Fire Chief
The Chief or alternate of Fire Services for the City of Kitchener.
Revised: September 2012 ix
REFERENCE INFORMATION
DEFINITIONS OF RELEVANT TERMS AND ACRONYMS - CONT'D
26. Inner Perimeter
A restricted area in the immediate vicinity of the emergency scene as
established by the Emergency Site Manager in conjunction with responding
agencies. Access to the inner perimeter is restricted to those essential
emergency personnel actively involved in the occurrence.
27. Mayor
The Head of Council or Acting Mayor for the City of Kitchener as appointed
by By -law.
28. Municipal Flood Coordinator
The Municipal Flood Coordinator shall be the Fire Chief or alternate for the
City of Kitchener.
29. Officers In Charge (OIC)
The responding agency commanders at the emergency site.
30. On -Scene Media Information Centre
The location at or near the scene from which the media may gather for
updated media releases and press conferences. This location will be
determined by the designated On -Scene Media Spokesperson, with the
approval of the Emergency Site Manager.
31. On -Scene Media Spokesperson
The On -Scene Media Spokesperson shall be appointed by Emergency
Media Officer. This person is responsible for coordinating the fast, accurate
dissemination of information to the media from the On -Scene Media
Information Centre. The Spokesperson will also work closely with the
Emergency Media Officer to ensure that information released to the media
from the scene is consistent with information being released from the EOC
Media Information Centre.
Revised: September 2012 x
REFERENCE INFORMATION
DEFINITIONS OF RELEVANT TERMS AND ACRONYMS - CONT'D
32. Outer Perimeter
The geographic area surrounding the inner perimeter. This area will serve
as a coordination and assembly point for essential emergency personnel.
Access to the outer perimeter is restricted to essential emergency
personnel as determined by the Emergency Site Manager in conjunction
with responding agencies.
33. President of Kitchener - Wilmot Hydro Inc.
The President of Kitchener - Wilmot Hydro Inc. or designated alternate.
34. Reception / Evacuation Centre
A reception /evacuation centre is the site where emergency services (food,
clothing, referral to shelter, referral to social services, registration and
inquiry) are offered to persons displaced by the emergency.
35. Recovery
The Recovery phase begins immediately following an emergency, with
efforts to restore minimum services to the stricken Local and continues
with long -term efforts to return the community to normal. Immediate
recovery activities including assessing damage, clearing debris, restoring
food supplies, shelter and utilities. Long -term recovery activities include
rebuilding and redeveloping the community and implementing mitigation
programs.
36. Regional Chair
The Head of Council or alternate for the Regional Municipality of Waterloo.
37. Regional Chief Administrative Officer
The Chief Administrative Officer or alternate for the Regional Municipality of
Waterloo.
38. Regional Commissioner of Public Health and Medical Officer of Health
The Commissioner of Public Health and Medical Officer of Health or
alternate for the Regional Municipality of Waterloo.
Revised: September 2012 A
REFERENCE INFORMATION
DEFINITIONS OF RELEVANT TERMS AND ACRONYMS - CONT'D
39. Regional Emergency Measures Specialists
The Regional Emergency Measures Specialist or alternate, performs the
role of the Regional CEMC for the Regional Municipality of Waterloo.
40. Regional Fire Coordinator
The Fire Coordinator or alternate for the Regional Municipality of Waterloo.
41. Social Services Support Group
The group of Social Services Department staff responsible for the
dissemination of information between the Commissioner of Social Services
and the Evacuation Centre Manager(s). This group is also involved in
obtaining of resources required by the Commissioner and /or the evacuation
centre(s).
42. Support and Advisory Staff
Support and advisory staff designated to provide assistance to the CCG.
43. Telecommunications Coordinator
A person assigned by the Emergency Control Group to acquire, coordinate
and assemble additional communications resources.
44. Triage
The sorting and allocation of treatment to patients or victims according to a
system of priorities designed to maximize the number of survivors.
Revised: September 2012 xii
REFERENCE INFORMATION
EMERGENCY MANAGEMENT ACRONYMS
BTLS
Basic Trauma Life Support
CAO
Chief Administrative Officer
CBRNE
Chemical, Biological, Radioactive, Nuclear Explosive Response
CCG
Community Control Group
CEMC
Community Emergency Management Coordinator
DCAO
Deputy Chief Administrative Officer
EMT
Emergency Management Team
EOC
Emergency Operations Centre
ERRP
Emergency Response and Recovery Plan
ESM
Emergency Site Manager
GIS
Geographical Information System
HUSAR
Heavy Urban Search and Rescue
IC
Incident Commander
ICP
Incident Command Post
ICS
Incident Command System
JEPP
Joint Emergency Preparedness Program
MIC
Media Information Centre
OSC
On -Scene Commander
OIC
Agency Officer In Charge
PEP
Provincial Emergency Program
P /REOC
Provincial /Regional Emergency Operations Centre
REMC
Regional Emergency Management Coordinator
SAR
Search and Rescue
WSIB
Worker's Safety & Insurance Board
WRP
Waterloo Regional Police
WRMS
Waterloo Regional Medical Service
Revised: September 2012 x111
THE CITY OF KITCHENER EMERGENCY PLAN
(Created: February 20, 1995)
PART I
INTRODUCTION, AIM, ALERTING SYSTEM,
OPERATIONS CENTRE
1. Introduction
(1) Emergencies are defined as situations, or the threat of impending situations
abnormally affecting the lives and property of our society which, by their
nature, or magnitude require a coordinated response by a number of
agencies, both governmental and private, under the direction of the
appropriate elected officials, as distinct from routine operations carried out
by agencies as normal day to day procedures, i.e. fire fighting, police
activities, normal hospital routines, emergency medical routines.
(2) Those peacetime emergencies most likely to occur within the geographical
area of responsibility of the City of Kitchener, are: floods, tornadoes,
hurricanes, blizzards, epidemics, transportation or on -site accidents
involving hazardous materials, air or rail crashes, toxic or flammable gas
leaks, electric power blackouts, building or structural collapse, radiation fall
out, uncontrollable fires, explosions, terrorist acts, breakdown in flow of
essential services /supplies, or any combination thereof.
2. Aim
(1) The aim of the City of Kitchener Emergency Plan is to outline a plan of
action for the efficient deployment, and coordination of the City's services,
agencies and personnel to provide the earliest possible response in order
to..
(a) protect and preserve life and property
(b) maximize the emergency response capability
(c) efficiently and effectively deploy emergency services
(d) minimize the impact of the emergency on the health, safety and
welfare of the citizens, on property, and on the environment
(e) restore essential services
(f) assist the Region of Waterloo and /or other Area Municipalities as
requested.
3. Structure of The Plan
This plan identifies the authority and responsibilities of the Community Control
Group (CCG) and various response agencies in a major emergency. It is designed
to be flexible enough to adapt to a wide range of possible emergencies that may
occur.
Revised: September 2012 Page 1 of 78
3.
4.
THE CITY OF KITCHENER EMERGENCY PLAN
Structure of The Plan - Cont'd
There is significant cross referencing in the plan as well as varying levels of detail
so that the plan users can select the level of detail required:
• composition of the Community Control Group (CCG) and their roles and
responsibilities
• plan implementation
• notification procedures for CCG and Support Staff /Resources
• CCG roles and responsibilities
• Emergency Operations Centre (EOC)
• Department/agency responsibilities
• Emergency Site Management (ESM)
• detailed responsibilities of divisions within each department.
Composition of the Community Control Group
(1) The Community Control Group (CCG) is comprised of the following or their
alternates, each with the delegated full authority to make decisions on all
matters affecting their agencies participation in an emergency.
The CCG is comprised of persons holding the following positions, or their
appropriate alternates:
LEVEL I - Monitoring Activation
(a) Mayor - Executive Group
(b) Chief Administrative Officer
(c) Fire Chief
LEVEL II - Partial Activation
(d) Community Emergency Management Coordinator (CEMC)
(e) Deputy CAO, Community Services
(f) Deputy CAO, Finance and Corporate Services, City Treasurer
(g) Deputy CAO, Infrastructure Services
(h) Director of Utilities
(i) Chief of Police
0) Director of Waterloo Regional Emergency Medical Services
(k) Director of Communications & Customer Service
(1) Any other individual(s) determined necessary
Revised: September 2012 Page 2 of 78
CI
5.
THE CITY OF KITCHENER EMERGENCY PLAN
Composition of the Community Control Group - Cont'd
(1) Cont'd
LEVEL III - Full Activation
When requested, additional personnel may be added to the Community
Control Group including:
(m) Regional Commissioner of Public Health /Medical Officer of Health
(n) Regional Commissioner of Social Services
(o) The Ontario Provincial Police representative
(p) President Kitchener Wilmot Hydro Inc.
(q) Industry Representatives
(r) Grand River Conservation Authority
(s) Emergency Management Ontario (EMO)
(t) Any other individual(s) determined necessary
NOTE: The CCG may function with only a limited number of persons depending
upon the emergency. Key officials listed in Levels II or III may also be
activated at Level I, as required.
Municipal Emergency Plan Implementation
(1) Often a major emergency will be within the response capability of the City of
Kitchener and the community will implement its Emergency Plan and
respond to the emergency to the best of its ability. City of Kitchener Fire
Communications Centre will activate the alerting system to the appropriate
level requested and notify the CCG representatives.
(2) The City of Kitchener Emergency Plan includes the following Regional
representatives on their Municipal Community Control Group:
• Chief of Police or designate
• Commissioner of Public Health /Medical Officer of Health
• Commissioner of Social Services or designate
• Director of Emergency Medical Services or designate.
When requested, these representatives will report to the Municipal
Emergency Operations Centre and take up such actions as are necessary
for their department to respond to the emergency, without the Regional
Emergency Plan being implemented.
Revised: September 2012 Page 3 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
6. Emergency Alerting System
(1) The Mayor, Acting Mayor, designated Senior Municipal Officials identified in
a Level I Activation, Fire Chief, a Deputy Fire Chief, Chief of Police or
designate of the Waterloo Regional Police Service, Regional Commissioner
of Public Health /Medical Officer of Health, Director, Region of Waterloo
Emergency Medical Services may request that the communicator of the
Kitchener Fire Services activate the Emergency Alerting System to the
desired level.
(2) Once requested to activate the Emergency Alerting System, the City of
Kitchener Fire Communications staff will request identification of person
making the request and for him /her to provide a means of contact, and to
provide pertinent details of the emergency.
(3) The Emergency Alerting System of this plan identifies the three levels of
activation. The Alerting System should be activated to the appropriate level
required to manage the emergency.
(4) Level I - Monitoring Activation
The communicator of the Fire Services is responsible for alerting
designated coordinating members of the CCG and will pass on such
pertinent information as required. (DIAGRAM 1, pg.6)
Note: The Level one members of the CCG will ensure Executive Group
(Councillors) are notified of the emergency.
(5) Level II - Partial Activation
The lead Department(s) would be notified. When requested, the Fire
Communicator will notify the designated members of the CCG and will pass
on such pertinent information as required. (DIAGRAM 2, pg.7)
(6) Level III - Full Activation
When requested, Fire Communications will notify additional support to the
CCG ie. Provincial, Regional, Municipal, and Industry representatives or
other officials, experts or organization representative(s) deemed necessary.
(DIAGRAM 3, pg.8)
Revised: September 2012 Page 4 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
6. Emergency Alerting System - Cont'd
(7) Upon receipt of notification that the Emergency Plan has been activated,
each CCG member notified will respond /report to the Emergency
Operations Centre (EOC) or designated location.
(8) Upon arriving at the EOC, CCG member will register at Security Desk,
obtain appropriate identification, report to Chair /Emergency Coordinator,
set -up work area and activate Department/Division Emergency Guidelines
as required.
(9) The City of Kitchener CAO and Deputy CAOs, and Director of Utilities will
refer to their divisional call -out procedures to notify the necessary support
and advisory staff to control the emergency. The extent of the fan -out will
depend on the nature, extent, assistance required, and the location of the
emergency.
Revised: September 2012 Page 5 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
DIAGRAM 1
Level I - Monitoring Activation
Incident Occurs
Emergency Services
Responding
The Fire Chief, Deputy Fire Chief or Chief of Police, or
Alternates, Activate The Emergency Plan To The Desired
Level.
