Major Emergency Plan 2015 - Dartford Borough Council
Transcription
Major Emergency Plan 2015 - Dartford Borough Council
MAJOR EMERGENCY PLAN 2015: The latest version of this document may be found at the Dartford Borough Council website; www.dartford.gov.uk/emergency All organisations should ensure that if printed copies of this document are being used, the latest version is obtained from this source. Version 1.8; November 2015 Classification: None Next scheduled review: November 2016 All enquiries relating to this document should be sent to: Mark Salisbury Enforcement and Regulatory Services Manager Dartford Borough Council Civic Centre, Home Gardens Dartford Kent, DA1 1DR Tel: 01322 343434 Richard Cherry Enforcement Manager Dartford Borough Council Civic Centre Home Gardens Dartford Kent DA1 1DR Tel: 01322 343434 Email: mark.salisbury@dartford.gov.uk Email: richard.cherry@dartford.gov.uk Dartford Borough Council Major Emergency Plan 2015 This page is intentionally blank Page 2 of 139 Version 1.8 November 2015 Dartford Borough Council Major Emergency Plan 2015 Issue & review register Issue number Issue date Approved by Version 1.1 May 2010 Development version Version 1.2 June 2010 Management Team Version 1.3 Management Team Version 1.4 April 2012; Generic Roles – staff identified in the roles May 2012 Version 1.5 June 2012 Not completed Version 1.6 November 2013 Not completed Version 1.7 November 2014 Version 1.8 November 2015 Mark Salisbury – Kent Resilience Team Richard Cherry – Enforcement Manager DBC Compiled by: Enforcement Manager Not completed Date: November 2015 Organisation: Dartford Borough Council Approved by: Senior Management Team Date: Organisation: Dartford Borough Council Page 3 of 139 Version 1.8 November 2015 Dartford Borough Council Major Emergency Plan 2015 Distribution list and location of document An up-to-date copy of this document is available at www.dartford.gov.uk/emergency and is available via Resilience Direct www.resilience.gov.uk Additional copies of this plan are held electronically and/or in hard copy by those marked (*) on the internal distribution list below and is available for download to every other member of staff. Internal distribution Name Graham Harris * Sheri Green * Sarah Martin* David Thomas Marie Kelly-Stone * Tim Sams * Teresa Ryszkowska Annie Sargeant Mark Salisbury* Richard Cherry* Andrew Nichols Peter Dosad Adrian Gowan Richard James Philippa Curtis Helen Clark Role/Organisation Managing Director Strategic Director (External Services) Strategic Director (Internal Services) Environmental Services Manager Head of Legal Services Financial Services Manager Head of Regeneration Environmental Health Manager (Joint Service with Sevenoaks) Enforcement, Regulatory Services and Community Safety Manager Enforcement Manager Building Control Manager Head of Housing Policy and Corporate Support Manager Information and Communications Technology Manager HR Business Advisor Communications Emergency Planning Co-ordination Group members * Business Continuity Co-ordination Group members * All senior managers (not included elsewhere) * All staff via intranet External distribution Name Michele Cheyne Emergency Planning Officer Emergency Planning Officer Page 4 of 139 Role/Organisation Kent Resilience Team Kent County Council Gravesham Borough Council. Sevenoaks District Council, Bexley London Borough Council, Thurrock Council. Version 1.8 November 2015 Dartford Borough Council Major Emergency Plan 2015 Table of contents 1 Introduction.......................................................................................1 1.1 Aim and objectives 1 1.1.1 Aim 1 1.1.2 Objectives 1 1.2 The responsibilities of local government under the Civil Contingencies Act 2004 and other emergency planning legislation 2 1.3 Staff health and safety 2 1.4 Staff welfare 2 1.5 Interlinking documentation 3 2 Plan maintenance, audit and review ..................................................5 2.1 The generic plan template 5 2.2 Customised district or county plan 5 2.3 Dartford Borough Council Major Emergency Plan 5 3 Alerting, determination and activation ..............................................7 3.1 Alerting procedure 7 OR ........................................................................................................8 3.1.1 Formal alerting arrangements in a major emergency 9 3.2 Determination 10 3.3 Activation 11 4.1 Emergency management structure................................................12 Figure 4.2: Internal Responsibility for Alerting Action in a Major Emergency 13 Figure 4.3: Strategic Emergency Management Structure 14 5 Common functional emergency response Plans ...............................15 5.1 The Emergency Activation Procedure 17 5.1.1 Overview 17 5.1.2 Location of document 17 5.2 Customer Services service Manual 19 5.2.1 Overview 19 5.2.2 Location of document 19 5.2.3 Roles of Customer Services 19 5.3 Emergency Centre operations 21 5.3.1 Overview 21 5.3.2 Location of document 21 5.3.3 Functions of the Emergency Centre 21 5.3.4 Emergency Centre Operations Team 21 5.3.6 Duty Emergency Planning Officer 22 Emergency Centre Operations Team 23 5.3.8 Support (Emergency Centre) Manager 5.3.9 Information Manager 24 5.3.10 Information Officers 24 5.3.13 Media (Communications) Manager 25 5.3.15 Emergency Centre Secretary 26 5.3.17 Media Officers 26 5.3.18 I T and Telephony Officer 26 5.3.19 Housing / Homelessness Advisor 26 5.3.20 Customer Services Assistants 26 Page 5 of 139 23 Version 1.8 November 2015 Dartford Borough Council Major Emergency Plan 2015 5.3.21 Security Officers 27 5.3.22 GIS (Display) Officer27 5.3.23 Information Management and Briefing 28 5.3.23.1 Display Boards 28 5.3.23.1.1 Situation Board 28 5.3.23.1.2 Focus Points 28 5.3.23.1.3 Action Board 29 5.3.23.1.4 Dedicated History Board or other historical/status data 29 5.3.23.1.5 StarBoard 30 5.3.23.2 Conducting Briefs and Briefing Types 30 5.3.23.2.1 Preparing for a brief 30 5.3.23.2.2 The Protocol Brief 30 5.3.23.2.3 The Focus Brief 32 5΄3΄23΄2΄4 ΐΆ͊ ͡ΐΉΡ͊-Ωϡφ͢ θΉ͔͊ 32 5.3.23.3 Forms and other data collection methods 35 5.3.23.3.1 The Message Form 35 5.3.23.3.2 Copyboard Printouts 40 5.3.23.3.3 Personal Logs 40 5.3.23.3.4 Emails 40 5.3.23.3.5 Faxes and other paper correspondence 40 5.3.23.3.6 Other information 40 5.3.23.3.7 Information Flows 41 5.4 Incident Liaison operations 43 5.4.1 Overview 43 5.4.2 Location of document 43 5.4.3 Role of Incident Liaison Officers 43 5.5 Finance, insurance and legal 46 5.5.1 Overview 46 5.5.2 Role of Finance and Human Resources 46 5.5.3 Roles of Legal and Audit 47 5.6 Media and communications plan 49 5.6.1 Overview 49 5.6.2 Location of Document 49 5.7 Human Resources plan 51 5.7.1 Overview 51 5.7.2 Location of document 51 5.8 Maritime oil pollution and shoreline response, chemical spill and cargo recovery Plan 5.8.1 Overview and terminology 53 5.8.2 District Council Responsibilities 54 5.8.3 County Council Responsibilities 54 5.8.4 Associated documents and plans 55 5.8.5 Location of documents 55 5.9 Other Liaison Responsibilities 56 5.9.1 Overview 56 5.9.1.1 Strategic Coordination Group (SCG) 56 5.9.1.2 Tactical Coordination Group or Silver Command Centres 56 5.9.2 Location of document 56 53 6 Dartford Borough Council specific emergency response plans..........58 6.1 Environmental Health Generic Response 61 6.1.1 Overview 61 6.2 Humanitarian Assistance Plan 63 Page 6 of 139 Version 1.8 November 2015 Dartford Borough Council 6.2.1 Overview 63 6.2.2 Location of document 63 6.3 Dangerous structures and building control 6.3.1 Overview 65 6.4 Community plans67 6.4.1 Overview 67 Major Emergency Plan 2015 65 7 Kent County Council Specific Emergency Response Plans .................69 7.1 Kent Families and Social Care Emergency Plan 71 7.1.1 Overview 71 7.1.2 Location of document 71 7.2 Enterprise and Environment emergency plan 73 7.2.1 Overview 73 7.2.2 Location of document 73 7.3 Customer and Communities emergency plan 75 7.3.1 Overview 75 7.3.2 Location of Document 75 7.4 Kent Commercial Services Emergency Plan/Chief Executives Department Directorate Emergency Plan 77 7.4.1 Overview 77 7.4.2 Location of document 77 7.5 KCC Chief Officer Group Response Plan 79 7.5.1 Overview 79 7.5.2 Location of Document 79 8 Multi-Agency Emergency Response Plans ........................................81 8.1 Evacuation, Shelter and Immediate Care 83 8.1.1 Overview and Terminology 83 8.1.2 District Council Responsibilities 83 8.1.3 County Council Responsibilities 83 8.1.4 Associated Documents and Plans 83 8.1.5 Location of documents 84 8.2 Identifying Vulnerable People 85 8.2.1 Overview and Terminology 85 8.2.2 District Council Responsibilities 86 8.2.3 County Council Responsibilities 86 8.2.4 Associated Documents and Plans 86 8.2.5 Location of Documents 86 8.3 Severe Weather and Flooding 87 8.3.1 Overview and terminology 87 8.3.2 District Council Responsibilities 87 8.3.3 County Council Responsibilities 88 8.3.4 Associated Documents and Plans 88 8.3.5 Location of Documents 88 8.4 Fuel shortage 89 8.4.1 Overview and Terminology 89 8.4.2 District Council Responsibilities 89 8.4.3 County Council Responsibilities: 89 8.4.4 Associated Documents and Plans 90 8.4.5 Location of Documents 90 8.5 Transportation and Highways Emergencies 8.5.1 Overview and Terminology 91 Page 7 of 139 91 Version 1.8 November 2015 Dartford Borough Council Major Emergency Plan 2015 8.5.1.1 Rail Incident 91 8.5.1.2 Aircraft Incident 91 8.5.1.3 Maritime Emergency 91 8.5.1.4 KCC Highway Services Maintained Highway Network 91 8.5.1.5 Highways Agency Maintained Highway Network 92 8.5.1.6 Operation Stack 92 8.5.1.7 Spillage Incident 92 8.5.1.8 Care of Travelling Public 92 8.5.1.9 Transport Incidents Involving Radiological Material 92 8.5.2 District Council Responsibilities 93 8.5.3 County Council Responsibilities 93 8.5.4 Associated Documents and Plans 93 8.5.5 Location of Documents 93 8.6 Pipelines, Control of Major Accident Hazard Sites and Radiation Emergencies 8.6.1 Overview and Terminology 95 8.6.1.1 Major Accident Hazard Pipelines (MAHP) 95 8.6.1.2 Control of Major Accident Hazards sites (COMAH) 95 8.6.1.3 Dungeness Sites and REPPIR 96 8.6.1.4 Other Industrial Installations 96 8.6.1.5 Other Radiological or Chemical Incidents 96 8.6.2 District Council Responsibilities 96 8.6.3 County Council Responsibilities 97 8.6.4 Associated Documents and Plans 97 8.6.5 Location of Documents 97 8.7 Human Health Emergencies 99 8.7.1 Overview and Terminology 99 8.7.2 Pandemic Influenza 99 8.7.3 Joint District and County Council Responsibilities 99 8.7.4 Other Specific County Council Responsibilities 99 8.7.5 Associated Documents and Plans 100 8.7.6 Location of Document 100 8.8 Animal Health Emergencies 101 8.8.1 Overview and Terminology 101 8.8.2 Joint District and County Council Responsibilities 101 8.8.3 Other Specific County Council Responsibilities 101 8.8.4 Associated Documents and Plans 101 8.8.5 Location of Document 102 8.9 Kent Voluntary Sector Emergency Group (KVSEG)103 8.9.1 Overview and Terminology 103 8.9.2 Joint County and District Council Responsibilities 103 8.9.3 Associated Documents and Plans 103 8.9.4 Location of Documents 103 8.10 Mass Fatalities and Excess Deaths 105 8.10.1 Overview and Terminology 105 8.10.1.1 Mass Fatalities 105 8.10.1.2 Resilience Mortuaries 105 8.10.1.3 National Emergency Mortuary Arrangements (NEMA) 105 8.10.1.4 Excess Deaths 105 8.10.2 District Council Responsibilities 105 8.10.3 County Council Responsibilities 106 8.10.4 Associated Documents and Plans 106 Page 8 of 139 95 Version 1.8 November 2015 Dartford Borough Council Major Emergency Plan 2015 8.10.5 Location of Documents 106 8.11 Military Support 107 8.11.1 Overview 107 8.11.2 Associated Documents and Plans 8.11.3 Location of Documents 107 107 9 Business Continuity Management ..................................................109 9.1 Overview and Terminology 9.2 Location of Documents 109 109 10 Recovery ......................................................................................111 10.1 Overview and Terminology 111 10.1.1 The Humanitarian Assistance Centre 10.2 Overview of County