State Special Emergency Management Plan

TEMPLATE VERSION: June 2010

State Special Emergency Management Plan

<Enter Hazard/Function> Emergencies

Note to Plan Authors:

Editorial notes are in blue font. These are intended as prompts and should progressively be deleted.

Other material explains the intent of each section or provides some model statements. These should adjusted/updated as drafting progresses.

Issue: / DRAFT for Issue 1, YYYY
Review Authority: / This plan is maintained by<Enter Agency>, on behalf of the State Emergency Management Committee (SEMC).
Approval Authority: / Commissioner of Tasmania Police
State Emergency Management Controller
Approved:
Date: / <Enter month, year>

Table of Contents

This table of contents is automated. To update it: Select the existing Table of Contents / F9 / Update entire table / OK

Repeat for a summary list of Tables and Figures, under the relevant headings.

When the content of the plan is finalised, do a final update to these tables so all page references are up to date).

Try and keep the Table of Contents on one page

Section 1 Overview 4

Glossary 4

Acronyms 5

Introduction 6

Authority 6

Aim 6

Scope and Application 6

Context Statement 6

Section 2 Governance and Management 6

Roles of Government and Emergency Management Partners 7

The Legal Framework 7

Emergency Management Governance 7

Current Management Responsibilities 7

Section 3 Emergency Management Arrangements 9

Section 3.1 Prevention and Mitigation 10

Overview 10

Current Arrangements & Elements 10

Research 10

Risk Management 10

Protective Security 10

Business Continuity 10

Land Use Planning 10

Others? 11

Section 3.2 Preparedness 12

Overview 12

Current Arrangements 12

Consultation Framework 12

Capacity and Capability 12

Warnings and Public Information: 13

Emergency Planning 13

Validations eg exercises & Lessons Identified 13

Administration Systems 13

Performance Management 13

Section 3.3 Response 14

Overview 14

Command, Control and Coordination 14

Emergency Powers 14

Response Strategies 14

Warnings & Public Information 15

Warnings 15

Public Information 15

Other Response Elements 17

Operations/Coordination Centre Arrangements 17

Evacuation/Cordons 17

Specialist Support 17

Registrations 17

Debriefs 17

Finance and Records Management 17

Section 3.4 Community Recovery. 18

Overview 18

Current Arrangements 18

Section 4 Plan Administration 20

Plan Contact 20

Review Requirements and Issue History 20

Distribution List 20

Consultation for this Issue 21

Communications Plan Summary 21

Validation of this Plan 21

Section 5 Appendices 21

5.1 Associated Documents 22

5.2 Summary of Operations & Coordination Centres 23

5.3 Other Appendices 24

Summary List of Tables

Table 1 Terms 4

Table 2 Acronyms 5

Table 3 Roles & Responsibilities Overview 7

Table 4 Summary by Function 7

Table 5 Summary by Agency 9

Table 6 Summary of Typical Response Actions 14

Table 7 Summary of Public Information Arrangements 16

Table 8 Community Recovery Summary 19

Summary List of Figures

Figure 1 Governance Framework 7

Figure 2 Command Control & Coordination Summary 14

1 Hidden Heading DO NOT DELETE

Section 1 Overview

Glossary

1.1 Body text in Section 1

1.2 Body text in Section 1

This table is for key terms only (cross reference to the TEMP is preferred for generic/ all-hazard terms). It should be in alphabetical order (Select the terms and use the Table / Sort function). It scan be combined with acronyms as well and retitled ‘Terms & Acronyms’ or something similar

Table 1 Terms

Term / In the context of this plan, this term means…

Acronyms

1.3 Body text n Section 1

1.4 Body text n Section 1

For acronyms used in the plan. Should be ordered alphabetically.

Table 2 Acronyms

Acronym / Stands for:

Introduction

Authority

1.5 A short statement clarifying where the authority to develop the plan comes from. Traditionally this is a piece of legislation and therefore the title and year of the Act and relevant sections should be included in italics eg Emergency Management Act 2006.

Aim

1.6 A short statement that identifies what the overall purpose of the plan. Where the plan is required by legislation, key terms and phrasing should be included.

Objectives

1.7 A series of short statements that describes the main parts of the plan that contribute to achieving the aim:

a first style of lists (use instead of dot points to assist cross-referencing)

b first style of lists

i second style of lists

ii second of lists

c first style of list again

Scope and Application

1.8 A short statement that identifies where, when and who the plan applies to. It may also list specific exemptions /exclusions and note the relationship of the plan to other plans, arrangements etc.