Kitchener Fire Communications
Notifies The Following:
Fire Chief I I CAO I I Mayor
Revised: September 2012 Page 6 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
DIAGRAM 2
Level II - Partial Activation
Incident Occurs
Emergency Services
Responding
The Fire Chief, Deputy Fire Chief or Chief of Police, or
Alternates, Activate The Emergency Plan To The Desired
Level
Kitchener Fire Communications
Notifies The Following:
Fire Chief I CAO
Level II
Director Chief of Police DCAOs
Emergency
Medical Services
Mayor
(Executive Group)
CEMC I Director I Director of
Communications/ Utilities
Customer Service
Community Services
Finance & Corporate Services
Infrastructure Services
'PLEASE NOTE: KEY OFFICIALS LISTED IN LEVELS III MAY ALSO BE ACTIVATED AT LEVEL I OR II
AS REQUIRED. OTHER EMERGENCY SUPPORT AND ADVISORY STAFF MAY BE NOTIFIED AND
REQUESTED TO RESPOND IF REQUIRED.
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THE CITY OF KITCHENER EMERGENCY PLAN
DIAGRAM 3
Level III - Full Activation
Incident Occurs
Emergency Services
Responding
The Fire Chief, Deputy Fire Chief or Chief of Police, or
Alternates, Activate The Emergency Plan To The Desired
Level
Kitchener Fire Communications
Notifies The Following:
Fire Chief CAO
Director I l Chief of Police DCAOs
Emergency
Medical Services
Mayor
(Executive Group)
CEMC I Director I Director of
Communications/ Utilities
Customer Service
Level III When Requested: Notify Any One
or All Of The Following
Regional Regional Industries and Emergency
Medical Commissioner Agencies Management
Officer of of Social Requested by Ontario
Health Services CCG
Kitchener-
Wilmot
Hydro
*PLEASE NOTE: KEY OFFICIALS LISTED IN LEVELS III MAY ALSO BE ACTIVATED AT LEVEL I OR II
AS REQUIRED. OTHER EMERGENCY SUPPORT AND ADVISORY STAFF MAY BE NOTIFIED AND
REQUESTED TO RESPOND IF REQUIRED.
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THE CITY OF KITCHENER EMERGENCY PLAN
7. Emergency Operations Centre
7.1 Function
(1) The CCG, Support and Advisory Staff and other groups will congregate and
work together at the Emergency Operations Centre (EOC) to make
decisions, share information and provide support as required to mitigate the
effects of the emergency. The Chief Administrative Officer is responsible
for the coordination of all operations within the EOC.
7.2 Location
(1) The primary location of the Emergency Operations Centre is the Kitchener
City Hall, 200 King Street West.
(2) If the primary EOC is located in the danger zone of the emergency, the
secondary EOC site will be activated at the Kitchener Fire Services,
Headquarters Fire Station, 270 Strasburg Road.
(3) The Emergency Operations Centre will consist of:
(a) a meeting room for the CCG
(b) a Communications room - Amateur radio operators
(c) rooms for support and advisory staff and other groups, as required
(d) communications, office supplies, etc.
(e) a Media Information Centre and Press Conference Area.
7.3 Community Control Group Meeting Room
(1) The CCG will have a secure and quiet meeting room, with restricted
access.
(2) To promote an effective emergency meeting, this room will contain:
(a) map(s) of suitable scale, capable of depicting up -to -date information
related to the emergency.
(b) status display capable of depicting up -to -date status information on
the emergency.
(c) sufficient communication capabilities.
Revised: September 2012 Page 9 of 78
VA
7.3
7.4
Mi
THE CITY OF KITCHENER EMERGENCY PLAN
Emergency Operations Centre - Cont'd
(2) Cont'd
(d) copies of emergency plans, procedures, checklists, resource and
Dangerous Goods Directories.
EOC Communications
(1) While the CCG members are engaged in meetings, they will require
assistants to take messages and convey their decisions.
(2) Each member of the CCG will designate at least one or two persons,
depending on the nature and scope of the emergency, to handle in- coming
and out -going communications or assist as otherwise required.
(3) Assistants will log in chronological order, on the Personal Events Log, all
significant communications and events related to the emergency.
(a) sufficient outside telephone lines shall be provided.
(b) each emergency or support service with radio communication
equipment shall utilize this equipment in the offices provided.
(c) when possible, computers shall be provided to permit E -mail use and
information flow.
(d) CCG members shall ensure information is brought to the attention of
the Emergency Coordinator and logged on the status display board.
Emergency Operations Centre (EOC) Sign -in Procedures
(1) All EOC members and guests are required to report to the security desk
on the ground floor and sign or swipe in prior to attending the EOC.
(a) Individuals without a previously issued EOC card must produce
photo identification to the Security Desk officer, sign in and obtain
an EOC identification card package.
(b) This package will contain an EOC identification card and security
access card.
(c) They will then be directed to swipe -in at the desk.
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THE CITY OF KITCHENER EMERGENCY PLAN
7. Emergency Operations Centre - Cont'd
7.5 Cont'd
(2) Media personnel must present photo identification and sign in before
being directed to the Media Centre.
(3) Prior to leaving the facility, EOC attendees must swipe their security
access card at the `OUT' card reader at the Security Desk. Those issued a
card package must return it at this time.
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THE CITY OF KITCHENER EMERGENCY PLAN
2A:491
DECLARATION OF AN EMERGENCY
8. Municipal Emergency
(1) Action Prior to Declaration
(a) When an emergency exists, but has not yet been declared to exist,
City employees may take such action(s) under this emergency plan
as may be necessary to protect the lives and property of the
inhabitants of the City of Kitchener.
(2) Municipal Emergency Declaration
(a) The Mayor or Acting Mayor of the City of Kitchener, as Head of the
Council, is responsible for declaring that a municipal emergency
exists within the boundaries of the City. This decision is usually
made in consultation with other members of the CCG.
(3) Upon such declaration, the Mayor notifies:
(a) The Regional Chair.
(b) The Solicitor General of Ontario through Emergency Management
Ontario. Emergency Management Ontario staffs the Provincial
Operations Centre on a 24/7 basis.
Contact numbers are: Toll free: 1- 866 - 314 -0472
Toronto: 1- 416- 314 -0472
Fax: 1- 416- 314 -0474
In the rare event that you are unable to reach the POC Duty Officer
to report an emergency, please contact the OPP Duty Officer at
(705) 329 -6950.
(c) The Council of the City.
(d) The Mayor shall ensure that the public, the media, and neighboring
municipal officials are also advised of both the declaration and
termination of an emergency.
(4) The Mayor may request assistance from the Regional Municipality of
Waterloo by contacting the Regional Chair without activating the Regional
Emergency Alerting System.
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THE CITY OF KITCHENER EMERGENCY PLAN
8. Municipal Emergency - Cont'd
(5) When the resources of the City are deemed insufficient to control the
emergency the Mayor may request that the Regional Chair, the Regional
Chief Administrative Officer, the Regional Police Chief, or the Regional Fire
Coordinator or alternate to activate the Regional Emergency Alerting
System, through the Chief of Police or Designate.
(6) Once the Regional Emergency Plan is implemented, the City of Kitchener
CCG will continue to operate and manage those emergencies within the
City of Kitchener and when able, assist other municipalities /townships when
requested.
(7) A communications link shall be established and maintained between the
Kitchener EOC and Regional EOC.
(8) A City of Kitchener representative(s) shall be assigned to report to the
Regional Emergency Operations Centre:
(a) Mayor(s), Acting Mayor(s) or appropriate designated Senior
Municipal Official(s) of the affected Area Municipality(s), Regional
Fire Coordinator and /or Municipal Fire Chief(s) will then become
members of the Regional Emergency Control Group.
9. Regional Emergency
(1) The Regional Chair or Acting Regional Chair, as Head of Council, in
consultation with the Regional Emergency Control Group is responsible for
declaring an emergency to exist within the Regional Municipality of
Waterloo when:
(a) The Mayor or Acting Mayor of the City of Kitchener requests that the
Regional Emergency Plan be implemented; when the resources of
the City are deemed insufficient to control the emergency; or
(b) The emergency affects a large portion of the inhabitants of more
than one area municipality within the Region; or
(c) The emergency requires extraordinary actions or expenditure or
monies by one or more Regional service for the protection of life and
property.
(2) Upon declaration of an emergency, the Regional Chair notifies the following
persons:
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THE CITY OF KITCHENER EMERGENCY PLAN
9. Regional Emergency - Cont'd
(2) Cont'd
(a) The Mayor or Acting Mayor of the City of Kitchener and other Area
Municipalities (as appropriate).
(b) The Solicitor General of Ontario, through Emergency Management
Ontario.
(c) Regional Council.
(d) The public, the media and neighboring municipal officials to ensure
that they are advised of both the declaration and termination of an
emergency.
(3) The Regional Control Group will coordinate resources across the region
and support the response by local Municipalities to the Emergency.
(4) If a local emergency plan has already been implemented:
(a) Region of Waterloo representatives on the local Municipal CCG will
continue their same functions on the Regional Control Group. They
will report to the Regional EOC unless instructed otherwise.
(DIAGRAM 4 - Scales of Emergency - pg.15)
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THE CITY OF KITCHENER EMERGENCY PLAN
DIAGRAM 4: SCALES OF EMERGENCY
SCALE OF EMERGENCY PLAN WHO
IMPLEMENTED RESPONDS
An incident, or threat of an incident
• That can be controlled by the first Routine -
response agencies first responders Local response
• Does not require evacuation, other than can control agencies
any involved structures or the immediate situation
outdoor area
• Is confined to a small area and poses a
limited threat to life or property
An incident, or threat of an incident
• Involving a greater hazard or larger area
that poses a potential threat to life, limb,
property or the environment
• That may require a limited evacuation of
the surrounding area
• That warrants the gathering of Municipal
Control Group to make key decisions
• That may require Mutual Aid and /or help
from some Region of Waterloo agencies.
A large scale emergency (or threat of):
• That is beyond the response capability of
the local municipality, and /or;
• That crosses the boundaries of (or impacts
a large part of) two or more municipalities
• Where the Mayor of the local municipality
requests the Region of Waterloo Plan to
be implemented, and /or;
• That requires extraordinary actions or
expenditures of money by one or more
Region services (after Mayor consulted),
and /or;
• That threatens /affects Regional facilities,
where Regional Chair declares Regional
emergency.
Province -wide emergency (or threat of):
• That is beyond the response capability of
the Region, or;
• The emergency crosses two or more
regional boundaries, or;
• The Regional Chair requests the
Provincial Plan to be implemented, or;
• The Premier of Ontario implements the
Provincial Plan.
City of Kitchener 0 Local response
Emergency Plan agencies
implemented to 0 Municipal CCG
appropriate level • External agencies
(Level I, II, III) from Waterloo
Region, as required
Region of Waterloo First response
Plan agencies,
implemented Regional Control
Group (RCG)
• Regional Support
Group
• Regional agencies
• Municipal CCG
• External agencies,
as required
All of the above, plus
Provincial Plan Provincial and Federal
implemented agencies, as required.
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THE CITY OF KITCHENER EMERGENCY PLAN
;7AA9111
TERMINATION OF EMERGENCY
10. Termination of Municipal Emergency
(1) A Municipal Emergency may be declared terminated at any time by:
(a) the Mayor or Acting Mayor, or
(b) the City Council, or
(c) The Premier of Ontario.
(2) Upon termination of a Municipal Emergency the Mayor notifies:
(a) the Regional Chair.
(b) the City Council.
(c) the Solicitor General of Ontario through Emergency Management
Ontario.
(d) the public, media and
notification of termination.
neighboring municipal officials to ensure
Revised: September 2012 Page 16 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
;7A:4iU/
ASSISTANCE TO OTHER MUNICIPALITIES
11. Under certain circumstances, municipalities that are in an emergency situation
may request assistance from other municipalities to protect life and property.
The Province of Ontario, through Emergency Management Ontario, and the
Office of The Fire Marshal may request resources from the City of Kitchener
during emergencies or major incidents in other municipalities.
Due to the nature of emergencies and the urgency to react quickly, these
procedures are established to allow immediate action to assist in an emergency
as follow:
(1) The Fire Chief /Deputy Fire Chief is /are hereby authorized to immediately
assist other municipalities who are in need, due to an emergency and that
the assistance be limited to equipment and labour, provided that such a
request needs immediate attention. The amount of the immediate
assistance shall be limited to what is deemed reasonable, taking into
account: (a) the nature of the emergency; (b) the need of the municipality;
and (c) the proximity of the municipality to the City of Kitchener.
(2) Emergency response, either immediate or secondary, is to be co-
ordinated with the local area municipalities and the Region, time and
circumstances permitting. The Regional Coordinator - Emergency Plans
Training Emergency Measures and /or the Regional Fire Coordinator or
alternate is /are to provide the co- ordination. Should time and
circumstances not permit co- ordination, the Regional Coordinator -
Emergency Plans Training Emergency Measures and the Regional Fire
Coordinator shall be notified.
(3) Requests for secondary assistance, whereby the emergency does not
have time restraints, such as general clean up and reconstruction after the
emergency, shall be approved by City Council.
(4) Any request for financial assistance shall be approved by City Council.