Council Responsibilities 10.3 Overview of District Council responsibilities 10.4 Associated Documents and Plans 112 10.5 Location of Documents 112 111 112 112 11 Community Leadership ................................................................113 11.1 Overview 113 11.2 Core Activities During an Emergency 113 11.3 Core Activities During the Recovery Phase 11.4 Associated Documents and Plans 113 11.5 Location of Documents 113 113 12 Training and Exercising.................................................................115 12.1 Training 12.2 Exercising 115 115 Appendix 1- Mutual Aid Agreement..................................................117 Appendix 2- Emergency Contact Directory ............................................. A3.1 Introduction..............................................................................123 A3.2 Core Generic Roles A3.3 Non-core roles Page 9 of 139 123 129 Version 1.8 November 2015 Dartford Borough Council Major Emergency Plan 2015 This page is intentionally blank Page 10 of 139 2015 Version 1.8 November 1 Introduction Local authorities have clear legal obligations and duty of care to provide effective, robust and demonstrable emergency arrangements to mobilise resources to deal with a broad range of emergencies. From time to time emergencies occur which require special measures to be taken. Such events are defined under the Civil Contingencies Act 2004 as; ͡(̮) ̮ ͊Ϭ͊φ Ωθ μΉφϡ̮φΉΩ ϭΆΉ̼Ά φΆθ̮͊φ͊μ μ͊θΉΩus damage to human welfare in the United Kingdom or in a Part or region, (b) an event or situation which threatens serious damage to the environment of the United Kingdom or of a Part or region, or (c) war, or terrorism, which threatens serious damage to the security of the United Kingdom. ͡ This document has been prepared to comply with the Civil Contingencies Act 2004. A short guide to the Civil Contingencies Act can be found at (http://webarchive.nationalarchives.gov.uk/+/http:/www.cabinetoffice.gov.uk/media/13242 8/15mayshortguide.pdf). As a category 1 responder Dartford Borough Council is charged with preparing appropriate plans to deal with a wide range of emergencies that fall within φΆ͊ ̼Ωϡ̼ΉΛ͞μ θ͊ΡΉφ΄ 1.1 Aim and objectives 1.1.1 Aim To provide procedures and guidance that facilitate an appropriate and proportionate response by the Council to meet the needs of any emergency thereby contributing to alleviation of distress and disruption caused by such incidents, and enable the authority to continue to provide normal services as far as is possible. 1.1.2 Objectives To define local government responsibilities in an emergency in accordance with the Civil Contingencies Act 2004 as Category 1 Responders; To outline the District Council and County Council emergency response capability and the services they may bring to bear, on a singular basis or jointly; To describe how the emergency response and recovery processes will be activated; To describe the alerting arrangements for calling out key staff, mobilising services or activating mutual aid; To outline the management and communication structure in emergencies; To describe the set up and management process of the District Ωϡ̼ΉΛ͞μ Emergency arrangements. To provide a co-ordinating document referring to and linking with individual functional plans and specific incident plans. Dartford Borough Council Major Emergency Plan 1.2 The responsibilities of local government under the Civil Contingencies Act 2004 and other emergency planning legislation Under the Civil Contingencies Act 2004 and associated regulations, all county and district authorities have a responsibility to undertake the following responsibilities; To assess the risk of an emergency occurring To plan for and to respond to a broad range of emergencies To be resilient as an organisation, putting into place suitable business continuity measures To share information with other responders To warn and inform the public before, during and after an emergency To cooperate with other responders To promote business continuity and other good resilience practice to local businesses and the voluntary sector. This plan is intended to meet the requirements outlined by this legislation with respect to detailing the emergency response as well as detailing the response measures required under the Control of Major Accident Hazards (COMAH) Regulations 2015, Pipeline Safety Regulations 1996 and the Radiation Emergency Preparedness Public Information Regulations (REPPIR) 2001. 1.3 Staff health and safety Existing standards and requirements for health and safety at work will apply to major emergency responses by the Council. This includes risk assessments. However, due to urgency and the rapidly changing nature of major emergencies, it is likely that more reliance will be placed on dynamic risk assessment. Awareness of hazards and their potential to cause harm will need to be addressed by all levels of response. It must be remembered that this is a continuous process. It is important that managers and staff recognise when their limit of knowledge and understanding of the potential hazards has been reached and they will need to seek competent advice before proceeding with an activity. Emergency planning and training will also need to include measures to manage risks. 1.4 Staff welfare Staff engaged in major emergency response may find the experience very stressful. Exposure to traumatic sights or close contact with people who have just experienced or witnessed a traumatic event can be a high pressure situation. Crisis management involving long working hours combined with intense activity that demands quick decision making are potentially damaging to health. Careful selection of staff can help to minimise the risk. Awareness of any staff with personal links to anyone directly involved in the disaster or direct links to similar disasters in the past will also aid staff selection. Managing shift lengths and rotation of staff, structured breaks with adequate refreshments ̮͆ ΩεεΩθφϡΉφΉ͊μ φΩ ͊ͼ̮ͼ͊ Ή Ή͔ΩθΡ̮Λ ͆Ήμ̼ϡμμΉΩ ϭΉφΆ ̼ΩΛΛ̮͊ͼϡ͊μ ̮ϭ̮ϳ ͔θΩΡ φΆ͊ ͔͡θΩφ ΛΉ͊͢ ̼̮ ̮ΛμΩ Ά͊Λε φΩ ΡΉΉΡΉμ͊ εΩφ͊φΉ̮ΛΛϳ ̮͆Ρ̮ͼΉͼ μφθ͊μμ΄ 2 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan Staff should be made aware of the CΩϡ̼ΉΛ͞μ HR support services and how they can access them and also participate in training and exercising so that they are better prepared to cope in an emergency. 1.5 Interlinking documentation This plan is designed to ̮̼φ ̮μ ̮ ͔Ωϡ̮͆φΉΩ φΩ φΆ͊ ̮ϡφΆΩθΉφΉ͊μ͞ θ͊μεΩμ͊ ̮͆ ϭΉΛΛ ensure that it interlinks with the following documents: The KRF Pan Kent Emergency Response Framework The KRF Pan Kent Emergency Recovery Framework Other KRF Subject Specific Plans Relevant District and County Council Plans Relevant District and County Council detailed functional Plans associated directly with the deliverables detailed within this Plan. National and regional Plans KRF pan Kent Emergency Response Framework KCC and other Subject Specific Plans KCC Specific Plans KRF pan Kent Recovery Framework DARTFORD BOROUGH COUNCIL MAJOR EMERGENCY PLAN KRF Subject Specific Plans District Council Functional Plans Suitable cross referencing to relevant documentation and plans will be made as necessary, therefore ensuring that all appropriate interlinking arrangements are identified accordingly. 3 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan This page is intentionally blank 4 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan 2 Plan maintenance, audit and review 2.1 The generic plan template The generic plan template acts as the core foundation document that is customised by a district council and the county council to act as their major emergency plan. The generic plan template is maintained by the Kent Resilience Team (KRT) on behalf of all Kent district councils. The generic plan template is audited and reviewed on an annual basis by the Kent Local Authority Emergency Planning Group (LAEPG). 2.2 Customised district or county plan A customised plan using the generic plan template is maintained, audited and reviewed by its own council, using that council͞μ Ωϭ Ήφ͊θ̮Λ Ρ̮Ήφ̮̼͊͊ ̮ϡ͆Ήφ ̮͆ θ͊ϬΉ͊ϭ εθΩ̼͊μμ͊μ΄ The customised plan must take into account any agreed changes to the generic plan template made by the LAEPG. 2.3 Dartford Borough Council Major Emergency Plan The Dartford Borough Council Major Emergency Plan is reviewed biennially by the Enforcement Manager and overseen by the Enforcement Regulatory Services Manager for approval by the Ωϡ̼ΉΛ͞μ senior management team. !ϳ μΉͼΉ͔Ή̼̮φ ̼Ά̮ͼ͊μ φΩ φΆΉμ Λ̮ ϭΉΛΛ ̻͊ θ͊εΩθφ͊͆ φΩ φΆ͊ Ωϡ̼ΉΛ͞μ Ͱ̮̮ͼ͊Ρent Team for agreement. 5 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan This page is intentionally blank 6 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan 3 Alerting, determination and activation 3.1 Alerting procedure Notification that an incident has occurred may be received from a number of sources. This information could cΩΡ͊ ͔θΩΡ ͡Ω͔͔Ή̼Ή̮Λ͢ μΩϡθ̼͊μ μϡ̼Ά ̮μ ͨ͊φ ΩΛΉ̼͊ Ωθ φΆ͊ ͨ͊φ Resilience Team. It is equally possible that the first notification of an incident could come from a member of the public or a member of staff. During office opening hours: Customer Services 01322 343434 During office opening hours, Customer Services [01322 343434] should receive the first notification of a major emergency. The Enforcement and Regulatory Services (EARs) Manager or his/her Deputy, will be informed by the duty Customer Services supervisor. He/she will then inform the Managing Director or Strategic Director who will decide who will assume the role of the Emergency Coordinator ̮͆ Ρ̮̮ͼ͊ φΆ͊ Ωϡ̼ΉΛ͞μ θ͊μεΩμ͊ φΩ φΆ͊ emergency with the support of the EARs Manager (if he/she is not the nominated Emergency coordinator ). Outside normal office hours: Pinnacle PSG (01322 343434 and 0345 634 1212) Outside office opening hours the switchboard number will switch to; Pinnacle PSG (01322 343434 and 0345 634 1212) the following is an extr̮̼φ ͔θΩΡ φΆ͊ Ωϡ̼ΉΛ͞μ ͷϡφ Ω͔ HΩϡθμ Manual and sets out the procedure for alerting the Emergency Coordinator. ͛φ Ήμ ̮ΛΡΩμφ ̼͊θφ̮Ή Ή ̮ Ρ̮ΕΩθ ͊Ρ͊θͼ̼͊ϳ φΆ̮φ φΆ͊ ΆμϭΉφ̼ΆΉͼ μϳμφ͊Ρ͞ φΩ !ΡΉ̼ϡμ Ά͊μεΩμ͊ ϭΉΛΛ ̻̼͊ΩΡ͊ ΩϬ͊θΛΩ̮͆͊͆ μΩ φΆ͊ Ωϡ̼ΉΛ͞μ Ρ̮Ή μϭΉφ̼Ά̻Ω̮rd will be opened up. The switchboard will then be kept open throughout the emergency and will not be shut down again without prior agreement with Pinnacle PSG. 7 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan MAJOR EMERGENCIES These are occasions when large numbers of people or considerable areas of land and/or properties are seriously affected by an occurrence e.g. large scale flooding, major rail disaster, serious explosion, aircraft crash, bridge collapse, serious fire, gas or toxic fume escape, heavy sudden snowfall, exceptionally high winds etc. Notification of a major emergency will usually come via: The emergency services, (police, fire and ambulance) are often the first to identify a major emergency situation and will seek assistance from the Council. OR A member of the Kent Resilience Team may forward the information that an incident is being treated as a major emergency. OR Council staff already involved with a problem may become aware that a situation has deteriorated to the point of crisis or is rapidly moving in that direction and will report this fact. OR The severity of the problem as notified by the emergency services emerges, or the volume of telephone calls from members of the public and others becomes overwhelming such that normal central services cannot cope. 8 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan 3.1.1 Formal alerting arrangements in a major emergency Kent Police Force Communications Centre Incident report from public or emergency services Kent Fire and Rescue Service Military Receiving hospitals (if required) South East Coast Ambulance NHS Trust NHS England, Public Health England Local Police Dartford Borough Council KRT Duty Emergency Planning Officer KCC directorates (if required) Public utility companies (if required) Maritime and Coastguard Agency Voluntary organisations (as required) Customer Services 01322 343434 Or Pinnacle PSG (01322 343434 and 0345 634 1212) Emergency Coordinator (see 3.2) Support