As a State Special Plan it needs to describe state-wide arrangements with particular emphasis on coordination at the state level and interfaces with national and regional levels. SES can assist with this.

Context Statement

1.9 This section is to enable the reader to gain a broad and up to date insight into the environment within which the emergency management plan exists. It typically includes; description of the area the plan relates to (this could be geographic, hazard or functionally based), events of significance, contemporary influences or themes etc.

1.10 Maps or summary tables included in the appendices can provide excellent summaries/supporting details.

2 Hidden Heading DO NOT DELETE

Section 2 Governance and Management

Roles of Government and Emergency Management Partners

2.1 This section summarises the main emergency management roles and responsibilities of government and other organisations for governance. It is intended as an ‘Executive Summary’ of roles and responsibilities.

2.2 How the different government areas work together/complement each others work should be clear across the PPRR spectrum. This can be cross referenced to other plans eg TEMP, to minimise duplication.

The Legal Framework

2.3 This section summarises the relevant legislation and its main function (what it does). This can include the main responsibilities that are established, powers (extent/type) and any protection afforded by the legislation. Hierarchy of legislation should be noted, especially where it covers potential conflict between powers. Again, can be cross referenced.

Emergency Management Governance

2.4 This section explains how the legislation is used to govern the hazard/function. It should include an explanation of the relevant committees and emergency management functions. A diagram is recommended to show the main relationships between hazard/function specific groups and Whole of Government groups eg the SEMC. This summary should include national and regional interfaces.

Figure 1 Governance Framework

Current Management Responsibilities

2.5 This section identifies the main positions/agencies/authorities responsible for identified emergency management duties, across the PPRR spectrum. Often this is the most popular part of a plan, and is presented in a table/s. Two examples are included below. It can also ‘double’ as a contact list.

2.6 This section should be cross-checked after the arrangements are finalised. It should capture all important roles and responsibilities.

Table 3 Roles & Responsibilities Overview

Row / Function / Organisation/Position /
1 / SEMC Advisory Agency:
2 / Management Authority-Prevention & Mitigation:
3 / Management Authority-Preparedness:
4 / Management Authority-Response:

EXAMPLE 1

Table 4 Summary by Function

ROLES AND RESPONSIBILITIES
SECTION 3.1 PREVENTION & MITIGATION
1 / EG Regulator for hazardous materials (hazardous materials)
2 / EG Research for mass decontamination developments
3 / EG Building triage capacity
SECTION 3.2 PREPAREDNESS
4 / EG Stakeholder engagement/committee management
5 / EG Specific capacity/capabilities/training/equipment/supplies
6 / EG Community warning/awareness and public information readiness
7 / EG Emergency planning (local, regional, State and national levels)
8 / EG Validation of arrangements (local, regional, State and national levels)
SECTION 3.3 RESPONSE
On-Site:
9 / EG Forward Command Post coordination include media liaison, investigation matters, DVI / TAS POL
10 / EG Advice for zones and perimeters, Forward Command post location / TFS, DHHS (Public Health), DPIPWE
Off-Site:
11 / EG Emergency Operations Centres - Agency specific coordination / TAS POL, TFS,AT, SES, DHHS, DPIPWE
12 / EG Sampling-advice for, interpreting results, coordinating further lab based analysis / FSST
13 / EG Coordination of resources from councils / SES
14 / EG Coordinate requests for intra and inter-state medical services (public and private) / DHHS Regional Medical Coordinator
15 / EG Supports DHHS Medical Coordinators & liaises with Commonwealth DoHA/Australian Health Protection Committee / DHHS State Medical Coordinator
Consequence Management:
16 / EG Advice on public health aspects of property/building contamination (for re-occupation) / DHHS Director Public Health
17 / EG Protect operational integrity of hospital precinct (Code Brown-external disaster protocols / DHHS (Public Hospitals)
18 / EG Prosecution / TAS POL
SECTION 4 COMMUNITY RECOVERY
19 / Refer to summary table in Section 3.4 of this plan.