Revised: September 2012 Page 17 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
;7_1:4IVA
REQUEST FOR PROVINCIAL ASSISTANCE
12. Request for Provincial Assistance
(1) Under certain circumstances departments or agencies responding in
accordance with the City of Kitchener Emergency Plan may be required to
request assistance of a Ministry(s) or Agency(s) of the Province of Ontario.
The requesting of said services shall not be deemed to be a request that
the Government of the Province of Ontario assume authority and control of
the emergency.
(2) When the combined resources of the Regional Municipality of Waterloo and
the seven Area Municipalities are deemed insufficient, then the Regional
Chair may request assistance from the Premier of Ontario.
(3) Such a request shall be made to: Ministry of the Solicitor General through
Emergency Management Ontario.
Emergency Management Ontario staffs the Provincial Operations Centre on
a 24/7 basis. Communities should report emergencies to the POC Duty
Officer.
Contact numbers are: Toll free: 1- 866 - 314 -0472
Toronto: 1- 416- 314 -0472
Fax: 1- 416- 314 -0474
For routine matters, EMO staff may be reached between 0800 -1700 hours
(8 am - 5 pm), Monday to Friday at 1- 877 - 314 -3723.
In the rare event that you are unable to reach the POC Duty Officer to
report an emergency, please contact the OPP Duty Officer at (705) 329-
6950.
Emergency Management Ontario can coordinate assistance from a number
of Provincial agencies and the Federal Government. If required, Emergency
Management Ontario are prepared to send a staff member(s) to the City of
Kitchener and /or the Region of Waterloo to provide provincial liaison and
advice.
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THE CITY OF KITCHENER EMERGENCY PLAN
12. Request for Provincial Assistance - Cont'd
(4) Under Section 7 of the Emergency Management and Civil Protection
Act, R.S.O. 1990, c. E.9, the Premier of Ontario may:
Declaration of emergency
7.0.1 (1) Subject to subsection (3), the Lieutenant Governor in Council or
the Premier, if in the Premier's opinion the urgency of the situation
requires that an order be made immediately, may by order declare that an
emergency exists throughout Ontario or in any part of Ontario. 2006, c. 13,
s. 1 (4).
Powers of Premier
7.0.3 (1) If an order is made under section 7.0.1, the Premier may
exercise any power or perform any duty conferred upon a minister of the
Crown or an employee of the Crown by or under an Act of the Legislature.
2006, c. 13, s. 1 (4); 2006, c. 35, Sched. C, s. 32 (4).
Powers of Premier, municipal powers
If an order is made under section 7.0.1 and the emergency area or
any part of it is within the jurisdiction of a municipality, the Premier, where
he or she considers it necessary, may by order made under this section,
(a) direct and control the administration, facilities and equipment of the
municipality in the emergency area, and, without restricting the
generality of the foregoing, the exercise by the municipality of its
powers and duties in the emergency area, whether under an
emergency plan or otherwise, is subject to the direction and control
of the Premier; and
(b) require any municipality to provide such assistance as he or she
considers necessary to an emergency area or any part of the
emergency area that is not within the jurisdiction of the municipality
and direct and control the provision of such assistance. 2006, c. 13,
s. 1 (4).
Revised: September 2012 Page 19 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
12. Request for Provincial Assistance - Cont'd
(4) Cont'd
Emergency orders
7.0.2 (4) In accordance with subsection (2) and subject to the limitations
in subsection (3), the Lieutenant Governor in Council may make orders in
respect of the following:
1. Implementing any emergency plans formulated under section 3, 6,
8 or 8.1.
2. Regulating or prohibiting travel or movement to, from or within any
specified area.
3. Evacuating individuals and animals and removing personal property
from any specified area and making arrangements for the adequate
care and protection of individuals and property.
4. Establishing facilities for the care, welfare, safety and shelter of
individuals, including emergency shelters and hospitals.
5. Closing any place, whether public or private, including any
business, office, school, hospital or other establishment or
institution.
6. To prevent, respond to or alleviate the effects of the emergency,
constructing works, restoring necessary facilities and appropriating,
using, destroying, removing or disposing of property.
7. Collecting, transporting, storing, processing and disposing of any
type of waste.
8. Authorizing facilities, including electrical generating facilities, to
operate as is necessary to respond to or alleviate the effects of the
emergency.
9. Using any necessary goods, services and resources within any part
of Ontario, distributing, and making available necessary goods,
services and resources and establishing centres for their
distribution.
10. Procuring necessary goods, services and resources.
Revised: September 2012 Page 20 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
12. Request for Provincial Assistance - Cont'd
(4) Cont'd
11. Fixing prices for necessary goods, services and resources and
prohibiting charging unconscionable prices in respect of necessary
goods, services and resources.
12. Authorizing, but not requiring, any person to render services of a
type that the person is reasonably qualified to provide.
13. Subject to subsection (7), requiring that any person collect, use or
disclose information that in the opinion of the Lieutenant Governor
in Council may be necessary in order to prevent, respond to or
alleviate the effects of the emergency.
14. Consistent with the powers authorized in this subsection, taking
such other actions or implementing such other measures as the
Lieutenant Governor in Council considers necessary in order to
prevent, respond to or alleviate the effects of the emergency. 2006,
c. 13, s. 1 (4).
Revised: September 2012 Page 21 of 78
THE CITY OF KITCHENER EMERGENCY PLAN
PART VI
EMERGENCY CONTROL GROUP RESPONSIBILITIES
13. Community Control Group Responsibilities
(1) The actions or decisions which the Community Control Group (CCG) is
likely to be responsible for are:
(a) The coordination and effective management of the Municipal
response.
(b) Assisting the Emergency Coordinator in making decisions and
directing orders with respect to the emergency CCG Members.
(c) Directing, coordinating and monitoring the response to ensure that all
actions necessary for the mitigation of the effects of the emergency
are taken in accordance with the law and are carried out effectively
and efficiently.
(d) Calling out and rapidly mobilizing its emergency service, agency and
equipment. (Coordinated with Finance & Corporate Services
Department)
(e) Assembling, coordinating and directing it's service and ensuring that
any actions necessary for the mitigation of the effects of the
emergency are taken, provided they are not contrary to law.
(f) Determining if the location and composition of the CCG is
appropriate.
(g) Appointing additional representatives to attend the Emergency
Operations Centre and /or become a member of the CCG to provide
expertise in specialized areas as required. These same
representatives may be dismissed when services are no longer
required.
(h) Meeting regularly with CCG members to share information, issues,
and problems identified and to determine action plan (frequency
determined by need).
(i) A co- ordinated response to requests from the Emergency Site
Management Team, assessing the threat and marshalling
organizational resources for the concerted action to counter the
threat.
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THE CITY OF KITCHENER EMERGENCY PLAN
13. Community Control Group Responsibilities - Cont'd
(1) Cont'd
(j) Advising the Mayor as to whether the declaration of an emergency
is recommended.
(k) Designating any area of the City as an "Emergency Area ".
(1) Designating the Emergency Site Manager (ESM).
(m) Ordering, co- coordinating and /or overseeing the evacuation of
inhabitants considered to be in danger.
(n) Discontinuing utilities or services provided by public and /or private
concerns, i.e. hydro, water, gas, closing down a shopping plaza.
(o) Providing the necessary and extended support for on -site
emergency workers.
(p) Arranging for services and equipment from local agencies not under
City control, i.e. private contractors, volunteer agencies, service
clubs.
(q) Ensuring notification of the Ministry of the Environment regarding any
possible environmental concerns.
(r) Notifying, requesting assistance from and /or liaising with various
levels of government and any public or private agencies not under
City control as considered necessary.
(s) Ensuring administrative and logistical support is provided for
emergency workers at the emergency site(s), (i.e. food, water,
shelter, sanitary facilities, maintenance, fuel).
(t) Approving and authorizing major announcements, information
releases, and formal statements to the public, and preparing and
coordinating same with the Media Officer.
(u) Determining if additional volunteers are required and if appeals for
volunteers are warranted.
(v) Determining if additional transport is required for evacuation or
transport of persons and /or supplies.
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THE CITY OF KITCHENER EMERGENCY PLAN
13. Community Control Group Responsibilities - Cont'd
(1) Cont'd
(w) Ensuring that pertinent information regarding the emergency is
promptly forwarded to the Media Officer and Citizens Inquiry
Supervisor, for dissemination to the media and public.
(x) Determining the need to establish advisory group(s) and /or sub-
committees.
(y) Authorizing expenditure of monies required to deal with the
emergency.
(z) Determining if a Recovery Committee needs to be established,
before the response to an emergency has been completed, and if so,
establish as outlined in Recovery Plan.
(aa) Notifying the service, agency or group under their direction, of a
declaration of termination of the emergency.
(bb) Maintaining a personal log of major events, outlining decisions made
and actions taken, instructions given.
(cc) Preparing a Post Emergency report and submitting it to the
Community Emergency Management Coordinator (CEMC) within
one week of the termination of the emergency, as required.
(dd) Participating in operational debriefings and administrative debriefings
following the emergency.
14. Individual Responsibilities of CCG Members
14.1 Mayor
(1) The Mayor is the executive representative on the Community Control
Group. (CCG)
(2) The Mayor or Acting Mayor, as Head of Council, is also responsible for:
(a) If required, activation of the Municipal emergency alerting system
through KFS Communications.
(b) Upon recommendation of the Emergency Coordinator and CCG,
declare an emergency to exist, and where practical, identifying the
area or location of the emergency.
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THE CITY OF KITCHENER EMERGENCY PLAN
14. Individual Responsibilities of CCG Members - Cont'd
14.1 (2) Cont'd
(c) Liaise with the Chief Administration Officer and other senior officials.
(d) Notifying the following or their alternates of the declaration or
termination of the emergency and keeping them apprised of the
status of the emergency:
• Solicitor General of Ontario (through Emergency Management
Ontario).
• Regional Chair of Waterloo Region.
• Mayors of abutting municipalities.
(e) If required, requesting assistance from the Regional Municipality of
Waterloo by contacting the Regional Chair without activating the
Regional Emergency Alerting System.
(f) If required, formally requesting Provincial or Federal government
assistance through Emergency Management Ontario.
(g) Liaising with Emergency Media Officer, sharing information and
authorizing the release of information regarding media releases and
public announcements /instructions and warnings.
(h) With the assistance of CCG, taking such action as is necessary to
minimize the effects of an emergency or disaster on the City of
Kitchener and its inhabitants.
(i) With the assistance of the City staff, ensuring that the Councillors are
advised of the declaration and termination of the emergency, and are
kept apprised of the emergency situation.
(j) Delegating any or all responsibilities to an alternate as required
(except declaration of the emergency).
(k) Requesting that the Regional Emergency Alerting System be
activated if required.
(1) Declaring an emergency to be terminated.
(m) Fulfilling responsibilities as outlined in the Recovery Plan.
(n) When safe and appropriate, visiting the emergency site(s).
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THE CITY OF KITCHENER EMERGENCY PLAN
14. Individual Responsibilities of CCG Members - Cont'd
14.1 (2) Cont'd
(o) Assuming the role of primary spokesperson.
(p) When required, briefing media and public at the Media Information
Centre of significant developments occurring.
(q) Maintaining a log of all actions taken.
(r) Preparing a Post Emergency report and submitting it to the CEMC.
(s) Participating in a debriefing(s) assisting the CEMC in the
preparation of a report on the emergency.
14.2 Chief Administrative Officer
(1) The Chief Administrative Officer, or designate, is identified as the EOC
Coordinator and heads the CCG.
(2) The Chief Administrative Officer, or designate, may assign EOC
Coordinator responsibilities as required.
(3) The Chief Administrative Officer is responsible for:
(a) Advising the Mayor on City policies and procedures, as appropriate.
(b) Updating the Mayor on the circumstances of the emergency and
actions taken.
(c) Organizing and coordinating the activities of all City of Kitchener
Departments
(d) Municipal, Regional, Provincial, and special CCG Representatives.
(e) Ensuring that the CCG adheres to a reporting or business cycle,
whereby information is shared and issues and problems are
identified at the EOC at a predetermined time.
(f) Maintaining throughout the emergency an agenda of
issues /problems, actions and solutions so that at each meeting an
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THE CITY OF KITCHENER EMERGENCY PLAN
14. Individual Responsibilities of CCG Members - Cont'd
14.2 (3) Cont'd
(f) (cont'd)
agenda of issues /problems previously identified and not resolved
will be ready for review and discussion.
(g) Ensuring that issues, problems, actions and solutions are displayed
and available to all CCG members.
(h) Assigning Public /Emergency Media Officer responsibilities.
(i) Delegating any or all responsibilities to an alternate as required.
(j) Approving major announcements and media releases prepared by
the Emergency Media Officer, in consultation with the CCG.
(k) Ensuring the Emergency Site Manager (ESM) has been appointed.