Manager, Liaison Officers and Function Coordinators Notes: 1. This chart shows a complete cascade notification process only. 2. Notification may be received formally or informally via a number of sources directly to the authority, which may require formal activation of this Plan. 9 Version 1.6, November 2013 Dartford Borough Council Major Emergency Plan 3.2 Determination The Emergency Coordinator will assess whether a Major Emergency has occurred in accordance with the procedure set out below If ΆΦ͊μ͞ go to 1 7 Has an event or situation occurred which threatens serious damage to human welfare? loss of human life; human illness or injury; homelessness, damage to property; disruption of a supply of money, food, water, energy or fuel; disruption of an electronic or other system of communication; disruption of facilities for transport; disruption of services relating to health. Has an event or situation occurred which threatens serious damage to the environment? contamination of land, water or air with harmful biological, chemical or radio-active matter, or oil; flooding; disruption or destruction of plant life or animal life. Has an event or situation occurred which threatens serious damage to security of all or part of the UK? war or armed conflict; terrorism. Has an emergency occurred which seriously affects the ability of the Council to continue to perform its functions? Has an emergency occurred which makes it necessary or desirable for the Council to perform its functions for the purpose of preventing the emergency, reducing, controlling or mitigating its effects or taking any other action in connection with the emergency? Can the emergency be dealt with as part of the Council's day-to-day activities without significantly changing the deployment of our resources and without acquiring additional resources? Not a major emergency 8 MAJOR EMERGENCY 2 3 4 5 6 10 2013 4 If ΆͱΩ͞ go to 2 4 3 4 4 6 5 6 7 7 8 Version 1.6, November Dartford Borough Council Major Emergency Plan 3.3 Activation The plan will be activated when the council receives a formal or informal notification of an emergency occurring in its administrative area that is likely to seriously impact upon the CΩϡ̼ΉΛ͞μ functions and could exceed its capacity to deal with effectively using normal dayto-day response arrangements. In some cases it will be clear from the outset that a major emergency situation for the Council has occurred or is imminent but, in others, it might be that the initial level of information is not sufficient to make an immediate decision and it will be necessary to seek more information to clarify the situation. The Emergency Coordinator should then consult section 5.1 for full details of further activation advice and procedures. 11 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan DARTFORD BOROUGH COUNCIL Strategic Management Group Strategic 4.1 Emergency management structure Multi-agency Strategic Coordination Group (SCG) County Strategic Management Group Tactical Dartford Borough Emergency Centre County Emergency Centre Other Local / Borough Emergency Centres Rest Centre Operations County ILO Operational District ILO Other Liaison Operations Main Information & Communications Links Notes: 1. This diagram reflects a comprehensive local authority emergency management structure and its interaction with a multi-agency Strategic Coordination Group. 2. The structure may be partially set up depending on the size and scale of the event, as well as which level of local government is required to respond. 3. When an emergency is entirely within one district council area then that Council will coordinate the local authority response. If it affects more than one district council area, or if it is too big for the district council to manage, then KCC will take on the coordinating role. 12 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan Figure 4.2: Internal Responsibility for Alerting Action in a Major Emergency CUSTOMER SERVICES SUPERVISOR / OPERATOR (Office working hours) Pinnacle PSG (Out of office working hours) Enforcement and Regulatory Services Manager or Enforcement Manager EMERGENCY COORDINATOR ASSISTANT EMERGENCY COORDINATOR STRATEGIC MANAGEMENT GROUP OPERATIONS TEAM; INFORMATION MANAGER MEDIA MANAGER GIS MANAGER IT and TELEPHONY OFFICER EMERGENCY CENTRE: SUPPORT MANAGER and SECRETARIAT FUNCTION COORDINATORS e.g. ENVIRONMENTAL HEALTH, BUILDING CONTROL 13 2013 FINANCE AND AUDIT HOUSING, HOMELESSNESS, HUMANITARIAN WELFARE Version 1.6, November LIAISON OFFICERS Dartford Borough Council Major Emergency Plan Figure 4.3: Strategic Emergency Management Structure BOROUGH EMERGENCY COORDINATOR STRATEGIC COMMANDER Enforcement and Regulatory Services Manager STRATEGIC MANAGEMENT GROUP INCIDENT LIAISON OFFICER HUMAN OPERATIONS TEAM RESOURCES LEGAL ADVISOR MEDIA MANAGER CABINET MEMBERS GROUP 14 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5 Common functional emergency response Plans This section details the ̮ϡφΆΩθΉφϳ͞μ specific roles in accordance with its role in a major emergency response. This section has been provided with a generic layout as follows: An overview of the Plan The location of the Plan A copy of the Plan can be placed within the section if appropriate or required. As a helpful aide-memoir, the following list covers the responsibilities of all local authorities, and shows how these are split between County Council and District Council. Where a responsibility falls to one party, the other may agree to carry it out on their behalf, through mutual aid arrangements, or provide support. The list is also cross referenced with the relevant section(s) of this plan. For the sake of brevity, the list does not include the many day to day functions which local authorities may carry out as part of the response, nor does it cover internal management activity. 1 2 3 4 5 Provide a 24 hour point of contact to receive alerts and warnings, and for the management of a large volume of public calls Coordinate the local authority response where more than one district is involved Establish and staff a local authority incident liaison Point Alert health authorities where action other than direct casualty care is required Liaise with central and regional government 6 Liaise with administrative authorities in binational or multi-national emergencies 7 8 Arrange for military aid Assist in providing a catering service for involved personnel 9 Alert and coordinate voluntary organisations 10 11 Arrange attendance of ministers of religion Support other responders with council resources 12 13 Implement animal health measures Support other responding agencies in the response to a communicable disease outbreak Establish a system for disseminating information 14 15 2013 County District Liaise Lead Section(s) 3 5.1 5.2 4 Note 3 5.4 8.1 5.3 5.10 5.3 5.10 8.5 8.11 7.1 7.2 7.3 7.4 5.1 8.9 8.9 Sections 5, 6 and 7 6.9 8.8 8.7 8.8 5.5 Version 1.6, November Dartford Borough Council 15 16 17 18 19 20 21 22 23 24 25 26 27 28 16 2013 to the public, in co-operation with other responders, and make premises available for public information centres Open and run support centres as required Provide alternative, transit or temporary accommodation for temporarily homeless people Provide care for people in transit who have been affected by the incident Provide a catering service for evacuees Provide emergency clothing and other welfare items Provide specialist care for vulnerable people at support centres Make available premises under council control for temporary accommodation of evacuees or for other use in support of the response Establish, operate and close down temporary mortuaries, in co-operation with other involved agencies Site clearance in public areas Provide a scheme for the response to oil pollution or contamination of the shore by hazardous substances Beach clean up In addition to maintaining traffic flows, arrange for routing signs on the Highway for directing resources as necessary Advise on the availability of road passenger transport, and arrange for emergency redeployment Provide a service in respect of buildings regulations, including inspections of dangerous structures Major Emergency Plan 8.1 6.2 8.1 8.1 8.1 8.1 7.1 7.2 8.1 8.9 8.1 8.10 7.3 5.9 5.9 7.3 8.5 8.1 8.5 6.4 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.1 The Emergency Activation Procedure 5.1.1 Overview This document is designed to provide detailed guidance to the Emergency Coordinator to assess a situation, whether that is a formal notification or an assessment of intelligence, and to provide guidance on further activation and set up of a suitable emergency response, using this Plan as a basis for that response. The Plan provides: a determination procedure; advice on activation; key activation procedures; links to other relevant documentation; background information on useful services, agencies and procedures; outline of the current out of hours service. 5.1.2 Location of document This document is produced and maintained by the EARs Manager and is distributed to all The Management Team, all Emergency Planning and Business Continuity Coordinators and all members of staff. This document may be found at; www.dartford.gov.uk/emergency (electronic copy) Emergency Centre (paper copy) The Emergency Coordinator (either the Enforcement Manager or Enforcement and Regulatory Services manager) may, depending on influencing factors, decide to alert the nominated Assistant Emergency Coordinator, particularly if the strategic and/or tactical θ͊μεΩμ͊ Ήμ ̻͊Ήͼ Ρ̮̮ͼ͊͆ ̮ϭ̮ϳ ͔θΩΡ φΆ͊ Ωϡ̼ΉΛ͞μ Ω͔͔Ή̼͊μ΄ At that stage the decision to activate the Borough Emergency Centre will be agreed between the Emergency Coordinator and the Assistant Emergency Coordinator. The scale and nature of the emergency will be assessed and agreement reached as to: whether it is likely to become a major emergency (section 3.2); what resources to deploy to the scene of the incident; what resources to deploy to the strategic and tactical command centres; ϭΆ͊φΆ͊θ φΩ ̮̼φΉϬ̮φ͊ φΆ͊ ΩθΩϡͼΆ͞μ Ͱ̮ΕΩθ EΡ͊θͼ̼͊ϳ Λ̮ ̮͆/Ωθ Fϡ̼φΉΩ̮Λ Λ̮s. If it is decided to activate the Borough's Major Emergency Plan, the Assistant Emergency Coordinator will initiate the emergency alerting structure. Officers will be alerted through φΆ͊ Ωϡ̼ΉΛ͞μ ͊-mail network or by other communications systems that are in use during office hours. Out of hours the alerting will be performed by call-out systems that are in place or for those who do not generally provide out of hours service contact will be made by a member of the Human Resources (BT) team using data held on personnel (no-one else will use those records thus avoiding data being available to those that may not be entitled to have it). A responsible person at BT who will be contacted Ά̻ϳ φΆ͊ out of hours͞ by the DBC, HR Business Advisor to respond to any instructions from them in connection with our ME plan 17 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 18 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.2 Customer Services service Manual 5.2.1 Overview This document is designed to detail the role of Customer Services as a front line service of the Council and includes the role of the service in an emergency response. Essentially, Customer Services provides the following core services: Front line telephone and face to face enquiries for the exchange of information between the Council and its customers. Separating incoming emergency calls from normal business calls and directing emergency calls to the appropriate place. Postal services. The Manual describes how information from customers who contact the authority before, during and after an emergency will be processed. This may involve a range of processes, such as initial assessment, pertinent and timely passing of information and the monitoring of calls. During and after an emergency, the Manual describes how the information from customers is assessed and used to assist in response and recovery work. 5.2.2 Location of document This document has been produced and is maintained by the Customer Services team and kept by Customer Services. 