EXAMPLE 2

Table 5 Summary by Agency

Row / Organisation / Role /
1 / Ambulance Tasmania / Casualty treatment and transport
2 / Councils / Community recovery: Activities to address broader consequences from emergencies across four areas: psycho-social, economic, infrastructure, environmental.
Supported by State agencies including DHHS, DPIPWE, DIER, SES, DPAC
3 / DIER / Energy supply
4 / DPIPWE Environment Div. / Environmental response and coordination/directions for rehabilitation
5

3 Hidden Heading DO NOT DELETE

Section 3 Emergency Management Arrangements

3.1 This section describes the usual arrangements, or the arrangements that will be put into place for emergency management. The diagram below summarises these arrangements for <INSERT THE HAZARD/FUNCTION> emergencies:

Section 3.1 Prevention and Mitigation

Overview

3.1.1 Summarise the arrangements, specific powers and central roles and responsibilities for prevention and mitigation. Quite often, this ‘overview section’ is best written last (it is intended as an ‘Executive Summary’ of prevention and mitigation arrangements).

Current Arrangements & Elements

3.1.2 Include a summary of the main thiings that are done to:

a prevent the hazard & mitigate the consequences of it OR

b prevent failures in the function

Another way to think about this to answer the question: ‘What are the risks that XXX arrangements treat?’

Prevention and Mitigation efforts tend to be more strategically focused, longer term and broader than preparedness arrangements.

TEMP notes current state-wide efforts are focused on the areas below. These sub-headings are recommended in all State Special Plans and how they are addressed for the hazard/function should be considered.

Research

3.1.3 How research findings are shared and applied?

Risk Management

3.1.4 Includes risk assessments and risk reduction activities. How the risk context is updated and treatments are implemented. This can include a description of the regulatory framework that is maintained.

Protective Security

3.1.5 Describe the general approaches to maintaining physical, personnel and information security standards where relevant to the hazard/function.

Business Continuity

3.1.6 What are the critical points/arrangements that require business continuity management practices to be applied and how this is done eg power supplies and impact on water supplies should be specifically considered, as well as key positions for emergencies ie relief models.

Land Use Planning

3.1.7 What are the current land use planning initiatives and processes (for natural hazards in particular)

Others?

3.1.8 Are there other important prevention/mitigation activities or programs in place for this hazard/function?

Section 3.2 Preparedness

3.2 This section describes what is done to be ready to respond and manage community recovery, before an emergency occurs or is imminent ie the activities that maintain readiness.

Overview

3.2.1 Summarise the arrangements, specific powers and central roles and responsibilities for preparedness. This is intended as an ‘Executive Summary’ of preparedness arrangements). ie How does preparedness happen? Think about what each responsible group are doing ‘in this space’. Quite often, this ‘overview section is best written last.

Current Arrangements

3.2.2 This section describes how state-wide preparedness is achieved/developed. The following areas should be addressed as they are included in TEMP as well as other important hazard/function specific arrangements eg pre-determined areas for: assembly eg Community Fire Refuges; inspection; storage; location; specific equipment or capability, agreements eg cost-sharing.

3.2.3 Make sure that only current arrangements are recorded and they focus on preparedness activities (How these factors work together in response/community recovery will be covered in Section 3.3 and 3.4):

Consultation Framework

3.2.4 Consultation Framework: How the key committees support preparedness ie how they operate (avoid duplicating their roles/function as this should be outlined in Section 2 Governance and Management). Remember to cover key points at:

a State

b national

c regional levels for the hazard/function as well as,

d relevant whole of govt. groups.

Capacity and Capability

3.2.5 Capacity and capability including:

a specific redundancy actions for the key points listed in Section 3.1 eg power supplies, water, key positions etc. may also include stockpiles

b education and training for workers especially including Planning Officers, Liaison Officer, Information/Media officer and operations and coordination support functions at state, regional and national levels

c maintaining the state operations/coordination centre

d maintaining basic agreements/systems so resources can be requested and shared including contact lists for operations.

Warnings and Public Information:

3.2.6 Describe what is maintained so the following areas can be managed effectively in response:

a warning systems-including consideration of using ‘Emergency Alert.

b public enquiries & public information readiness including consideration of multiple mediums (call centres, media releases, web updates, industry networks, TEIS) and reaching the relevant groups in the community especially more vulnerable groups eg CALD, incapacitated, tourists (this is context dependent).

Emergency Planning

3.2.7 Including how key arrangements are maintained for the hazard/function and how the response/community recovery arrangements maintain alignment with whole of government planning/arrangements.

Validations eg exercises & Lessons Identified

3.2.8 Describe the general roles and responsibilities and timing for validations/exercises and how lessons identified are recorded and shared