(1) Ensuring that a communication link is established between
himself /herself and the ESM.
(m) Taking such action as is necessary to minimize the effects of an
emergency or disaster on the City of Kitchener and its inhabitants.
(n) Determining if municipal resources are adequate or if additional
resources are required.
(o) Recommending, when required, that assistance be requested from
Region and /or Emergency Management Ontario.
(p) Ensuring that the Mayor and City Councillors are kept apprised of the
emergency situation.
(q) Fulfilling responsibilities as outlined in the Recovery Plan.
(r) Maintaining a Personal Event Log of all actions taken.
(s) Preparing a Post Emergency Report and submitting it to the CEMC.
(t) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
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THE CITY OF KITCHENER EMERGENCY PLAN
14. Individual Responsibilities of CCG Members - Cont'd
14.3 Fire Chief (or designated alternate)
(1) The Fire Chief is responsible for:
(a) Activating the Emergency Alerting System through the Fire Services
Communications Centre (Levels I, II, III), if required.
(b) Organizing and coordinating Fire Services responsibilities:
• fire fighting and rescue operations
• BTLS - Basic Trauma Life Support
(until ambulance can take over)
• Search and Rescue
• Extrication
• Confined Space Rescue
• Trench /Collapse Rescue
• High /Low Angle Rescue
• Prevent /Contain /Control /Stabilize Hazardous Materials
• Perform Decontamination procedures of equipment and make
arrangement for disposal of Hazardous Materials.
(c) Procuring the services of an On -Site Command Post.
(d) Notifications of other emergency services as required, to mitigate the
emergency.
(e) Alerting Waterloo Regional React for the use of their command post
and assistance if required.
(f) Ensuring that a communications link is established between the
Emergency Control Group and Emergency Site Manager.
(g) Establishing and maintaining communications with On -Scene
Commander (OSC) and other response agencies, as required.
(h) Determining whether additional special equipment or supplies will be
required, such as breathing apparatus, special protective clothing,
foam and other miscellaneous supplies, and making the necessary
arrangements for their procurement.
(i) Liaising with the Deputy CAO Infrastructure Services to ensure
stabilization and control of all scenes involving spills, leaks or
contamination by dangerous goods.
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14. Individual Responsibilities of CCG Members - Cont'd
14.3 (1) Cont'd
(j) Liaising with the Regional Fire Coordinator and arranging for
required additional fire fighting assistance from within the Region of
Waterloo (Mutual Aid, Mutual Service Agreements).
(k) Exercising overall control of the Fire Services functions.
(1) Making arrangements for additional fire and emergency team
responses with the Fire Marshal of Ontario, if required.
(m) Establishing an ongoing communication link with On -Scene
Commander.
(n) Providing an Emergency Site Manager (ESM) if requested and
appointed by CCG.
(o) Ensuring the responsibilities of Municipal Flood Coordinator are
addressed as follows:
(i) Assuring the Municipal Fan Out System has been enacted to
warn Municipal Officials, affected citizens and businesses in
the flood plain.
(ii) Assessing a flood situation by coordinating flood watch.
(iii) Coordinating Municipal Emergency flood response.
(iv) Liaising with the Conservation Authority as required.
(p) Providing equipment and staff as required to assist in operations
other than fire fighting and rescue, such as first aid, evacuation and
pumping operations.
(q) Establishing an inner - perimeter within the Emergency Area when
Fire Services is the lead agency.
(r) Establishing an outer - perimeter in conjunction with the other
responding agencies in the vicinity of the emergency to facilitate the
movement of emergency vehicles and restrict access to essential
emergency personnel.
(s) Advising the CCG on matters concerning fire suppression and /or fire
prevention in areas where the emergency has caused increased fire
risks.
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14. Individual Responsibilities of CCG Members - Cont'd
14.3 (1) Cont'd
(t) Determining whether it is in the best interest of the public safety to
pull down or demolish buildings or other structures to prevent the
spread of fires, then take such measures to do so.
(u) Liaising with the Director of Utilities concerning emergency water
supplies for fire fighting purposes, if required.
(v) Providing a person to coordinate Critical Incident Trauma debriefing
personnel and facilities when required, as determined by the CCG.
(w) Assisting the ESM as appointed by the CCG in fulfilling their
responsibilities when required.
(x) Disseminating information and instructions to the media and the
public in consultation with Municipal Officials, media coordinators
from other key agencies.
(y) Maintaining a Personal Event Log outlining communications and
actions taken.
(z) Preparing a Post Emergency Report and submit to the CEMC.
(aa) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.4 Chief of Police (or designated alternate)
(1) The Chief of the Waterloo Regional Police Service is responsible for:
(a) Activating the City of Kitchener Emergency Alerting System through
the Kitchener Fire Communications Centre if required.
(b) Notifying necessary emergency municipal services if required.
(c) Establishing an inner - perimeter within the Emergency Area when
the WRPS are the lead agency.
(d) Establishing an outer - perimeter in conjunction with the other
responding agencies in the vicinity of the emergency to restrict
access to authorized personnel and to facilitate the movement of
emergency vehicles and response personnel.
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14. Individual Responsibilities of CCG Members - Cont'd
14.4 (1) Cont'd
(e) Providing an ESM if requested and appointed by CCG.
(f) Establishing and maintain communications with On -Scene
Command (OSC) and other response agencies as required.
(g) Providing traffic and crowd control to facilitate the movement of
emergency vehicles as required.
(h) Alerting the public regarding evacuation and /or sheltering as required
(i.e. neighbourhood door to door notification).
(i) Planning, coordinating and directing:
• the evacuation of buildings or residential areas authorized by
the CCG and /or ESM
• planning evacuation routes
• informing evacuees of the need to evacuate and how /where
to evacuate
• request Regional Transit to transport those who need
assistance to evacuate
• ensuring that evacuation routes are kept open
• providing security and law and order for evacuated areas,
designated emergency sites and Evacuation Centres (EC)
• identifying EC and notify Social Services so they can open,
set -up and operate the ECs.
(j) Liasing with the Commissioner of Social Services regarding the
designated location(s) of the evacuation centre(s) and other areas of
mutual concern, i.e. time of arrival of evacuees and capacities.
(k) Protecting life and property in concert with the primary agency and
maintaining law and order.
(1) Providing police service at evacuation centres, morgues, and other
facilities, as required.
(m) Notifying the coroner of fatalities and assist coroner as required with
respect to the identification and processing of deceased persons.
Note that the Office of the Chief Coroner will make arrangements to
move bodies (during a multiple fatality incident) to the Forensic
Pathology Unit in Toronto for secure storage, identification and
autopsy.
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14. Individual Responsibilities of CCG Members - Cont'd
14.4 (1) Cont'd
(n) Assisting the ESM as designated by the CCG in fulfilling the
responsibilities when required.
(o) Assist in security of inner perimeter in consultation with the lead
agency and with regard to safety concerns.
(p) Disseminate information and instructions to the media and the public
in consultation with Municipal Officials, media coordinators from
other key agencies.
(q) Investigating incident where legally required to do so.
(r) Maintaining a Personal Events Log outlining communications and
actions taken.
(s) Preparing a Post Emergency Report and submit to the CEMC.
(t) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.5 Deputy CAO — Infrastructure Services
(1) The Deputy CAO of Infrastructure Services, or designate, is responsible for:
(a) Coordinating activities of Divisional Directors reporting to him /her:
• Administration Services
• Engineering
• Facilities Management
• Fleet
• Operations
• Transportation Services
• Utilities
(b) Maintaining, constructing, and repairing of City streets.
(c) Maintaining sanitary sewage systems.
(d) Providing equipment and personnel for emergency pumping
operations.
(e) Co- ordinating street closures, detours and barricading as required.
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14. Individual Responsibilities of CCG Members - Cont'd
14.5 (1) Cont'd
(f) Provide sanitation facilities to the requirements of the Region of
Waterloo Commissioner of Community Health/ Medical Officer of
Health.
(g) Ensuring the implementation of the Region of Waterloo Contingency
Plan for Spills of Oil and Other Hazardous Materials if such action is
necessary.
(h) Liaising with the Commissioner of Transportation and
Environmental Services for the Regional Municipality of Waterloo to
ensure a coordinated response, if necessary.
(i) Providing vehicles and equipment as required by any other
emergency services.
(j) Providing equipment and personnel to determine city structural
integrity of buildings (Structural Engineer).
(k) Advising CCG as to whether a city structure shall be determined
uninhabitable due to structural /plumbing integrity, etc.
(1) Advising CCG of critical infrastructure (ie. Water Distribution
System, Electricity, Telecommunications, Transportation,
Community / Government Services, Public Safety and Security).
(m) Advising of infrastructure design and initiate actions towards the
rehabilitation of roads, sidewalks, sewers, storm drainage, and
subdivision servicing.
(n) Providing storm water management plans.
(o) Advising and initiating actions to construct / reconstruct roads.
(p) Liaising with utilities and agencies to discontinue or restore any
engineering service or utility to any consumers as required or
determined by the CCG.
(q) Liaising with utilities and agencies to disconnect any service
representing a hazard and /or to arrange for the provision of alternate
services or functions.
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14. Individual Responsibilities of CCG Members - Cont'd
14.5 (1) Cont'd
(r) Assigning Security to restrict access to Emergency Operations
Centre.
(s) Coordinating maintenance and repair to all facilities utilized as
result of the emergency (i.e. EOC, evacuation centres).
(t) Coordinating transportation of executives, special agencies
representatives, and the CCG to and from emergency scene as
required.
(u) Coordinating with public and /or private transportation companies, as
required, to provide transportation to move persons and /or supplies
as directed by the CCG (i.e. Regional Transit).
(v) Advising the CCG with information concerning the construction and
operation of the water and natural gas distribution systems.
(w) Co- ordinate with Director of Utilities and assign crews to perform
required repairs and service to natural gas and water distribution
systems.
(x) Fulfilling responsibilities as outlined in the Recovery Plan.
(y) Maintaining a Personal Events Log outlining communications and
actions taken.
(z) Preparing a Post Emergency Report and submitting it to the CEMC.
(aa) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.6 Director of Utilities
(1) The Director of Utilities of Infrastructure Services, or designate, is
responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO of
Infrastructure Services and CCG, as required.
(b) Coordinating activities of Gas and Water Utilities Divisional
managers and supervisors reporting to him /or her.
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14. Individual Responsibilities of CCG Members - Cont'd
14.6 (1) Cont'd
(c) Advising CCG of critical infrastructure (ie. water and gas distribution
systems, Public Safety and Security, etc.).
(d) Liaising with the Fire Chief concerning emergency water supplies
for fire fighting purposes.
(e) Liaising with the Region of Waterloo concerning water supply issues.
(f) Liaising with other agencies to discontinue or restore any
engineering service or utility to any consumers as required or
determined by the CCG.
(g) Disconnecting any service representing a hazard and /or to arrange
for the provision of alternate services or functions.
(h) Advising the CCG with information concerning the construction and
operation of the water and natural gas distribution systems.
(i) Assigning crews to perform required repairs and service to natural
gas and water distribution systems.
0) Fulfilling responsibilities as outlined in the Recovery Plan.
(k) Maintaining a Personal Events Log outlining communications and
actions taken.
(1) Preparing a Post Emergency Report and submitting it to the CEMC.
(m) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.7 Deputy CAO — Community Services
(1) The Deputy CAO of Community Services, or designate, is responsible for:
(a) Coordinating activities of Divisional Directors reporting to him /her:
• Administration Services
• Building
• By -law Enforcement
• Community Programs & Services
• Enterprises
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14. Individual Responsibilities of CCG Members - Cont'd
14.7 (1) (a) Cont'd
• Fire
• Planning.
(b) Assisting the Emergency Site Manager (ESM) as appointed by the
CCG in fulfilling their responsibilities when required.
(c) Liaising with the Fire Chief to ensure stabilization and control of all
scenes involving fires, hazardous materials, rescues, etc.
(d) Advising CCG in matters associated with the Ontario Building Code,
Building By -laws and Zoning By -laws.
(e) Establishing communications link with the Red Cross and Social
Services Support Group to obtain current information with respect to
persons displaced and the need to open and operate an Emergency
Evacuation Centre.
(f) Liaising with the Director of Enterprises for matters effecting the
operations and /or use of Cemeteries, Municipal Golf Courses,
Memorial Auditorium Complex, Arenas or events.
(g) Liaising with Regional Social Services and Regional Community
Health, insuring that the Volunteer Registration Forms are
completed and a copy of each form is retained.
(h) Liaising with the Director of Community Programs and Services
regarding community programs and associations, safe operation of
neighbourhood community and senior centres, pools, and Kiwanis
Park. The Director of Community Programs and Services shall
coordinate opening of these facilities for receiving displaced
persons or evacuation centre use.