5.2.3 Roles of Customer Services 19 2013 Operate telephony (in the Contact Centre and on reception), and where required the analogue telephones in the Borough Emergency Centre and the Borough radio system. Forward all calls to the appropriate destination, if known. If the destination is not known, forward calls to the Enquiries Officers. Maintain a log of all incoming calls and actions taken Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 20 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.3 Emergency Centre operations 5.3.1 Overview This plan details the operation of the Emergency Centre from activation and set up, operation and stand-down. It also details: key guidance and principles; the emergency management structure and its place within that structure; information management; roles; emergency management procedures; communication processes. 5.3.2 Location of document This document is produced and maintained by EARs Manager and can be found in this section. 5.3.3 Functions of the Emergency Centre to act as the focus for the coordination of the Council's activity in response to a major emergency; to receive, collate, analyse, display and distribute information; to determine priorities; to implement the Council's response; to liaise with services/organisations involved; to request support from County/other District Councils/other organisations; to inform the media, and the general public of the effects of the emergency; to maintain efficient communications links; to assess, implement, and record financial transactions arising from the emergency; to provide a centre for receiving, analysing and assessing scientific information; to maintain a record of events. 5.3.4 Emergency Centre Operations Team The Emergency Centre Operations Team (see Figure 4.1.3) will be headed by the Assistant Emergency Coordinator and consist of Function Coordinators, Support Manager and Secretariat. Appropriate members of other organisations, e.g. Kent County Council Education/Social Services departments, utilities, emergency services may be invited to attend in order to contribute to the decision-making process. These officers will provide an information and management link between their Directorate or organisation and the Borough Emergency Centre and will: 21 2013 attend the Borough Emergency Centre when requested; advise the Emergency Coordinator and participate with the Strategic Management Team in the strategic command process; operate on behalf of their parent service identifying problems and tasks and taking action to solve them; Version 1.6, November Dartford Borough Council Major Emergency Plan manage activities related to their Directorates outline responsibilities. Take part, in and support, any standing or ad hoc working groups established to manage aspects of the emergency; identify, either alone or with others, the major items of policy that have to be addressed in the short, medium, or long term. Ensure that these are drawn to the attention of the Emergency Coordinator. CORE GENERIC ROLES Below is a full description of the generic roles within the Emergency Centre (please refer to Appendix 3 for a brief outline of all roles, responsibilities and nominated Council staff) 5.3.5 Emergency Co-ordinator To lead the Emergency Management Team who will co-Ωθ͆Ή̮φ͊ φΆ͊ Ωϡ̼ΉΛ͞μ θ͊μεΩμ͊ φΩ ̮ major emergency. This will include: Assessing the situation and its impact on the council and the community. Determining and reviewing the response measures being taken by the council. EμϡθΉͼ φΆ̮φ φΆ͊ ̼Ωϡ̼ΉΛ͞μ θ͊μεΩμ͊ ̮̼φΉΩμ ̮θ͊ ̮εεθΩεθΉ̮φ͊ εθΩεΩθφΉΩ̮φ͊ ̮͆ (where applicable) integrated with a broader multi-agency response. 5.3.6 Enforcement and Regulatory Services Manager (Duty Emergency Planning Officer) The EARs Manager (or his/her nominee) ϭΉΛΛ ̮̼̼ΩΡε̮ϳ φΆ͊ Ωϡ̼ΉΛ͞μ μφθ̮φ͊ͼΉ̼ representative to GOLD or SILVER command if required, in which event a second Emergency Planning Officer will assist the Emergency Co-ordinator in the management of the emergency and will carry out the following duties: Receiving the initial notifications of an emergency and deciding on the appropriate response. This may include activation and monitoring of individual services over and above the normal out of hours service Ωθ φΆ͊ ͔ϡΛΛ ̮̼φΉϬ̮φΉΩ Ω͔ φΆ͊ Ωϡ̼ΉΛ͞μ Ρ̮ΕΩθ emergency plan. Ensure that all planned emergency systems [e.g. information, support] that may be required come into effect and operate smoothly. Provide specialist advice to the Emergency Co-ordinator and the Emergency Centre Operations Team of the responsibilities of other organisations and their roles in an emergency as required. Act as the first point of contact for the Emergency Co-ordinator and liaise with other organisations as appropriate. 5.3.7 Assistant Emergency Co-ordinator 22 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan To head the Emergency Centre Operations Team and relieve the Emergency Co-ordinator of the operational duties of the Emergency Centre. This will include: Attending the Emergency Centre when requested. Agreeing the tactical approach to the emergency and deputising where needed. Advise the Emergency Coordinator. Take part in and support any standing or ad hoc working groups established to manage aspects of the emergency. Emergency Centre Operations Team 5.3.8 Support (Emergency Centre) Manager The Support Manager will be responsible for personnel and domestic arrangements of the Borough Emergency Centre. If requested by the Emergency Coordinator, the Support Manager will: Arrange for the Borough Emergency Centre to be set up, equipment to be re-located from work stations and elsewhere within the Council to the Emergency Centre and staffed with the assistance of: Information Officers Support Officers Arrange for the re-location of staff who occupy part of the Emergency Centre space so that they can fulfil their responsibilities in the emergency as well as carry out their normal duties. If the incident occurs out of office hours then contact should be made with a key holder requesting that the Civic Centre be opened and security measures taken. Call out and brief the following Function Coordinators: Media (Communications) Manager Legal advisor I T and Telephony Manager GIS Officer Housing/Homelessness advisor Finance/audit advisor Customer Services Assistants Caretakers/Security Attend the Borough Emergency Centre and ensure that it has been established correctly and that all the appropriate staff and equipment are present. Ensure that appropriate security systems are in operation to prevent unauthorised access to the Borough Emergency Centre. Operate predetermined financial arrangements covering necessary expenditure for the purpose of Borough Emergency Centre activities Maintain a record of staff on duty. Arrange for refreshments and/or feeding in the Borough Emergency Centre. Bring into operation Borough Emergency Centre staff shift arrangements, as necessary. Arrange, where necessary, for emergency sleeping accommodation for staff working in the Borough Emergency Centre (or other staff as necessary). As requested, provide the Emergency Centre Operations Team with appropriate information to aid them in their decision making. 23 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan If required, provide guidance for those staff undertaking Emergency Centre roles. Liaise with the Emergency Co-ordinator and the Media Manager over the compilation of information for release to the media and the public. Secure all records and files (in whatever format they may take) maintained in the Borough Emergency Centre for future scrutiny. On closure ensure that all staff and/or other organisations involved in support activities are informed and release staff to revert to their normal duties. Arrange for the reinstatement of the accommodation when the Borough Emergency Centre closes down. 5.3.9 Information Manager The Information Manager is responsible for managing the systems to gather, analyse, collate, display and disseminate information in an emergency. This will include: Proceeding to the Emergency Centre as directed and manage the Emergency Information Systems in accordance with Section 3 - Information and Support of the Civil Protection Plan. Service the Emergency Centre Operations Team and Media Manager with information. Join the Emergency Centre Operations Team as required to provide information. Provide information from the log of activities undertaken and any other records for the compilation of any subsequent report. 5.3.10 Information Officers To assist the Information Manager in their duties: This will include: Assisting the Support Manager with the preparation of the Borough Emergency Centre with particular reference to material used in information handling and equipment needed for staff to function effectively and efficiently during the incident. Clearly displaying, updating and printing-off the information that is required on the ͡ΊΉφϡ̮φΉΩ͢ ̻Ω̮θ͆ ͡HΉμφΩθϳ͢ ̻Ω̮θ͆ (Ή͔ Ή ϡμ͊) ̮͆ φΆ͊ ͡!̼φΉΩ͢ ̻Ω̮θ͆ ̮μ ϭ͊ΛΛ ̮μ supporting the smooth collation and display of other information within the centre. Manage information flow within the Borough Emergency Centre, Ensure that Enquiries Officers log ALL messages and that the display officer displays relevant information. Where paper systems have been used, ensure that yellow copies of the message form are obtained and are matched to the blue, thus ensuring that messages are always followed up. 5.3.11 Liaison Officers To act as key contact point between the Borough Emergency Centre and other centres or contact points (not Forward Control – see separate description for Incident Liaison Officer). This will include: 24 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan Representing the Council and relaying information to/from these sources. Ensuring that their organisation is kept up to date with relevant information. That message logs are filled out and distributed accordingly, and that the display boards are a true representatΉΩ Ω͔ Ή͔ΩθΡ̮φΉΩ ͔θΩΡ φΆ͊Ήθ Ωθͼ̮Ήμ̮φΉΩ͞μ μφ̮͆point. 5.3.12 Function Co-ordinators To co-Ωθ͆Ή̮φ͊ φΆ͊ ͆͊ΛΉϬ͊θϳ Ω͔ ̮̼φΉϬ̮φ͊͆ ͔ϡ̼φΉΩ εΛ̮μ ͆͊φ̮ΉΛ͊͆ Ή φΆ͊ Ωϡ̼ΉΛ͞μ ͊Ρ͊θͼ̼͊ϳ plan. Persons undertaking this role will be a member of the Emergency Management Team and will have a good knowledge of their functional plan. They will have the authority to apply all necessary resources to implement the plan as agreed by the Emergency Management Team. 5.3.13 Media (Communications) Manager In most major emergencies the Police lead on providing information to the public. This is a key role, since even a small incident may attract national media interest and a major one will bring in the media from around the world, resulting in pressure on the scale of a significant emergency in its own right. Normal day-to-day press officer duties will be involved, but carried out under extreme pressure and often through the medium of a Joint Media Briefing Centre (where all organisations involved in the response will pool their resources and co-ordinate their activities). The Media Manager will co-ordinate and advise on all aspects of public and media communications as described in the Media and Communications Plan. This will include: Assuming responsibility for all contact between the Council and the media. Maintaining close liaison with Media Officers from other organisations. Preparing material for release to the media. Arranging for briefings/press conferences, as required. Assessing the need for the release of information to the general public and the most appropriate means of doing this (together with the Emergency Co-ordinator and the Information Manager). Monitoring media coverage of the incident. Monitor social media discussion of the incident. Ensuring that relevant information obtained from external sources is fed back into the Borough Emergency Centre. 5.3.14 Incident Liaison Officer ΐΩ ̮̼φ ̮μ φΆ͊ Ωϡ̼ΉΛ͞μ ΛΉ̮ΉμΩ Ω͔͔Ή̼͊θ ̮φ φΆ͊ μ̼͊͊ Ω͔ ̮ ͊Ρ͊θͼ̼͊ϳ΄ ΐΆΉμ ϭΉΛΛ Ή̼Λϡ͆͊ 25 2013 Working with the other agencies to ensure that the incident is being dealt with in an effective manner. Representing the Council at multi-agency meetings chaired by the Police or Fire Incident Commander. Co-Ωθ͆Ή̮φΉͼ φΆ͊ Ωϡ̼ΉΛ͞μ Ω-the-scene response in accordance with the Incident Liaison Officer͞s Handbook. Version 1.6, November Dartford Borough Council Major Emergency Plan FUNCTION COORDINATORS – NON CORE ROLES 5.3.15 Emergency Centre Secretary To provide secretarial support to the Emergency Coordinator, ensuring that formal emails, notes, minutes of briefings and Situational Reports (SITREPS) are typed in a timely fashion. 5.3.16 Support Officers To provide a range of general support duties as and when required. This may include specific allocation to roles which need additional short term support, or general assistance to a broad range of functions. 5.3.17 Media Officers To support the Media Manager in the delivery of all aspects of public and media communications as described in the Media and Communications Plan. This will include: Assisting the Support Manager with preparation of the Borough Emergency Centre. Working with the Information Manager and Display Officer, to carry out the information systems as set out in Section 3 - Information and Support of the Civil Protection Plan. Forwarding inbound calls to appropriate destination. Recording inbound messages on the message forms (or electronically if directed). Displaying information - storing information (keeping the log). Sending outbound messages and determining the best route. 5.3.18 I T and Telephony Officer To maintain and resolve faults with the IT & telecoms equipment and infrastructure. To advise the Emergency Coordinator and Assistant Emergency Co-ordinator as to the provision and maintenance of the IT and telephony equipment and infrastructure. 5.3.19 Housing / Homelessness Advisor To advise the Emergency Coordinator and Assistant Emergency Co-ordinator as to Housing and homelessness issues 5.3.20 Customer Services Assistants Operate the telephony (in reception and Emergency Centre) and the Borough radio system (in Car Parks Administration). 26 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan Forward all calls to the appropriate destination, if known. 5.3.21 Security Officers If the emergency is out of office hours proceed to the Civic Centre and provide access to those only those staff dealing with the incident and those authorised by the Support Manager to be allowed into the building. Assist Support Manager with security and maintain a record of visitors including times of arrival and departure, etc, as would be done in day to day duties. If possible, provide an internal messenger service 5.3.22 GIS (Display) Officer The Display Officer will, when alerted, attend the Borough Emergency Centre and provide ̮̼̼͊μμ φΩ μϡΉφ̮̻Λ͊ G͛Ί ̮͆φ̮ φΆ̮φ Ρ̮ϳ ̻͊ ͆ΉμεΛ̮ϳ͊͆ Ω φΆ͊ ̼͊φθ͊͞μ ΊͰ!Άΐ board, or that may be printed off to assist in a range of briefings or meetings. This will include Being briefed by the Support Manager on the prevailing situation. Setting up maps, charts and visual displays and keep them updated to help the Emergency Centre Operations Team as well as others working in the Borough Emergency Centre. Interrogating messages received for information to be displayed. The type of information to be displayed may include the following; A map showing the extent of the problem. Details of Rest Centres set up, their capacity number of persons sent there, contact telephone numbers, etc. A chart showing the names and roles of Officers on duty in the Borough Emergency Centre. A list of resources available and in use. This would include vehicles of all types, sandbags, barriers, tarpaulins and the like. Details of the Emergency Coordinator͞μ ͊ϲφ ̻θΉ͔͊Ήͼ΄ 27 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.3.23 Information Management and Briefing 5.3.23.1 Display Boards There are four types of display board within the centre, each recording different types of information. Illustrated examples are given in 5.3.23.2.5 in this section. A flow chart of information management flows is also available in 5.3.23.3.7. 5.3.23.1.1 Situation Board This board is designed to show the recognised current situation facing the organisation at the moment. It is a high-level overview of the key issues, and is constantly updated to keep all team members up to date with what is going on now that is affecting them. The board ͆Ω͊μ Ωφ ΆΩΛ͆ ̮ϳ ΆΉμφΩθΉ̼̮Λ ̮͆φ̮ ̮μ φΆΉμ Ήμ φθ̮μ͔͊θθ͊͆ φΩ ͆͊͆Ή̼̮φ͊͆ ͡HΉμφΩθϳ͢ boards (if applicable), or nominated blank whiteboards or flip charts (see below). Actions that are completed should be checked to see if they impact on the Situation board, even if it is for a short space of time before it becomes information for a History board or flipchart. Information for this board will be generated by a number of means, including message forms (see below), logs and verbal briefing. It is recommended that a dedicated Information Officer be assigned to manage this board, actively seeking data from these sources to ensure that the data remains current and pertinent. The Information Manager and Assistant Emergency Coordinator should ensure that the data is up to date and correct. Regular print-outs should be taken, noting the time and the date. Both Information Officers dedicated to the Situation and Action Boards must strike up a good working relationship, to ensure that any completed actions are passed to the Situation Board or on a historical board from the Action Board, so information is not lost. Additionally, strong links with the Information Manager must be maintained to ensure that information is current, pertinent and free-flowing. The Information Manager will ensure that any relevant forms containing information for the board is passed to the Information Officer managing this board. NOTE: All board print outs should be passed to the Information Manager (or nominated Information Officer) for filing. Where applicable, these print outs should be faxed to other emergency centres involved in the response, when faxing a board print-out the ͔͛ΩθΡ̮φΉΩ ͷ͔͔Ή̼͊θ Ρϡμφ ϭθΉφ͊ ΆD͞ Ω φΆ͊ μΆ͊͊φ ̮μ ϭ͊ΛΛ ̮μ φΆ͊ φΉΡ͊ ̮͆ ̮͆φ͊΄ 5.3.23.1.2 Focus Points A Focus Point is a short term tactical objective that is set by the Emergency Coordinator, based on the situation at hand and what the organisation should be doing to respond in a reactive or proactive manner. Multiple focus points can be defined to foster concurrent activity, thus making full use of the resources available within the centre and any time constraints. Focus Points should be reasonably broad in nature, but be specific in their ͆͊μ̼θΉεφΉΩ΄ ΐΆ͊ϳ μΆΩϡΛ͆ ̮Λϭ̮ϳμ μφ̮θφ ϭΉφΆ ̮ ΉΡε͊θ̮φΉϬ͊ Ϭ͊θ̻ (̮ ͆͡ΩΉͼ͢ ϭΩθ͆) ̮͆ ̻͊ Ή accordance with what the organisation does in an emergency. Each Focus Point should be numbered individually to the left of the bullet point to assist in accounting and crossreferencing with the Action Board. Examples of Focus Points are detailed in 5.3.23.2.5. 28 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan An Information Officer should take the role of Board Marker for the Situation Board, however the Emergency Coordinator should remain in control of what is written on it. All Focus Points should be agreed with the Assistant Emergency Coordinator. NOTE: All board print outs should be passed to the Information Manager (or nominated Information Officer) for filing. Where applicable, these print outs should be faxed to other emergency centres involved in the response, when faxing a board print-out the ͔͛ΩθΡ̮φΉΩ ͷ͔͔Ή̼͊θ Ρϡμφ ϭθΉφ͊ ΆD͞ Ω φΆ͊ μΆ͊͊φ ̮μ ϭ͊ΛΛ ̮μ φΆ͊ φΉΡ͊ ̮͆ date. 5.3.23.1.3 Action Board The primary use of the Action Board is to record key actions that will deliver the Focus Points. Each action point should be a key action, and be cross-referenced with the relevant Focus Point. Actions are generated by relevant members of the team and are agreed with the Assistant Emergency Coordinator. Equally, the Assistant Emergency Coordinator may place actions on team members if necessary, agreeing the action before it is placed on the board. All actions should be assigned to a role within the room and should have an agreed estimated time of completion. If there are problems meeting the estimated time, it should be adjusted with the agreement of the Assistant Emergency Coordinator. Additionally, and problems with the delivery of any actions should be discussed with the Assistant Emergency Coordinator. Completed actions should have a completion time noted against them then a lightly drawn line placed through the entire action to show it has been completed. Once printed, these completed actions can be erased, making room for more actions. It is recommended that a dedicated Information Officer be assigned to monitor this board. !͆͆ΉφΉΩ̮ΛΛϳ φΆ͊ϳ μΆΩϡΛ͆ ̻͊ ͊ΡεΩϭ͊θ͊͆ ̻ϳ φΆ͊ !μμΉμφ̮φ EΡ͊θͼ̼͊ϳ ΩΩθ͆Ή̮φΩθ φΩ ̼͡Ά̮μ͊ ϡε͢ ̮̼φΉΩs that are nearing their estimated completion time. Regular print-outs should be taken, noting the time and the date. Both Information Officers dedicated to the Situation and Action Boards must strike up a good working relationship, to ensure that any completed actions are passed to the Situation Board or on a historical board, so information is not lost. Additionally, strong links with the Information Manager must be maintained to ensure that information is current, pertinent and free-flowing. The Information Manager will ensure that any relevant forms containing information for the board is passed to the Information Officer managing this board. NOTE: All board print outs should be passed to the Information Manager (or nominated Information Officer) for filing. Where applicable, these print outs should be faxed to other emergency centres involved in the response, when faxing a board print-out the ͔͛ΩθΡ̮φΉΩ ͷ͔͔Ή̼͊θ Ρϡμφ ϭθΉφ͊ ΆD͞ Ω φΆ͊ μΆ͊͊φ ̮μ ϭ͊ΛΛ ̮μ φΆ͊ φΉΡ͊ ̮͆ ̮͆φ͊΄ 5.3.23.1.4 Dedicated History Board or other historical/status data It is advisable for a centre to establish a means of capturing key historical data, or useful status data in relation to key services or deliverables. This is generally detailed in nature and become historical very quickly. Examples of this data include Rest Centre details, contact details of key personnel or contractors, shift rota details, or key headlines or historical facts or static data. The use of a dedicated History Board, or flip-chart paper, will serve to capture and display φΆΉμ ̮̼̼Ωθ͆ΉͼΛϳ΄ ̮θ͊ μΆΩϡΛ͆ ̻͊ φ̮Θ͊ Ωφ φΩ ̼͡Λϡφφ͊θ͢ φΩΩ Ρϡ̼Ά Ω͔ φΆΉμ Ή͔ΩθΡ̮φΉΩ Ή φΆ͊ room, otherwise it may become confusing. Additionally, contradiction in data should be 29 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan avoided at all costs. It is recommended that the dedicated Situation and Action Board markers take on this additional duty, unless there is a clear need for an additional officer to take this on. To the left of the Situation board is a blank whiteboard that could be used for this. 5.3.23.1.5 StarBoard This is an electronic board that can show a variety of data to compliment situational awareness. In general, it is used to display GIS data, maps and zones. It provides a good visual tool, with the opportunity to overlay other data such as rest centres, infrastructure, public buildings, flood zones, roads and key points of interest. In general, a dedicated GIS Officer will operate this board; however, trained Information Officers may also undertake this role. 5.3.23.2 Conducting Briefs and Briefing Types The Emergency Coordinator or Assistant Emergency Coordinator should use a range of briefing protocols to enhance the dissemination of information and the imposition of leadership, ensuring that the individual, the team and the tasks to be performed are all aligned. There are three types of briefs that may be used, however, before any brief may be carried out, some preparation is required. 