(i) Acquiring any up to date Zoning By -law, land use, or regulatory
information from the Director of Planning.
(j) Liaising with Director of By -law Enforcement regarding by -law
enforcement and associated regulations. The Director of By -law
Enforcement shall coordinate actions with Waterloo Regional
Police, as necessary.
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14. Individual Responsibilities of CCG Members - Cont'd
14.7 (1) Cont'd
(k) Regional Community Health, insuring that the Volunteer
Registration Forms are completed and a copy of each form is
retained.
(1) Fulfilling responsibilities as outlined in the Recovery Plan.
(m) Maintaining a Personal Events Log of communications and actions
taken.
(n) Preparing a Post Emergency Report and submitting it to the CEMC.
(o) Participating in a debriefing, and assisting the CEMC in the
preparation of a report on the emergency.
14.8 Deputy CAO — Finance & Corporate Services
(1) The Deputy CAO of Finance and Corporate Services, or designate, is
responsible for:
(a) Coordinating activities of Divisional Directors reporting to him /her:
• Administration
• Accounting
• Financial Planning
• Human Resources
• Information Technology
• Legal Services
• Legislated Services
• Revenue
• Supply Services
(b) Providing information and advice on financial matters as they relate
to the emergency and the capabilities of the City of Kitchener.
(c) Acquiring equipment and /or services from outside agencies required
to mitigate the emergency. Coordinate actions with CCG.
(d) Liaising with the Chief Purchasing Officers of Region and area
Municipalities, as necessary.
(e) Recording costs /expenses incurred as a result of the emergency.
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14. Individual Responsibilities of CCG Members - Cont'd
14.8 (1) Cont'd
(f) Maintaining a Personal Events Log outlining communications and all
actions taken.
(g) Fulfilling responsibilities as outlined in the Recovery Plan.
(h) Preparing a Post Emergency Report and submitting it to the CEMC.
(i) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
(j) Registration of the CCG, Support Staff and Media and to issue
appropriate identification.
(k) Assigning Citizen Inquiry Team to ensure communication is provided
to the public through public information telephone lines.
(1) Providing Legal Services to CCG and to protect the City's interest,
and to ensure that operations adhere to legislative and common
law requirements.
(m) Assigning Administrative support to EOC to ensure all emergency
information (events, activities, and actions) discussed and assigned
by the CCG is collected and displayed.
(n) Coordinating the set -up of the EOC ensuring it is operational
through the emergency.
(o) Maintaining Information Technology infrastructure systems of the
EOC throughout the emergency (ie. phone, electronic displays,
computer, fax, hardware and software).
(p) Permitting access to and maintaining computers required by CCG
and support staff.
(q) Providing information and advice to the CCG as required on
mapping that may be available or generated to assist with the
response.
(r) Notify and inform KPL Chief Executive Officer and General
Manager of Centre in the Square.
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14. Individual Responsibilities of CCG Members - Cont'd
14.8 (1) Cont'd
(s) Liaise with the Director of Human Resources regarding concerns
raised by internal, external and the volunteer public service
workforce. These concerns may include employee relations,
grievance, health and safety, remuneration, benefits, conflicts of
interest, policies, procedures and practices.
(t) Co- ordinate with the Regional Commissioner of Social Service
regarding the deployment of Critical Incident Stress Management
(CISM) counsellors to speak with staff, volunteers and the public.
(u) Liaise with the Director of Human Resources to administrate and
co- ordinate volunteers needed to assist in mitigating the
emergency; ie. reception / sign -in / waivers, special skills,
transportation, food / drink / lodging / parking requirements, shift
schedules.
14.9 Regional Commissioner of Social Services
(1) The Regional Commissioner of Social Services is responsible for:
(a) Establishing, managing, operating and staffing of evacuation centres
with the assistance of the Regional Public Health Department and
designated volunteer agencies for the registration, feeding, care,
clothing, welfare and shelter of persons using the centres in
accordance with the Waterloo Regional Social Services Emergency
Response Plan.
(b) Liaising with the Manager of Community Services, CEMC, and
Chief of Police regarding the establishment of evacuation centres
and other areas of mutual concern (ie time of arrival of evacuees
and capacities of centres).
(c) Designating and arranging for the opening of primary and additional
evacuation and reception centres, as required. Immediate
notification of the Chief of Police regarding the locations of the
centres.
(d) Liaising with the Commissioner of Community Health /Medical Officer
of Health on areas of mutual concern regarding operations in
evacuation centres.
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14. Individual Responsibilities of CCG Members - Cont'd
14.9 (1) Cont'd
(e) Ensuring that the Deputy CAO Community Services and /or any other
property representative of public or private facility(s) is /are notified
when a facility(s) is /are required as evacuation centre(s), and that
staff and volunteers utilizing the facility(s) take direction from the
representative(s) with respect to its /their maintenance, use and
operation.
(f) Ensuring that the Volunteer Registration Forms are completed and
a copy of each form is retained for City use when volunteers are
involved at the evacuation centres. All completed forms must be
forwarded as soon as possible to the Director of Human Resources
through the evacuation centre managers.
(g) Maintaining a Personal Events Log outlining communications and
actions taken.
(h) Preparing a Post Emergency Report and submitting it to the CEMC.
(i) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.10 Regional Commissioner of Public Health /Medical Officer of Health
(1) The Regional Commissioner of Public Health /Medical Officer of Health in
accordance with the Waterloo Regional Public Health Services Emergency
Plan is responsible for:
(a) Acting as a coordinating link for all health services at the CCG.
(b) Liaising with the Provincial Ministry of Health and Long Term Care,
Public Health Division.
(c) Liaising with the Director of Waterloo Regional Emergency Medical
Services on the CCG.
(d) Providing advice and recommendations on any matters which may
adversely affect public health.
(e) Providing authoritative instructions on health and safety matters to
the public through the Media Information Officer.
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THE CITY OF KITCHENER EMERGENCY PLAN
14. Individual Responsibilities of CCG Members - Cont'd
14.10 (1) Cont'd
(f) Coordinating the response to disease related emergencies or
anticipated emergencies such as epidemics, according to Ministry of
Health and Long Term Care policies.
(g) Ensuring coordination of care of bed - ridden citizens and invalids at
home and in reception!evacuation centres during an emergency.
(h) Liaising with voluntary and private agencies, as required, for
augmenting and coordinating Public Health resources.
(i) Ensuring coordination of all efforts to prevent and control disease in
the City during an emergency.
(j) Notifying the Deputy CAO Infrastructure Services regarding the need
for portable water supplies and sanitation facilities.
(k) Assuring the implementation of casualty distribution procedures as
detailed in the Regional Medical Emergency Plan.
(1) Liaising with the Commissioner of Social Services on areas of
mutual concern regarding operations in evacuation centres.
(m) Fulfilling responsibilities as outlined in the Recovery Plan.
(n) Maintaining a Personal Events Log outlining communications and
actions taken.
(o) Preparing a Post Emergency Report and submitting it to the CEMC.
(p) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.11 Director, Region of Waterloo Emergency Medical Services
(1) The Director of Waterloo Regional Emergency Medical Services is
responsible for:
(a) Activating the Emergency Alerting System through the Fire
Department Communications Centre (Levels I, II, III), if required.
(b) Liaising with Police, Fire and other agencies active at the site of the
emergency.
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14. Individual Responsibilities of CCG Members - Cont'd
14.11 (1) Cont'd
(c) Providing an Emergency Site Manager (ESM) if requested or
appointed by CCG.
(d) Establishing on scene command post and maintain
communications with on -scene command, (OSC) and other
response agencies as required.
(e) Liaising with the Commissioner of Community Health /Medical Officer
of Health.
(f) Liaising with the EMS OIC /Site Co- ordinator to ensure triage and
treatment of casualties at the site of the emergency.
(g) Liaising with hospitals for the efficient distribution of casualties
through the Cambridge Central Ambulance Communication Centre
(CACC) dispatch.
(h) Assessing the need and initial request for on -site medical teams from
hospitals and whether assistance is required from Police or other
emergency services in providing transportation to the scene for these
medical teams.
NOTE: Hospitals will not routinely provide on -site triage or medical
teams. Medical assistance may be requested to deal with
extraordinary instances such as prolonged and extensive
entrapment, etc.
(i) Assessing the need and the initial request for special emergency
health service resources at the emergency site (i.e. ambulance
buses, support units, paramedics, ambulance helicopters, etc.) and
is then responsible for forwarding all requests to Cambridge Central
Ambulance Communication Centre.
(j) Providing, in conjunction with the Cambridge Central Ambulance
Communication Centre, the main radio and telephone
communication link through dispatch among health services, and
notifying and requesting assistance of the Ontario Ministry of
Health, Emergency Health Services Branch.
(k) Liaising through the Regional Commissioner of Community
Health /Medical Officer of Health for information regarding invalids or
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14. Individual Responsibilities of CCG Members - Cont'd
14.11 (1) (k) Cont'd
disabled citizens that may reside in an area to be evacuated and
may require ambulance transportation.
(1) Assisting with the organization and transport of persons in health
care facilities, homes for the aged, nursing homes and rest homes,
which are to be evacuated, as required.
(m) Ensuring that first aid supplies (as stocked in the Emergency Support
Unit) are available at the emergency area and the evacuation
centre(s).
(n) Assisting the ESM as appointed by the CCG in fulfilling their
responsibilities when required.
(o) Disseminate information and instructions to the media and the public
in consultation with Municipal Officials, media coordinators from
other key agencies.
(p) Maintaining a Personal Events Log outlining communications and
actions taken.
(q) Preparing a Post Emergency Report and submit to the CEMC.
(r) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.12 President of Kitchener - Wilmot Hydro Inc.
(1) The President of Kitchener - Wilmot Hydro Inc. is responsible for:
(a) Notifying critical agencies, companies, or persons (ie. hospitals and
persons on medical support equipment) of outages.
(b) Ensuring the notification and liaise with appropriate president(s) of
effected hydro company(s).
(c) Discontinuing services to any consumer where this is considered in
the interest of public safety.
(d) Coordinating with the CCG in establishing priorities for the
restoration of services.
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THE CITY OF KITCHENER EMERGENCY PLAN
14. Individual Responsibilities of CCG Members - Cont'd
14.12 (1) Cont'd
(e) Maintaining /restoring services on a priority basis where necessary
and practical (i.e. Evacuation Centres), as determined by the CCG.
(f) Making arrangements for required additional staff and supplies to
restore the electrical distribution system.
(g) Liaising with Hydro One Electrical Safety Authority for inspection
services for restoration of electrical service.
(h) Making arrangements on a priority basis for large mobile generators,
where necessary and practical (i.e. Evacuation Centres, Hospitals),
as determined by the CCG.
(i) Assisting the Emergency Site Manager as appointed by the
Emergency Control Group in fulfilling his /her responsibilities when
required.
(j) Maintaining a Personal Events Log outlining communications and
actions taken.
(k) Preparing a Post Emergency Report and submitting it to the CEMC.
(1) Participating in a debriefing, assisting the CEMC in the preparation of
a report on the emergency.
14.13 Community Emergency Management Coordinator (CEMC)
(1) Community Emergency Management Coordinator or alternate is
responsible for:
(a) Acting as a resource and advisor to the Community Control Group.
(b) Liasing with the neighbouring, Township, Municipal, and Regional
Emergency Managers, and Emergency Management Ontario (EMO)
representatives, as required.
(c) Notifying CEMC partners of significant events that may affect their
community or resources, as may be required.
(d) The CEMC is responsible for the development, implementation, and
the maintenance of the Community Emergency Management
Program.
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14. Individual Responsibilities of CCG Members - Cont'd
14.13 (1) Cont'd
(e) Maintaining a personal log of events, decisions made, actions
taken.
(f) Participating in a debriefing and prepare a final report on the
emergency.
15. Emergency Site Manager (ESM)
(1) The CCG will appoint the ESM or confirm /override the selection made by
the emergency site response agencies, to coordinate the on -scene
response with the various agency On -Scene Commanders (OSC):
(a) If there is more than one emergency site, one ESM will be appointed
for each site.
(b) For most emergencies, unless specified otherwise by the CCG, a
Deputy Fire Chief or alternate will be appointed unless the
emergency dictates that another person from the lead agency
involved is more appropriate in a specific type of emergency.
(c) Selection of the ESM will take into consideration the following:
• availability and approval of their agency
• training and field experience
• knowledge of responding agencies responsibilities and
resources
• inter - personal skills.
(d) Once appointed, this individual will no longer be responsible for the
operations or command of his or her agency.
(e) The ESM shall report directly to the Chief Administrative Officer.
(f) The ESM will:
(i) organize, direct, and coordinate on -scene response at the
emergency site(s) by the various agency On -Scene
Commanders (OSC).