5.3.23.2.1 Preparing for a brief Take a look at the brief you wish to conduct (see below). Make sure you understand the dynamics of what you want to say and how it is to be delivered. Ensure you carry out the following activities: o Consult your team, to ensure you are up to date with the current situation and action points. Have your Focus Points been delivered? Are there any points you wish to emphasise or highlight? o Review the Options – what do we need to do next? The team will look to you to provide the necessary leadership in the Focus Points and the person who is asking for them to be done. Make sure your Focus Points and your approach are agreed with the Assistant Emergency Coordinator. It is ΉΡεΩθφ̮φ φΆ̮φ ϳΩϡ ̼θ̮͊φ͊ ̮ ̼͡Ω̮ΛΉφΉΩ Ω͔ ΡΉ͆μ͢ ̻͊φϭ͊͊ ϳΩϡ ̻ΩφΆ΄ o Assess Risks – are there any specific risks with your strategy that needs to be communicated? Make sure you point these out when you are giving your brief. o Decide your Focus Points and agree them with the Assistant Emergency Coordinator o Prepare Visual Aids if necessary – will the GIS data or a map help you? o Write up Focuses on the boards AHEAD of your briefing and refer to them as detailed below. o Give a heads-up that a briefing will take place in the next minute or so and ask people to sit down, finish their telephone conversations and to give you their complete attention. 5.3.23.2.2 The Protocol Brief 30 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This is the initial brief given by the Emergency Coordinator that sets out expectations and how the room will operate. It also provides an overview of the situation and details the opening Focus Points. The manner in which it is conducted is as follows: Introductions – a quick introduction by all the role holders of their names and what they will be doing. It may be desirable for any specific key responsibilities to be highlighted at this point Expectations – An opportunity for the Emergency Coordinator to quickly cover what their level of expectation is with regards to o Information and board management – the role of everyone to keep information flows open and to keep the boards and their logs up to date and to ensure that all messages and actions are logged on the message forms, and passed through the correct machinery of the centre. o Briefing discipline – how briefs will be conducted in the future and what is expected of the team. o Room protocols – any specific issues surrounding the way the room will work, such as noting when anyone leaves the room. o The role of the Assistant Emergency Coordinator – making sure the team knows that they should use this person as the first point of contact if they have any problems or issues in delivering any actions. o How Focus Points will be turned into Actions – ensuring that the team is fully aware that they need to work with the Assistant Emergency Coordinator in turning the Focus Points into Key Actions which need to be monitored and delivered. Outline Responsibilities of the council – A reminder of the key responsibilities of the council in an emergency: o The provision of humanitarian assistance, such as rest centres. o The provision of technical services and support. o Leading in recovery working. o Ensuring that critical function delivery can be maintained. Situation – referring to the Situation Board and any visual aids, detailing the situation as you understand it. Highlight any specific issues or risks that may affect the council in delivering its response. Focus Point – Referring to the Focus Point board, detail your focus points, highlighting any specific measures you feel are necessary. Questions – ask for any brief questions about what you have asked, ensuring that everyone fully understands what needs to be done. The brief can then be handed over to the Assistant Emergency Coordinator to agree top line actions with the team and to start the process of generating them. The Assistant Emergency Coordinator may choose to do this as an extension of the brief or by going around individually to team members. 31 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.3.23.2.3 The Focus Brief These are (as required) regular briefs given by the Emergency Coordinator to provide an update on the situation and to detail any new Focus Points. Additionally, it may be used to hone in on Focus Points that are not being delivered or if special attention is required on a particular issue. The manner in which it is conducted is as follows: Situation – referring to the Situation Board and any visual aids, detailing the situation as you understand it. Highlight any specific issues or risks that may affect the council in delivering its response. This may include actions that have not been completed and require urgent attention. Focus Point – Referring to the Focus Point board, detail your focus points, highlighting any specific measures you feel are necessary. Questions – ask for any brief questions about what you have asked, ensuring that everyone fully understands what needs to be done. The brief can then be handed over to the Assistant Emergency Coordinator to agree top line actions with the team and to start the process of generating them. The Assistant Emergency Coordinator may choose to do this as an extension of the brief or by going around individually to team members. 5.3.23.2.4 The “Time-out” Brief ! ͡φΉΡ͊-Ωϡφ͢ can be called by the Emergency Coordinator or Assistant Emergency Coordinator to catch up on where the response is going. It is a very useful tool if the μΉφϡ̮φΉΩ Ήμ ̻̼͊ΩΡΉͼ ̼Ω͔ϡμ͊͆ ̮͆ φΆ͊θ͊ Ήμ ̮ ͊͊͆ φΩ ηϡΉ̼ΘΛϳ φ̮Θ͊ ̮ ͡Ά̮͊ΛφΆ ̼Ά̼͊Θ͢ Ω where the team is at the moment in relation to situational awareness and action tracking. It should be treated as an informal brief, with each team member being invited to verbally update where they are on their actions. The Information Manager should take notes and ensure that the boards reflect the brief. A Focus Brief can then follow shortly afterwards to refocus the team as necessary. 32 2013 Version 1.6, November 5.3.23.2.5 Examples of board layouts and information SITUATION Major flooding and severe weather affecting the area – see map for details Evacuation in place with rest centres to be set up Incident liaison established with emergency services at scene Worried residents asking about sandbags and evacuation Leader and CE requesting update FOCUS PONITS • 1. Activate Rest Centre • 2. Formulate Comms tactics • 3. Provide brief to leader and CE • 4. Assess further response needs • • • • • Time of Copy: 14:10 Date of Copy: 10/2/1 0 Dartford Borough Council Major Emergency Plan ACTIONS Time 14:20 Completion Time Action By Whom Expected 1.1 Identify and activate suitable rest centre 1.2 Mobilise appropriate support services 1.3 Advise when the centre is open 2΄1 θΩϬΉ͆͊ ΅&!͞μ φΩ ̼Ωφ̮̼φ ̼͊φθ͊ 2.2 Write press statement and agree with Coordinator 2.3 Advise Police comms of key messages 2.4 Write staff briefing and publish Actual Welf.Off WO WO 14:40 14:50 16:00 14:40 Comms Comms Comms Comms 15:00 15:00 15:10 15:30 15:00 Comms 14:50 Flood Officer 15:30 3.1 Agree briefing material and write brief for leader and CE 4.1 Check council response requirements against Local Flood plan and advise Time of Copy: 14:55 34 Date of Copy: 10/2/10 Version 1.6, November 2013 5.3.23.3 Forms and other data collection methods Complementing the visual data detailed above, the BEC has a range of other methods in which information is collected, transmitted and stored. An overview schematic of the flow of information is located in section 5.3.23.3.7. 5.3.23.3.1 The Message Form This is an integral part of the information management process and is at the heart of collating, recording and disseminating information within the BEC. The form is used to record any messages, actions or data that the BEC needs to ensure it has all the possible information to fulfil its role. This may include a range of messages or updates from third parties, actions for recording on the Action Board, or requests for support or help from a range of other stakeholders or responders associated with the overall response. Once the form has been completed, it should be placed in one of the Red Trays, or if urgent, passed directly to the Information Manager. The Information Manager will then decide how the form will be actioned and ultimately stored. Refer to section 5.3.23.3.7 for details of the information process. An illustrated overview of the form is detailed below. Dartford Borough Council Major Emergency Plan EMERGENCY CENTRE MESSAGE FORM This document is for use within the Borough Council Emergency Centres (BEC) for the recording of all information/messages Guidance on completing the message form 1. A copy of the message will be displayed on the information boards and they need to be completed in a way that is easily legible and understood by everyone. 2. The forms are in triplicate and have been printed on NCR paper. Use the flap provided to prevent copying onto the forms underneath. 3. Use the 24 hour clock for recording all times 4. For incoming messages, get as much information as possible about the person that is being communicated with, especially how to contact them again if needed. 5. Record all the relevant information in the message section of the form. 6. ONLY USE SUBJECT HEADINGS WHICH HAVE BEEN AGREED BY THE EMERGENCY COORDINATOR AND ARE DISPLAYED ON THE INFORMATION BOARD (FOCUS POINTS). If unsure contact the Information Manager or his/her representative who will identify a suitable Subject Heading or agree an additional heading, with the Assistant Emergency Coordinator. 7. If a message has more than one heading use a separate message form for each subject. 8. If a message form is passed to another person or group for action/reply ensure that the bottom half of the form is filled out. 9. When replying to a message using a message form, ensure that each form is cross referenced with the number of the corresponding form. 10. Maintain a log of Your Own/Teams/Departments actions. ADMINISTRATION To ensure that all information is properly distributed, recorded and displayed the following administrative arrangements will be in force: 1. If you have taken a message for action/reply by another, separate the pink copy and retain it before sending the white and blue copies to the Information Manager. 36 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 2. The Information Manager will forward the blue copy to the relevant board marker and the white copy for action if required. 3. If you receive a message (white copy) for action, complete the Action/Reply section then pass it back to the Information Manager. If you require a copy of your own records then obtain a photocopy before passing on. Message Form - Flow Chart (For use within the Borough Emergency Centre) 1. Complete all the relevant boxes of the message form 2. Forward the white and blue copies to the Information Manger 3. Receiving a white form for action, complete the relevant sections 4. Board markers are to ensure the information is recorded in the relevant section. IMPORTANT 37 P B W B W Retain the Pink copy for your own, team, department records Forward the blue copy to the relevant board marker Forward the white copy for action if required W Once complete, copy and send back to the Information Manager B W Once recorded and cross referenced pass to the loggist Version 1.6, November 2013 If your message relates to a life saving/threatening issue then pass it on immediately Dartford Borough Council Major Emergency Plan Emergency Centre Message Form Subject Heading: ___________________________ Logo Message Number 1234 Phone in Fax in E-mail Text Message Situation/Focus/Action Board – Please tick as appropriate Verbal report To be completed by Information Manager/Information Team Internal: Employee/Department From: ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ Date: Time: External: Name: ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ Address: ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ E-mail: ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ Phone: ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ Taken by: Message: ......................................................................................................................................... ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ Pass the WHITE and BLUE copy to Information Manager and retain the PINK copy for your records Information Manager: Pass the BLUE copy to the relevant board marker - (see above) if required Pass the WHITE copy to the relevant person for action – Copy if required WHITE copy to: 1. 2. 3. Action/Reply ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ ΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅΅ On completion of action please pass WHITE copy to Information Manager make own copy if required Business Continuity Effects Council Property Affected Council Staff Affected 38 2013 Date: Time: Actioned by: Logger: ..................................... ΐΉΡ͊ ͪΩͼͼ͊͆ ΅΅΅΅΅΅΅΄΄ Version 1.6, November Dartford Borough Council Major Emergency Plan Council Services or Supplies Affected If ticked the Information Manager should pass a copy of the WHITE form to the officer responsible for Business Continuity 39 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.3.23.3.2 Copy board Printouts As detailed in Section 5.3.23.1, the Situation, Focus Point and Action Boards will be printed out on regular occasions. This data may then be faxed to other emergency centres as required, then stored in the appropriate file. The Information Manager (or nominated Information Officer) is responsible for this process. Refer to section 5.3.22.3.7 for details of the information process. 5.3.23.3.3 Personal Logs Each officer will be issued with a simple personal log to capture their own notes. It is the responsibility of each officer to ensure that an original is submitted to the Information Manager at the end of their shift (or incident) and that they take a copy for their own records. The Information Manager will then file and store these logs as part of the broader information capture for each incident. 5.3.23.3.4 Emails During the incident, the use of the generic CEC email address should be encouraged: emergency.planning@kent.gov.uk If emails are received on other personal email boxes, they should be forwarded to this email address so that they can be electronically stored and sorted. All CEC personnel will have access to this box, however, great care should be taken when emails are being actioned, ensuring that any replies state clearly the name of the responder and their role. The Information Manager (or dedicated Information Officer) should ensure that all emails are printed off and logged. There should also be an incident file set up in the mailbox referring to the incident name and date. Electronic file attachments should be included in any print outs and electronic storage methods. 5.3.23.3.5 Faxes and other paper correspondence Faxes should be treated in the same manner as Message Forms (see section 5.3.23.3.1). 5.3.23.3.6 Other information All other information, such as paper maps, diagrams, drawings, etc should be submitted to the Information Manager for storage and record keeping. 40 2013 Version 1.6, November 5.3.23.3.7 Information Flows Feedback to BEC CEC officers or other parties •Verbal •Email •Fax •Responses on Message Form Message Forms R E D Emails and attachments Faxes Info Manager ACTION F I L E T R A Y S DISPLAY BOARDS History/Ref Data Personal logs Situation Focus Points Actions This page is intentionally blank Dartford Borough Council Major Emergency Plan 5.4 Incident Liaison operations 5.4.1 Overview Some incidents may require the deployment of an officer, known as the Incident Liaison Officer, to assess and manage a range of on-scene activities. This may be performed as a single agency function or as part of a multi-agency team. At times, this function may be requested by the emergency services, particularly if a command post has been established, Ωθ Ή͔ φΆ͊θ͊ Ήμ ̮ ͊͊͆ ͔Ωθ ͊͡ϳ͊μ ̮͆ ̮͊θμ͢ ̮φ φΆ͊ μ̼͊͊ ϭΆich can feed back incident information to the control centre or other responding officers. This plan details incident operations from activation and mobilisation to operation and stand-down. It also details key operational objectives, liaison protocols, information management, emergency management procedures and communication processes. 5.4.2 Location of document This document is produced and maintained by the EARs Manager and can be found in this section. 5.4.3 Role of Incident Liaison Officers Officers may be required to provide technical support at the site of the incident or at sites related to it (e.g. rest centres). Incident Liaison Officers represent the Council at the site of the emergency or, sometimes, at another emergency centre. Duties include the following: Attend the incident and make contact with emergency services present, and act as a focus for Council involvement. Determine the extent of Local Authority resources required, arrange for its attendance, and manage its activity at the scene; passing details of all developments to the Borough Emergency Centre as soon as possible. Establish and maintain contact with the Borough Emergency Centre. Ensure all relevant information is passed on. Liaise with other organisations present. It may be necessary and certainly advisable, to be in possession of a mobile phone that is protected from Cellular overload (Mobile Telecommunications Privileged Access Scheme - MTPAS) as the location of the incident may make communicating with the Borough Emergency Centre difficult. Depending upon the scale of the incident, it may be necessary to send two Incident Liaison Officers to the site of a major emergency. This will enable one Officer to enter into discussions with other Incident Liaison Officers from other organisations, whilst the supporting Officer establishes and maintains a line of communication with the Borough Emergency Centre. Incident Liaison Officers must have the following with them at the scene of the emergency: o Up to date Major Emergency Plan, on laptop if possible, with message and log pad software for mailing to and from Borough Emergency Centre. o Mobile phone, protected by Mobile Telecommunications Privileged Access Scheme. o Protective clothing 43 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan o Current personal works ID badge – Ωφ ̮̼̼͊͡μμ φΩ ΉϬΉ̼ ͊φθ͊͢ ̻̮͆ͼ͊΄ o HΉͼΆ ϬΉμΉ̻ΉΛΉφϳ Ε̮̼Θ͊φ Ϭ͊μφ Ωθ φ̮̻̮θ͆ ϭΉφΆ ̮εεθΩεθΉ̮φ͊ ΆD - Forward Liaison/Control ͷ͔͔Ή̼͊θ͞ identification. o Other documents, e.g. personal telephone number book, diary, procedure manuals, which may be of use in dealing effectively with situations as they occur at the incident 44 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 45 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.5 Finance, insurance and legal 5.5.1 Overview The Finance, Insurance and Legal Emergency Plan outlines the preplanning that has taken place to ensure that emergency expenditure can be facilitated, and accounted for. The plan also addresses such issues as the financial and legal implications of setting up a public appeal fund and the provision of professional insurance support, including claims handling during the major emergency response and recovery, as well as the preparation of formal accountability and enquiry. 5.5.2 Role of Finance and Human Resources The Head of Finance and Resources and Human Resources Manager or their deputies to join the Operations Team in the Borough Emergency Centre as required. To provide other staff as identified in the Civil Protection Plan to participate in training and to attend the Borough Emergency Centre or elsewhere as required in response to an emergency. To provide professional advice on matters covered by the activities within the control of the Financial Services Manager To maintain logs and other records of activity, including financial expenditure, for coordination by the Financial Services Manager at the end of the emergency. To liaise or negotiate with Central Government Departments, Kent County Council and any other agencies on financial matters relative to the emergency. To identify and record the costs of dealing with the emergency in order to meet normal accounting requirements and to support claims for grant aid or recharges to third parties in appropriate cases. To arrange for the provisions of cash resources if necessary in order to facilitate the urgent acquisition of essential goods and services. To establish and maintain an organisation to manage donations received in support of any fund established to alleviate the effects of an emergency upon the persons involved. To manage the financial aspects of a major emergency, and to bring together centrally these aspects from individual Directorates. ΐΩ εθΩϬΉ͆͊ φΆ͊ ̼͊͊μμ̮θϳ ͔Ή̮̼Ή̮Λ ̮θθ̮ͼ͊Ρ͊φμ φΩ μϡεεΩθφ φΆ͊ Ωϡ̼ΉΛ͞μ ̮̼φΉϬΉφΉ͊μ during an emergency. To activate the Borough Emergency Centre as instructed by the Emergency Coordinator. To maintain security in and around the Civic Centre or any other location that may need to be used throughout the emergency, and maintain a record of staff and visitors attending those locations. To provide a service for co-ordinating arrangements for resources when required. To co-ordinate arrangements for the use of volunteer labour as required To liaise with other organisations in these matters as required. To provide staff resources where available in support of other directorates. Maintain, together with the, Head of Regeneration, details of local builders who would be willing to respond to requests from the Council to carry out repairs to Council owned properties necessitated by the results of an emergency. To manage the corporate property aspects of a major emergency. 46 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.5.3 Roles of Legal and Audit Data Protection Member and Cabinet Services Legal Freedom of Information To advise the Emergency Coordinator and Assistant Emergency Co-ordinator as to their responsibilities and liabilities in dealing with the emergency to minimise the possibility of ensuing legal action against the Council either during or after the incident. The Head of Waste Services or deputy to join the Emergency Centre Operations Team in the Borough Emergency Centre as required. To provide staff as identified in the Civil Protection Plan to participate in training and to attend the Borough Emergency Centre or elsewhere as required. To provide professional advice on matters covered by the activities of the Directorate. To manage the legal aspects of a major emergency, and to bring together centrally these aspects from individual Directorates. To maintain logs and other records of activity, including financial expenditure. To determine and advise on the longer term implications of current decisions. To provide staff resources where available in support of other directorates. 47 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 48 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.6 Media and communications plan 5.6.1 Overview This plan describes the range of methods and capabilities that underpin resilient communications between all levels of the local authority response. It also details integration with the broader multi-agency communication capability, as well as providing details on all communication protocols, including language disciplines and equipment usage procedures. A critical element of any emergency response is how the media and the public will be provided with timely and accurate advice, information and formal statements. 5.6.2 Location of Document This document is produced and maintained by tΆ͊ Ωϡ̼ΉΛ͞μ Ωϭ ΩΡΡϡΉ̼̮φΉΩμ φ̮͊Ρ΄ This document may be found at www.dartford.gov.uk/emergency ΐΆΉμ ͆Ω̼ϡΡ͊φ Ήμ εθΩ͆ϡ̼͊͆ ̮͆ Ρ̮Ήφ̮Ή͊͆ ̻ϳ φΆ͊ Ωϡ̼ΉΛ͞μ ΩΡΡϡΉ̼̮φΉΩμ φ̮͊Ρ΄ A copy is stored with the Borough Emergency Centre documentation and electronically via the ̼Ωϡ̼ΉΛ͞μ Ήφ͊θ͊φ΄ 49 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 50 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.7 Human Resources plan 5.7.1 Overview This is included in 5.5 – Finance, insurance and legal. 