(ii) Liaise with agency OSCs and outside expertise as required to
assess the emergency, consider alternate actions, plan
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15.
THE CITY OF KITCHENER EMERGENCY PLAN
Emergency Site Manager (ESM) - Cont'd
(1) (f) (ii) Cont'd
strategies and implement actions to minimize the effects of
the emergency.
(2) The ESM, upon appointment by the CCG, has the authority to:
(a) Call meetings of the responding agency commanders for information
sharing, establishing objectives in the site management, prioritizing
limited resources where applicable.
(b) Mediate conflicts between agencies and to contact the CAO
(Emergency Coordinator) should he /she be unable to resolve the
matter.
(c) Request for an on -site command post.
(d) Request assistance from responding agencies for communications
and other emergency site equipments.
(3) The ESM is responsible to:
(a) Ensure that priorities, tasks and tactics have been established to
contain the problem.
(b) In consultation with other responding agencies, establish inner and
outer perimeters (hot, warm, and cold zones).
(c) Ensure that responding agencies are aware of human and material
resources that are available to mitigate the emergency.
(d) Ensure agencies address the needs of their staff with regards to
stress, fatigue, food, shelter and relief.
(e) Maintain a communication link with the Chief Administrative Officer
and /or alternate at the EOC for the flow of accurate information and
assistance in management of the emergency.
(f) Appoint on -site Safety Officer and Assistant Emergency Site
Manager as required.
(g) In association with the CCG, periodically brief the Media Officer of
the status of the emergency and discuss what information may be
distributed to the public and the media.
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15. Emergency Site Manager (ESM) - Cont'd
(3) Cont'd
(h) Ensure that responding agencies meet to update /exchange
information and /or re- evaluate on a regular basis.
(i) Monitor the operation of the site management and make suggestions
where appropriate.
(j) Exercise foresight as to future events in the management of the
emergency such as resource requirements, weather, lighting, etc.
(k) Understand laws and policies at all levels that must be taken into
consideration during the management or recovery of the emergency.
(1) Where possible conserve resources should the emergency
heighten or lengthen in time, understanding that outside the
emergency area the CCG is managing the day -to -day City
operations in our community.
(m) Ensure safety of on -site operations.
(n) Maintaining a Personal Events Log outlining communications and
actions taken.
(o) Preparing a Post Emergency Report and submitting it to the CEMC.
(p) Participate in a debriefing and assist the CEMC in the preparation
of a report on the emergency.
16. Agency On -Scene Commander (OSC)
(1) The ranking on -scene official for each agency responding to the
emergency will assume the roll of that agency's OSC and participate as
members of the Emergency Site Management Team:
(a) Each agency will have one OSC at each emergency site who is
responsible for managing the agencies response operations in
consultation and coordination with the ESM and the CCG.
(b) Senior agency officials will be sent to the emergency site as
required to take over as Agency OSC.
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17.
17.1
THE CITY OF KITCHENER EMERGENCY PLAN
Emergency Site Management Team
(1) The Emergency Site Management Team is comprised of persons holding
the following positions or their appropriate alternatives:
(a) Deputy Fire Chief (Platoon Chief, Acting Platoon Chief)
(b) Representative of the Waterloo Regional Police Service
(c) Operations Manager or designate of Waterloo Regional Emergency
Medical Services.
(2) Additional personnel or alternates that may be added to the Emergency Site
Management Team may include:
(a) Regional Public Health representative
(b) Director of Operations or alternate (Traffic, Roads, Parks, Sewers,
Forestry)
(c) Director of Utilities
(d) Director of Environmental Services
(e) Kitchener - Wilmot Hydro Inc. representative
(f) Critical Incident Trauma Coordinator
(g) Any other officials, experts or representatives deemed necessary by
the ESM in consultation with the CCG.
(3) Members of the Emergency Site Management Team upon notification that
this Emergency Plan is to be implemented shall:
(a) Assemble at the Command Post at or as near to the site of the
emergency as is feasible.
(b) Direct the response of members of their own respective department
subject to any order given by the ESM who will lead the Emergency
Site Management Team.
(c) Assist the ESM as appointed by the CCG in fulfilling his /her
responsibilities when required.
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THE CITY OF KITCHENER EMERGENCY PLAN
17. Emergency Site Management Team - Cont'd
17.1 (3) Cont'd
(d) Ensure that their departmental call -out system has been activated
in consultation with the CCG. Failing direction from the CCG, will in
consultation with the ESM order the initial call -out of such persons
and equipment as the nature of the emergency appears to require.
(e) Maintain a Personal Events Log outlining communications and
actions taken.
(f) Prepare a Post Emergency Report and submitting it to the CEMC.
(g) Participate in a debriefing and assist the CEMC in the preparation
of a report on the emergency.
17.2 Emergency Site Management Team Structure
(1) It is essential that all agencies assign OIC officers to represent their agency;
however, to ensure adequate structure is in place to support and coordinate
the emergency, the following positions may be assigned:
• Assistant Emergency Site Manager
• Logistics Officer
• Information Liaison Officer
• Telecommunications Officer
• On -Scene Media Spokesperson
• Police Officer In- Charge OIC
EMS OIC
Fire OIC.
(2) Assistant Emergency Site Manager
(a) The Assistant Emergency Site Manager, reporting to the ESM, is
responsible to:
(i) Be an assistant to the ESM (usually selected from the same
organization).
(ii) Work with ESM to establish the aim, action plan, site layout,
ESM Command Post, and communication and information
flow with the EOC.
(iii) Maintaining a Personal Events Log outlining communications
and actions taken.
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THE CITY OF KITCHENER EMERGENCY PLAN
17. Emergency Site Management Team - Cont'd
17.2 (2) (a) Cont'd
(iv) Prepare a Post Emergency Report and submit it to the CEMC.
(v) Participate in a debriefing and assist the CEMC in the
preparation of a report on the emergency.
(3) Logistics Officer
(a) The Logistics Officer, reporting to the ESM, is responsible to:
(i) Request all personnel and equipment necessary to control the
emergency or major incident.
(ii) Perform all inventory control functions by receiving, recording,
storing and distributes all equipment, and ensures that
resources are adequately rotated.
(iii) Provides recording time for personnel and equipment on site,
primarily for scheduling, rest/ rotation, and compensation.
(iv) Provide facilities for rest, feeding and maintenance on -site.
(v) Provide fueling, transportation and repair services on -site.
(vi) Provide medical services on site, including a place for Critical
Incident Stress Debriefing.
(vii) Maintain a Logistics Log and events log.
(viii) Participate in a debriefing and assist the CEMC in the
preparation of a report on the emergency.
(4) Information Liaison Officer
(a) The Liaison Officer, reporting to the ESM is responsible to:
(i) Provide contact with outside organizations.
(ii) Open and maintain lines of communication with supporting
agencies, such non governmental organizations, other levels
of government, experts/ specialists, Municipal or Regional
representatives.
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THE CITY OF KITCHENER EMERGENCY PLAN
17. Emergency Site Management Team - Cont'd
17.2 (4) (a) Cont'd
(iii) Providing facilities and /or tools at the ESM Field Headquarters
(telephones, faxes, photocopier, etc.).
(iv) Maintain personal events Log.
(v) Participate in debriefing(s) and assist the CEMC in the
preparation of a report on the emergency.
(5) Telecommunications Officer
(a) The Telecommunications Officer, reporting to the ESM is
responsible to:
(i) Provide communication equipment (radios, phones, fax, etc.)
and personnel to meet the communications needs of the
emergency site.
(ii) Establish communication needs with advice from EOC.
(iii) Pool existing communication systems on site if needed.
(iv) Log all messages.
(v) Maintain maps of the emergency site for the ESM Team and
EOC officials.
(vi) Maintain personal events Log.
(vii) Participate in debriefing(s) and assist the CEMC in the
preparation of a report on the emergency.
(6) On -Scene Media Spokesperson [See Section 19.2 (2) of EOC Plan]
(7) Police Officer In- Charge (Police OIC)
(a) The Police OIC is the Police Commander on -site having overall
responsibility for evacuation and for the maintenance of law and
order in the emergency site to include:
(i) Command and control of all police activities at the site.
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THE CITY OF KITCHENER EMERGENCY PLAN
17. Emergency Site Management Team - Cont'd
17.2 (7) (a) Cont'd
(ii) Establishing and staffing a Police Command Post, as part of
ESM Team.
(iii) Maintaining radio communications with Police HQ through the
Communications Centre.
(iv) Maintaining contact with the Police Chief or his /her alternate at
the EOC.
(v) Maintaining contact with the Police Chief or his /her alternate at
the EOC.
(vi) Assisting the ESM in formulating an overall strategy and
coordinated action plan.
(vii) Providing complete coverage of all matters related to police
and ensuring that matters requiring joint efforts are
coordinated through the ESM Team.
(viii) Maintain personal events Log.
(ix) Participate in debriefing(s) and assist the CEMC in the
preparation of a report on the emergency.
(8) Fire OIC
(a) The Fire OIC is the Fire authority on -site having overall command
of and responsibility for fire suppression and /or prevention, and
search and rescue operations at the emergency site to include:
(i) Commanding and controlling all fire suppression and
equipment on -site.
(ii) Establishing and staffing a Fire Command Post as part of the
ESM Team.
(iii) Maintaining communications with Fire Communications
Centre.
(iv) Maintaining contact with the Fire Chief and /or Regional Fire
Coordinator or designated alternates at the EOC.
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THE CITY OF KITCHENER EMERGENCY PLAN
17. Emergency Site Management Team - Cont'd
17.2 (8) (a) Cont'd
(v) Assisting the ESM in formulating an overall strategy and a
coordinated action plan.
(vi) Providing complete coverage of all matters related to Fire
Department operations and ensuring that matters requiring
joint efforts are coordinated through the ESM Team.
(vii) Maintaining personal events Log.
(viii) Participate in a debriefing and assist the CEMC in the
preparation of a report on the emergency.
(9) EMS OIC
(a) The EMS OIC is the Emergency Medical Services (EMS) authority
on -site having overall command of, and responsibility for, a
coordinated EMS operation to include:
(i) Commanding and controlling all triage, treatment and
evacuation operations on site.
(ii) Establishing and manning an EMS Command Post as part of
the ESM HQ maintaining a casualty count.
(iii) Allocating all EMS resources to casualty evacuation and
supplies replenishment.
(iv) Maintaining contact with the Director of EMS or alternate at
the EOC.
(v) Assisting in formulating an overall strategy and a coordinated
action plan.
(vi) Providing complete coverage of all matters relating to EMS
operations.
(vii) Maintain personal events Log.
(viii) Participate in debriefing(s) and assist the CEMC in the
preparation of a report on the emergency.
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THE CITY OF KITCHENER EMERGENCY PLAN
17. Emergency Site Management Team - Cont'd
(10) Health and Safety Officer
(a) The Health and Safety Officer reporting to the ESM, is responsible
for:
(i) Ensuring the health and safety of all workers within the
emergency area.
(ii) Coordinating and maintaining contact with Health and Safety
Officers of responding agencies.
(iii) Liaison with the Ministry of Labour representative.
(iv) Maintaining a Health and Safety and personal events log.
(v) Participate in a debriefing and assist the CEMC in the
preparation of a report on the emergency.
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THE CITY OF KITCHENER EMERGENCY PLAN
4A IV/ I
EMERGENCY SUPPORT AND ADVISORY STAFF
18. Emergency Support and Advisory Staff
(1) The Emergency Support and Advisory Staff may be required to provide
support, logistics and advice to the CCG.
(2) The Director of Human Resources or alternate notifies the required
Emergency Support and Advisory Staff (and any other required staff) to
report to the EOC.
19. Individual Responsibilities of Emergency Support And Advisory Staff
19.1 Executive Assistant to the Chief Administrative Officer (CAO)
(1) The Executive Assistant or alternate to the CAO for the City of Kitchener is
responsible for:
(a) Taking messages, conveying information and assisting the Chief
Administrative Officer, as required.
(b) Ensuring decisions made and actions taken by the CCG are
recorded appropriately for use by the CAO.
(c) Delegate any or all responsibilities to an alternate, as required.
(d) Maintain a personal log of major events, communications made and
actions taken.
19.2 Director of Corporate Communications & Customer Service
(1) The Director of Corporate Communications and Customer Service will
assume the role of Media Officer unless otherwise appointed by the CAO,
and will report directly to the CAO.
(a) Media Officer will coordinate the release of accurate information to
the news media, issue authoritative instructions to the public, and
respond to or redirect individual requests for, or reports on,
information concerning any aspect of the emergency.
(b) An On -Scene Media Spokesperson will be appointed by the Media
Officer.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.2 (1) Cont'd
(c) The Media Officer will establish a communication link with the On-
Scene Media Spokesperson, the Police Public Relations Officer, the
Citizen Inquiry Supervisor and any other media coordinator(s) (i.e.
Provincial, Federal, private, industry, etc.) involved in the incident,
and will endeavour to ensure that all information released to the
media and public is consistent and accurate.
(d) Designate and coordinate the EOC Media Information Centre for
members of the media to assemble for the issuance of accurate
media releases and authoritative instructions to the public.
(e) Briefing the CCG on how the EOC Media Information Centre will be
set up and selecting the appropriate spokesperson(s) to provide
statements to the media.
(f) Liaising regularly with the CCG to obtain the appropriate
information for media releases, coordinate individual interviews and
organize press conferences.
(g) Establishing a telephone number(s) for media inquiries and ensuring
that the following are advised accordingly:
(i) Media
(ii) CCG
(iii) On -Scene Media Spokesperson
(iv) Police Media Relations Officer
(v) Citizen Inquiry Supervisor(s)
(vi) Any other appropriate persons, agencies or businesses.
(h) Providing direction and regular updates to the Citizen Inquiry
Supervisor to ensure that the most accurate and up -to -date
information is disseminated to the public.
(i) Ensuring that the media releases are approved by the CAO prior to
dissemination and distributing hard copies of the media release to
the EOC Media Information Centre.
0) Monitoring news coverage and correcting any erroneous information.
(k) Maintaining copies of media releases and newspaper articles
pertaining to the emergency.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.2 (1) Cont'd
(1) Advising CCG Representatives and other agencies of the location
and telephone number(s), as available, of the On -Scene Media
Information Centre.
(m) Controlling and redirecting media to the On -Scene Media Information
Centre.
(n) Where necessary and appropriate, coordinating media photograph
sessions at the scene.
(o) Maintain a personal log of events, decisions made and actions
taken.
(2) On -Scene Media Spokesperson
The On -Scene Media Spokesperson will be appointed by the Director of
Corporate Communications and Customer Service and is responsible for:
(a) Establishing and coordinating an On -Scene Media Information
Centre in a safe, appropriate location, at or near the scene, for the
media to assemble.
(b) On -Scene Media Information Centre may be a suitable location for
multi agency delivery of emergency information.
(c) Establishing a communication link and liaising regularly with the
Media Officer at the EOC. It is extremely important to ensure that
information released to the media from the On -Scene Media
Information Centre is consistent with that released by the Media
Officer at the EOC Media Information Centre.
(d) Redirecting all inquiries regarding decisions made by the CCG and
the emergency as a whole to the Media Officer at the EOC.
(e) Responding to inquiries from the media pertaining to the scene only.
(f) Coordinating on -scene interviews between the emergency services
personnel and the media.
(g) Maintain a personal log of major events, outlining decisions made
and actions taken.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.2 Cont'd
(3) Manager of Corporate Customer Service
The Manager of Corporate Customer Service will report to the Corporate
Contact Centre (CCC) when contacted by CCC staff and /or member of the
CCG or the Director of Legislated Services, and is responsible for:
(a) Acting in a resource and advisory capacity to the Director of
Communications and Director of Legislated Services, as required.
(b) Alternate will be the Manager of Support Services and Business
Systems.
(c) If required, liaise with the Manager of Citizen Service, Regional
Municipality of Waterloo.
(d) Record costs /expenses incurred as a result of the emergency.
(e) Ensure that records of expenses are maintained for future claim
purposes.
(f) Maintain communications with Director of Accounting with respect to
financial expenditures.
(g) Determine which CSR staff are to be called in.
(h) Ensure emergency shift schedule has been created.
(i) Ensure scripts are in place for CSRs.
19.3 Director of Engineering Services
(1) The Director of Engineering Services is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Infrastructure Services and the CCG as required.
(b) Advising CCG of critical infrastructure (i.e. Electricity,
Telecommunications, Transportation, Community / Government
Services, Public Safety and Security).
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.3 (1) Cont'd
(c) Advising of infrastructure design and initiate actions toward the
rehabilitation of roads, sidewalks, sewers, storm drainage and
subdivision servicing.
(d) Providing storm water management plans.
(e) Advising and initiating actions to construct /reconstruction of roads.
(f) Liaising with the Deputy CAO of Infrastructure Services concerning
the maintenance and construction of City streets and sanitary
sewage systems.
(g) Liaising with the Director of Utilities concerning the maintenance of
the water system.
(h) Liaising with utilities and agencies to discontinue or restore any
engineering service or utility to any consumers as required or
determined by the CCG.
(i) Liaise with utilities and agencies to disconnect any service
representing a hazard and /or to arrange for the provision of alternate
services or functions.
(j) Liaising with the Commissioner of Transportation and Environmental
Services for the Regional Municipality of Waterloo to ensure a
coordinated response if necessary.
(k) Fulfilling responsibilities as outlined in the Recovery Plan.
(1) Maintain a personal log of events, decisions made, actions taken
and costs /expenses incurred.
19.4 Director of Planning
(1) The Director of Planning is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Community Services and the CCG as required.
(b) Advising CCG in matters associated with development and the City's
Zoning By -law.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.4 (1) Cont'd
(c) Maintaining a personal log of events, decisions made and actions
taken.
19.5 Director of Building
(1) The Director of Building is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Community Services and the CCG as required.
(b) Providing equipment and personnel to determine structural integrity
of buildings (Structural Engineer).
(c) Advising CCG as to whether a structure shall be determined
uninhabitable due to structural /plumbing integrity, etc.
(d) Advising CCG in matters associated with the Building Code and
Building By -laws.
(e) Maintaining a personal log of events, decisions made and actions
taken.
19.6 Director of Community Programs & Services and Director of Enterprises
(1) The Director of Community Programs & Services and Director of
Enterprises are responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Community Services and the CCG as required.
(b) Identifying and facilitating the opening of designated evacuation sites
and to coordinate these activities with Regional Social Services.
(c) Maintaining an inventory of designated Municipal Evacuation
Centres and the characteristics of each (i.e. emergency power,
kitchen facilities, occupancy).
(d) Establishing communications link with the Red Cross and Social
Services Support Group to obtain current information with respect to
persons displaced and the need to open and operate Emergency
Evacuation Centres.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.6 (1) Cont'd
(e) Liaising with Director of Facilities Management and the Regional
Social Services representatives to ensure Emergency Evacuation
Centres remain operational.
(f) Maintaining a personal log of events, decisions made and actions
taken.
(2) Coordinating and processing requests for human resources:
(a) In conjunction with the Media Officer and under the direction of the
CCG coordinating offers of and appeals for volunteers.
(b) Selecting the most appropriate site(s) for the registration of human
resources.
(c) Ensuring records of human resources and administrative detail that
may involve financial liability are completed.
(d) Liaising with the Social Services Support Group regarding the
completion /distribution of Volunteer Registration Forms.
(e) Receiving and maintaining all completed Volunteer Registration
Forms.
NOTE: Completed Volunteer Registration Forms and other
human resources information must be communicated to
the CAO, or designate, as soon as possible. After the
termination of an emergency this information must be
delivered within 24 hours to the CAO.
(f) Identifying the skill level of temporary workers and community
Volunteers and assign them an appropriate task.
(g) Ensuring identification cards are issued to volunteers and temporary
employees where practical.
(h) Arranging for transportation of human resources to and from site(s)
through the Transportation Coordinator.
(i) Obtaining assistance, if necessary, from Employment and
Immigration Canada, as well as other government departments,
public and private agencies and volunteer groups.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.6 (2) Cont'd
(j) Cancelling the broadcast appeal when the required number of
temporary workers and community volunteers have been enrolled.
(k) Providing critical incident stress counseling to staff and community
volunteers as required. Arrange or provide referrals for
psychological counseling as required.
(1) Procuring staff to assist, as required.
(m) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
19.7 Director of Operations
(1) The Director of Operations is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Infrastructure Services and the CCG as required.
(b) Liaising with Engineering Services concerning the maintenance and
construction of City streets and sanitary sewage systems.
(c) When requested by CCG, assigning personnel to maintain and
repair roads, sidewalks, sewers and storm water drainage.
(d) Providing equipment and personnel for emergency pumping
operations.
(e) Coordinating with CCG and Media Officer to identify necessary road
closures, traffic restrictions and /or detours required.
(f) Facilitating and coordinating with WRP all street closures, detours
and barricading identified in consultation with CCG.
(g) Providing equipment and personnel for the purpose of removing
fallen trees and /or limb obstructions and hazards.
(h) Providing sanitation facilities to the requirements of the Region of
Waterloo Commissioner of Community Health / Medical Officer of
Health.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.7 (1) Cont'd
(i) Liaising with the ESM to ensure stabilization and control of all scenes
involving spills, leaks or contamination by dangerous goods.
(j) Ensuring the implementation of the Region of Waterloo Contingency
Plan for Spills of Oil and Other Hazardous Materials, if such action is
necessary.
(k) Liaising with the Commissioner of Engineering for the Regional
Municipality of Waterloo to ensure a coordinated response if
required.
(1) When requested by CCG, provide vehicles, operators and
equipment required by any other emergency services.
(m) Assisting the ESM as appointed by the CCG in fulfilling their
responsibilities when required.
(n) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
19.8 Director of Legislated Services
(1) The Director of Legislated Services is responsible for:
(a) Act in a resource and advisory capacity to the Deputy CAO of
Finance & Corporate Services and the CCG as required.
(b) Upon notification of a Level II — Partial Activation, contact all
Managers and Supervisors or alternates of the notification. A Level
III — Full Activation requires the call out of the appropriate staff to
attend the EOC.
(c) Ensure set -up of the EOC and its continuous operation through the
emergency including food /drink if required.
(d) Ensure administrative /clerical support is assigned to EOC to collect
and display all emergency information (events, activities and
actions) discussed and assigned by the CCG; and to maintain the
EOC operations log book.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.8 (1) Cont'd
(e) Upon direction from the Chief Administrative Officer and / or Deputy
CAO of Finance and Corporate Services, contact the Corporate
Contact Centre or Manager of Corporate Customer Service, advising
to establish the Citizen Inquiry Service.
(f) Apprise the Media Officer at the EOC Media Information Centre of
the establishment of the Citizen Inquiry Service and designated
telephone number(s).
(g) Apprise the affected emergency services and the CCG of the
establishment of the Citizen Inquiry Service and designated
telephone number(s).
(h) Continually liaise with the Media Officer to obtain current information
on the emergency and the contents of the information that may be
given to the public through the Citizen Inquiry Service.
(i) Respond to, and re- direct inquiries and reports from the public based
upon information from the Media Officer and /or Citizen Inquiry
Service (such information may be related to school closings, access
routes or the location of evacuation centres).
(j) Respond to, and re- direct inquiries pertaining to the investigation of
the emergency, deaths, injuries or matters of personnel involved
with, or affected by, the emergency to the appropriate emergency
service.
(k) Ensure the EOC is restored back to regular facility upon termination
of the emergency.
(1) Procure staff to assist as required.
(m) Maintain a personal log of events, decisions made, actions taken,
and costs / expenses incurred.
(n) Ensure Master Log of the event is complete and made ready for
use in developing the post- emergency report.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.9 Director of Facilities Management
(1) The Director of Facilities Management is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Infrastructure Services and the CCG as required.
(b) Coordinating, maintaining and implementing the following:
• Auxiliary power supply systems at EOC and Emergency
Evacuation Centres
• Maintenance and repairs of facilities required for the emergency
(i.e. EOC, Evacuation Centres, etc.).
(c) Assisting Legislated Services staff to restore EOC back to regular
facility upon termination of the emergency if required.
(d) Coordinating security for the EOC and /or arranging for security at
any other City owned facility(s), as required.
(e) Assigning security to restrict access to Emergency Operation Centre.
(f) Registration of CCG, Support Staff and Media, and to issue
appropriate identification.
(g) Directing the production of identification cards for CCG members,
executives, support and advisory staff.
(h) Procuring staff to assist as required.
(i) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
19.10 Director of Legal Services and City Solicitor
(1) The Director of Legal Services and City Solicitor is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Finance & Corporate Services and the CCG as required.
(b) Providing advice to any member of the CCG and the Support and
Advisory Staff on matters of a legal nature as they may apply to the
actions of the City of Kitchener in its response to the emergency, as
requested.
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19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.10 (1) Cont'd
(c) Liaising with the Solicitor of the Regional Municipality of Waterloo or
adjacent Municipality or County, if required.
(d) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
19.11 Director of Accounting
(1) The Director of Accounting is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Finance & Corporate Services and the CCG as required.
(b) Liaising with the Director of Purchasing with respect to food, supplies
and equipment as required.
(c) Liaising with the Chief Financial Officer for the Regional Municipality
of Waterloo, if required.
(d) Recording costs /expenses incurred as a result of the emergency.
(e) Ensuring that records of expenses are maintained for future claim
purposes.
(f) Maintaining communications with Deputy CAO Finance & Corporate
Services with respect to financial expenditures.
(g) Liaising with Provincial Officials with respect to the utilization of
provincial emergency relief funds if applicable.
(h) Liaising with other agencies involved in fundraising activities to avoid
duplication in the raising and utilization of donated funds.
(i) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
19.12 Director of Fleet
(1) The Director of Fleet for the City of Kitchener is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Infrastructure Services and the CCG as required.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.12 (1) Cont'd
(b) Coordinating transportation of Executives, Special agencies
representatives and the CCG to and from emergency scene, as
required.
(c) Coordinating transportation of persons from emergency area to
designated evacuation centre(s).
(d) Arranging for transportation of evacuees at Evacuation Centre(s) to
assist them in returning to their homes at the termination of the
emergency.
(e) Liaising with WRP /OPP to make arrangements for the transportation
of ambulatory and special needs persons as required.
(f) Coordinating with public and /or private transportation companies, as
required, to provide transportation to move persons and /or supplies
as directed by the CCG (i.e. Regional Transit).
(g) Procuring staff to assist as required.
(h) Maintaining a personal log of events, decisions made, actions
taken, and costs /expenses incurred.
19.13 Director of Supply Services
(1) The Director of Supply Services is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Finance & Corporate Services and the CCG as required.
(b) Acquiring equipment and /or services from outside agencies required
to mitigate the emergency. Coordinate actions with CCG.
(c) Providing and securing of equipment and supplies, not owned by the
City of Kitchener as required by members of the CCG, and the
Support and Advisory Staff to mitigate the effects of the emergency.
(d) Liaising with purchasing agents of the Region of Waterloo and other
area municipalities, if necessary.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.13 (1) Cont'd
(e) Consulting with the Chief Administrative Officer or alternate to
resolve matters concerning the authorization of expenditures that
may contravene purchasing by -laws.
(f) Liaising with the Director of Financial Planning with respect to food
and supplies as required.
(g) Making available an updated list of all vendors who may be required
to provide supplies and equipment.
(h) Arranging for warehouse space to handle the storage of emergency
and relief supplies if required.
(i) At the request of the CCG, acquire equipment and /or services from
outside agencies required to mitigate the emergency, and coordinate
such actions with the CCG.
0) Procuring staff to assist as required.
(k) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
19.14 Director of Human Resources
(1) Director of Human Resources is responsible for:
(a) Acting in a resource and advisory capacity to the DCAO of Finance
and Corporate Services and the CCG as required.
(b) Procuring staff to assist, as required.
(c) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
(d) Providing guidance or respond to concerns raised by internal,
external and the volunteer public service workforce. These concerns
may include employee relations, grievance, health and safety,
remuneration, benefits, conflicts of interest, policies, procedures
and practices.
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19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.14 (1) Cont'd
(e) Co- ordinate with the Regional Commissioner of Social Service or
assigned alternate regarding the deployment of Critical Incident
Stress Management (CISM) counsellors to speak with staff,
volunteers and the public.
(f) Administrate and co- ordinate volunteers needed to assist in
mitigating the emergency; ie. reception / sign -in / waivers, special
skills, transportation, food / drink / lodging / parking requirements,
shift schedules.
19.15 Chief Information Officer / Director of Information Technology
(1) The Chief Information Officer shall assume responsibility of
Telecommunications Coordinator and is responsible for:
(a) Acting in a resource and advisory capacity to the Deputy CAO
Finance & Corporate Services and the CCG as required.
(b) Activating the emergency notification system of the local amateur
radio operators group if required.
(c) Ensuring that the emergency communications room is properly
equipped, staffed and working, and correct any problems which may
arise.
(d) Providing emergency, primary and back -up telephone and data
communications at the EOC, and other City of Kitchener facilities
as required (including telephone, computer network, fax, e-mail,
internet).
NOTE: The EOC Coordinator may request Amateur Radio to
provide back -up communication at key locations. (Police,
Fire, Ambulance and Operations / Engineering are
responsible for their radio systems.)
(e) Using resource directory listing for repairs.
(f) Maintaining an inventory of Municipal, Regional and private sector
communications equipment and facilities which could, in an
emergency, be used to augment existing communications systems.
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THE CITY OF KITCHENER EMERGENCY PLAN
19. Individual Responsibilities of Emergency Support & Advisory Staff - Cont'd
19.15 (1) Cont'd
(g) Making arrangements to acquire additional communications
resources during an emergency.
(h) Acquiring mapping that may be available or generated to assist with
the response.
(i) Maintaining a personal log of events, decisions made, actions taken
and costs /expenses incurred.
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OTHER LOCAL AGENCIES, SERVICES AND DEPARTMENTS
20. Grand River Conservation Authority
(1) Flood emergency situation in the City of Kitchener.
NOTE: The following is taken from a memorandum to all municipalities,
dated January 19, 1988 concerning Declaration of Flood
Emergencies and Flood Response Plans from G. Tough, Deputy
Minister of Natural Resources and J. D. Takach, Deputy Solicitor
General, Ministry of the Solicitor General.
(a) The Mayor or alternate, upon declaration of the emergency, must
notify the Solicitor General and the Ministry of Natural Resources.
(b) Provincial response is designed to assist in combating floods once a
municipality determines that its resources are inadequate to deal
effectively with the situation.
(c) In flood emergency situations, Head -of- Council may declare that an
emergency exists within his /her municipality and may request
provincial assistance from the Ministry of Natural Resources by
following the procedures outlined below.
(d) The Head -of- Council contacts the local flood response coordinator.
The local coordinator is the District Manager of the Ministry of
Natural Resources for the area.
(e) If the local coordinator cannot be contacted, the request for
assistance should be routed through the Grand River Conservation
Authority, Cambridge District (519) 621 -2761.
Should you be unable to contact someone in authority, then request
for assistance should be made through the Provincial Flood
Emergency Coordinator (available on a 24- hour /365 -day basis)
through the Ontario Provincial Police, Local Detachment, or by
calling Queen's Park Central Switchboard (416- 965 -6664) and
asking for the Provincial Flood Emergency Coordinator on call.
21. Ontario Provincial Police Response to Provincial Highway Emergency
In the event of an emergency occurring on the Provincial Highways within the
City of Kitchener, the Ontario Provincial Police will be responsible for:
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THE CITY OF KITCHENER EMERGENCY PLAN
21. Ontario Provincial Police Response to Provincial Highway Emergency -
Cont'd
(1) Implementing the Ontario Provincial Police Disaster Procedures Manual.
(2) Securing the site of the incident.
(3) Controlling the movement of emergency vehicles to and from the site of the
incident.
(4) Preventing looting.
(5) Acting as the Agent of the Chief Coroner, within the terms of the Coroner's
Act.
(6) Maintaining law and order.
(7) Working together with the Waterloo Regional Police Service to coordinate
matters of mutual concern.
(8) Providing an Ontario Provincial Police representative to participate on the
CCG, as required.
(9) In the event of an emergency occurring within the City of Kitchener, but
outside the normal jurisdiction of the Ontario Provincial Police, the O.P.P.
will assist the Waterloo Regional Police Service if requested by the Chief of
Police, dependent upon resources available at that time.
22. Waterloo Region District School Board and Waterloo Catholic District School
Board
(1) The Waterloo Region District School Board and the Waterloo Catholic
District School Board are responsible for:
(a) The provision of any school (as appropriate and available) for use as
an evacuation centre, as designated by the Waterloo Regional
Social Services Department.
(b) Upon being contacted by the Commissioner of Social Services or
designate, providing a Waterloo Region District School
Board /Waterloo Catholic District School Board representative(s) to
coordinate and provide direction with respect to the maintenance,
use and operation of the facilities being utilized as evacuation
centres. For a list of appropriate school representatives, please
refer to Appendices 17 -A and 17 -B.
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22. Cont'd
23.
24.
THE CITY OF KITCHENER EMERGENCY PLAN
(2) In the event of an emergency during normal school hours, the principal(s) of
the effected school(s) (until directed otherwise) is /are responsible for:
(a) implementing the school "Stay -Put Emergency Plan "; or,
(b) implementing the school "Evacuation Plan ", depending on the
nature and scope of the emergency.
Hospital Administrators
(1) Within the City of Kitchener there are two hospitals:
(a) St. Mary's Hospital
(b) Grand River Hospital.
(2) During an emergency each Hospital Administrator is responsible for:
(a) Implementing their respective Hospital Emergency Plan.
(b) Liaising with the Commissioner of Community Health /Medical Officer
of Health and the Director of Emergency Medical Services with
respect to hospital and medical matters, as required.
(c) Evaluating requests for the provision of medical site teams.
(d) Liaising with the Ministry of Health, as appropriate.
Critical Incident Stress Team
(1) The Police, Fire and Ambulance Services operate a trained Critical Incident
Stress (CIS) Team. The CIS Team is available to the emergency service
agencies for stress debriefing during and succeeding emergencies and
major incidents by contacting a Fire Service representative.
(2) The Region of Waterloo Social Services Department provides a Critical
Incident Stress team to help residents and Regional staff and volunteers.
The Social Services Department is part of the Waterloo Region
Psychosocial Planning Committee, who will address the ongoing needs of
the community following a major incident or emergency declaration. For
further information or assistance, contact the "Personal Services
Coordinating Committee ".
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THE CITY OF KITCHENER EMERGENCY PLAN
2A:4 9 K11
RESPONSIBILITIES OF ALL CITY EMPLOYEES
25. Employees Responsibilities
(1) Every Employee of the City is expected to respond as required to a
declared emergency situation and to carry out all lawful commands of the
CCG or the On -Site Command Group to the best of their ability during the
emergency.
(2) Every employee is expected to direct all media inquiries concerning any
aspect of the emergency to the media Coordinator(s) so designated, to
ensure that all information released to the media and public is consistent
and accurate.
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PLAN MAINTENANCE, REVISION, TESTING
AND INTERNAL PROCEDURES
26. Introduction
(1) The City of Kitchener Emergency Plan is the product of the emergency
planning process. Emergency planning is an ongoing continuous process:
(a) Periodic review and revision of the Plan to improve its effectiveness
and respond to change.
(b) Plan must be tested periodically to ensure that those who have a
role to play are familiar with it and that the Plan is practical,
workable and effective in response to emergencies.
(c) To maintain emergency preparedness, the CCG, support staff and
members of agencies who may be involved in implementing the
Plan receive appropriate education and training.
(d) As well, it is beneficial if the public is aware and informed about the
way in which they may best prepare for an emergency and the role
of the City of Kitchener. Therefore, a public education and
awareness program will be undertaken.
27. Plan Maintenance and Revision
(1) The Fire Chief has the responsibility for the City of Kitchener Emergency
Plan. Under this jurisdiction, maintenance and distribution of the plan shall
be assigned to the CEMC.
(2) This plan will be reviewed annually by CEMC and, where necessary,
revisions will be proposed.
(3) The Emergency Plan shall only be revised by By -law of City Council.
Revisions to the Appendices attached to the Emergency Plan will be
considered administrative in nature and will not require City Council
approval.
(4) It is the responsibility of each person, agency, service or department named
within the Emergency Plan to notify the CEMC through the Legislated
Services Division of the Finance and Corporate Services Department of any
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THE CITY OF KITCHENER EMERGENCY PLAN
27. Plan Maintenance and Revision - Cont'd
(4) (Cont'd)
changes required in regard to the By -law and the administration of the Plan.
Approved changes to the Emergency Plan and its appendices will be
undertaken semi - annually.
28. Testing of Plan
(1) An annual exercise shall be conducted in order to test the overall
effectiveness of this Emergency Plan and provide ongoing training to staff
and the CCG in their functions. Revisions to this plan shall incorporate
recommendations of training and equipment stemming from such exercises.
29. Internal Procedures
(1) Each department/service involved with this Emergency Plan shall prepare
Department Emergency Guidelines outlining how it will fulfil its
responsibilities during an emergency. The Guidelines shall include the
provisions of call -out, staff, procedures and equipment.
(2) Each department /service shall designate a member of its staff to maintain
and revise its own emergency procedures or guidelines.
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THE CITY OF KITCHENER EMERGENCY PLAN
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CONCLUSION
30. SUMMATION
The degree to which an emergency is contained and ultimately impacts citizens
depends upon the readiness and capability of the City of Kitchener and the
designated Regional Services to respond. The Plan is designed as one tool to
increase the emergency response capability of the City of Kitchener by
establishing a plan of action and organizational structure to efficiently deploy and
coordinate emergency services and arrange for extraordinary measures to
safeguard life, property and the environment.
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THE CITY OF KITCHENER EMERGENCY PLAN
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APPENDICES
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