5.7.2 Location of document This is included in 5.6 – Finance, insurance and legal 51 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 52 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.8 Maritime oil pollution and shoreline response, chemical spill and cargo recovery Plan 5.8.1 Overview and terminology The Maritime and Coastguard Agency National Contingency Plan states:͡E̮̼Ά ΛΩ̼̮Λ ̮ϡφΆΩθΉφϳ ̮φ ͆ΉμφθΉ̼φ ΉμΛ̮͆μ ̼Ωϡφϳ ̮͆ θ͊ͼΉΩ̮Λ Λ͊Ϭ͊Λ μΆΩϡΛ͆ Ά̮Ϭ͊ ̮ ̼ΩφΉͼ̼͊ϳ plan the purpose of which is to allow an effective counter pollution response to be mounted ηϡΉ̼ΘΛϳ ̮φ ̮ϳ φΉΡ͊͢΄ In addition the Civil Contingencies Act 2004 requires responders to plan for events and situations which threaten serious damage to the environment of a place in the United Kingdom. The formal name for this plan in Kent iμ ͡ΐΆ͊ Ωaμφ̮Λ/ΆΉε̮θΉ̮ ͷΉΛ ΩΛΛϡφΉΩ EΡ͊θͼ̼͊ϳ Λ̮͢ and is produced by Kent County Council Emergency Planning. NOTE: INLAND WATER POLLUTION CONTROL IS THE RESPONSIBILITY OF THE ENVIRONMENT AGENCY. A tier system which classifies the magnitude of oil spills is used to determine the correct and appropriate level of response. An internationally recognised three tier classification is as follows: TIER OF SPILLS Tier one Tier two Tier three LEVEL OF RESPONSE Small operational spills. A spill that can be dealt with immediately (essentially within 30 minutes of initial notification) by the district council or harbour authority without assistance from other areas. Medium sized spills. Beyond the capability of the affected district council and requires Kent County Council assistance. Large spills. Beyond the capability of district and Kent County Council resources and requires national assistance through implementation of the national contingency plan. Chemical Spills Chemical (non-oil) spills on a beach / foreshore arising from a discharge to water from a land-based source or from a water-borne vessel will be identified using an approved/accredited Chemical database. Actions taken to remove the chemical from the beach / foreshore will follow the procedures set out generically in the Major Emergency Plan for chemical spillages from land-based sources. Miscellaneous Cargo washed ashore ̮θͼΩ ϭ̮μΆ͊͆ ̮μΆΩθ͊ ϭΉΛΛ ̻͊ φΆ͊ θ͊μεΩμΉ̻ΉΛΉφϳ Ω͔ φΆ͊ ̼̮θθΉ͊θ/Ωϭ͊θ Ω͔ φΆ͊ Ϭ͊μμ͊Λ φΆ̮φ ΆΛΩμφ͞ the cargo to clear up. It would be anticipated that the carrier would appoint Contractor(s) to undertake the clear up, removal and restoration of shorelines/beaches contaminated by cargo washed ashore. 53 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan In the event that the carrier does not appoint a Contractor, the coastal/riparian local authority, assisted by the emergency services and other agencies will mobilise resources to effect clear up operations. The operation will be treated as an oil spill insofar as the magnitude (refer to 5.8.1 above), the deployment of resources, disposal of the cargo and maintaining financial records are concerned. Cargo washed ashore, historically, attracts salvagers to the scene. The scene will be cordoned by the Police. Warning and informing information will be communicated in accordance with agreed multi-agency protocols. 5.8.2 District Council Responsibilities A riparian District Council is responsible for the provision of the following; To nominate a District Oil Pollution Officer (DOPO) and deputies. To pass all reports of oil pollution on-shore/floating offshore to the Marine and Coastguard Agency (MCA) and the Head of Emergency Planning. To provide a point of contact to receive alerts and warnings. To maintain a log of events. To carry out reconnaissance and reporting as required. As necessary, to establish the Borough Emergency Centre. To seek prior approval from the KCC Emergency Planning Manager for all grant aided expenditure e.g. clean-up operations, equipment etc. To deal with oil pollution of beaches/foreshores. To liaise with KCC Emergency Planning Manager for the supply of additional resources. To make arrangements for the clearance of private beaches. To provide mutual aid to neighbouring districts where required. To ensure appropriate personnel are trained in oil pollution response. To make arrangements for funding and to maintain financial records of expenditure. To provide a Liaison Officer, if required, to the County Emergency Centre. To store and maintain equipment, protective clothing funded under grant aid. To update and maintain an Oil Pollution, Chemical Spill and Cargo Recovery Emergency Plan. 5.8.3 County Council Responsibilities The County Council is responsible for the provision of the following; 54 2013 To nominate the County Oil Pollution Officer (COPO) and deputies. To provide a point of contact to receive alerts and warnings. To alert the appropriate authorities and County Council Departments. When requested, to support District Councils with County Council resources. To arrange for external resources for use by the County Council and where appropriate, District Councils. Where appropriate establish the County Emergency Centre (CEC) and/or a Shoreline Response Centre (SRC). To take overall responsibility for co-ordination when more than one district is involved, or when any one district is unable to cope. To maintain financial records of County Council expenditure and make arrangements for funding. Version 1.6, November Dartford Borough Council Major Emergency Plan To alert and liaise, where appropriate, with Central Government departments, other public bodies and any other organisations which may be involved in the incident. To exercise any authority which may be delegated by Central Government. To provide arrangements for dealing with the media and the public. To make arrangements for the disposal of waste arising from the incident. To store and maintain equipment. To arrange for the training of personnel in oil depollution activities. To update and maintain the Kent County Council Coastal/Riparian Oil Pollution Emergency Plan. 5.8.4 Associated documents and plans The main documents associated with this deliverable are as follows: Relevant District and County services contained within this document The National Contingency Plan for marine pollution from shipping and offshore installations 2006 Kent and Medway Shoreline Oil Pollution, Chemical Spill and Cargo Recovery Emergency Plan Dartford Borough Council Oil Pollution, Chemical Spill and Cargo Recovery Plan 5.8.5 Location of documents Depending on the author, these documents will be produced and maintained by a lead agency and may be held with the Emergency Centre documentation. Dartford Borough Council Oil Pollution, Chemical Spill and Cargo recovery Plan can be found at www.dartford.gov.uk/emergency. 55 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 5.9 Other Liaison Responsibilities 5.9.1 Overview There may be a requirement for Liaison Officers to be deployed at a variety of external control centres or locations during an emergency. This section provides details of likely roles, where they will be based and who may be required to fulfil them. 5.9.1.1 Strategic Coordination Group (SCG) It is vital that a duly empowered representative of the Council (plus support staff) are part of the SCG to ensure that the interests of local authorities are being represented and that strategic support can be offered or made available. The District Ωϡ̼ΉΛ͞μ μφθ̮φ͊ͼΉ̼ θ͊εθ͊μ͊φ̮φΉϬ͊ ϭΉΛΛ ̻͊ φΆ͊ Ά̮͊͆ Ω͔ ε̮Ή͆ μ͊θϬΉ̼͊ Ωθ ̮ ΩΡΉ̮φ͊͆ director – to be deployed at strategic (GOLD) or tactical (SILVER) command: Managing Director - Graham Harris (depending on strategic co-ordination meeting demands etc.) In his absence he will be represented by one of the following Officers: Strategic Director Internal Services – Sarah Martin Strategic Director External Services - Sheri Green In all cases the representative will be supported by the EARs Manager – Mark Salisbury (or his Deputy) 5.9.1.2 Tactical Coordination Group or Silver Command Centres It may be necessary to provide a tactical Liaison Officer to the main tactical coordination group or an agencies own silver command. This will help to ensure that a smooth and consistent flow of information between groups is maintained, whilst offering the host agency expert advice from the visiting Liaison Officer from the viewpoint of their own authority. ΐΆ͊ Ωϡ̼ΉΛ͞μ φ̮̼φΉ̼̮Λ θ͊εresentative to lead the Emergency Centre Operations Team. 5.9.2 Location of document The document is included in this Plan in this Section. 56 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 57 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 6 Dartford Borough Council specific emergency response plans The Council has the following specific emergency response plans; Business Continuity; Management and Promotion Plan Dartford Multi Agency Flood Plan Oil Pollution Response, Chemical Spill and Cargo Recovery Plan Media and Communications Plan Humanitarian Assistance Plan Recovery Plan Out of Hours Manual Contact Directory In addition, the Council has been closely associated with specific plans for the following sites in the Borough; 58 2013 Dartford River Crossing Bluewater Shopping Complex Ebbsfleet International Station Version 1.6, November Dartford Borough Council Major Emergency Plan The following plans are routinely issued to the Council and are included in this library of specific emergency response plans; 59 2013 Kent Influenza Pandemic Plan National Emergency Plan – Fuel NHS Heatwave Plan Kent Resilience Forum (KRF) Pan Kent Strategic Framework KRF Warning and Informing Strategy KRF Recovery Framework KRF Chemical Biological Radiological and Nuclear (CBRN) Protocol KRF Multi Agency Incident and Exercise Debrief Protocol KRF Pan Kent Multi Agency Flood Plan KRF Vulnerable Persons Plan KRF Influenza Pandemic; Excess Deaths Plan KRF Humanitarian Assistance Plan KRF Information Sharing Protocol KRF Mass Fatalities Plan Marine and Coastguard Agency National Contingency Plan Network Rail National Emergency Plan Port of London Authority Oil Spill Response Plan Sevenoaks District Council Major Emergency Framework Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 60 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 6.1 Environmental Health Generic Response 6.1.1 Overview District Council Environmental Health staff provide a public and environmental protection advice and enforcement service within their District. This includes Health and Safety at Work (similar to the HSE), food safety and environmental protection. They also provide a Port Health Authority Service for those districts that are allocated Port Health Authority functions. Port Health Authorities are designated Category 1 Responders under the Civil Contingencies Act 2004. In the event of a major emergency Environmental Health staff can provide Environmental Protection, Public Health and Health and Safety at Work advice to Emergency Response and/or Recovery Teams in their respective districts. They may gather information in respect of legal action under Environmental Damage (Protection and Remediation) regs 2009 or Environmental permitting regs. They may also provide this advice to a local Multi Agency Tactical (Silver) Co-ordination Group, if established. In the event of a Scientific and Technical Advisory Cell (STAC) being established to support a Strategic (Gold) Co-ordination Group there may be a requirement for environmental health representation at the STAC. 61 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan The role of environmental health will vary according to the type and severity of the emergency, but can include: Providing technical assistance, local knowledge and advice on a wide range of public health, environmental protection and Health and Safety at Work issues to emergency response and/or recovery teams partners Providing this advice to a local multi-agency Tactical Co-ordination Group, if established Representing Environmental Health on a Scientific and Technical Advisory Cell (STAC) if established Assisting other agencies and partners to prevent or minimise the occurrence or spread of disease Advice on emergency mortuary provision Assisting KCC with the registration of pets as part of the Evacuation and Shelter Plan Private water supply sampling Continuation of day to day duties to maintain public health and hygiene standards This page is intentionally blank 62 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 6.2 Humanitarian Assistance Plan 6.2.1 Overview An emergency may require people to be evacuated from their homes for a period of time. Additionally, a return to those dwellings may not be possible for some time afterwards. This plan details how the Council discharges its duty to give a priority need for ̮̼̼ΩΡΡΩ̮͆φΉΩ φΩ ̮͡ ε͊θμΩ ϭΆΩ Ήμ ΆΩΡ͊Λ͊μμ Ωθ φΆθ̮͊φ͊͊͆ ϭΉφΆ ΆΩΡ͊Λ͊μμ͊μμ ̮μ ̮ θ͊μϡΛφ of ̮ ͊Ρ͊θͼ̼͊ϳ μϡ̼Ά ̮μ ͔ΛΩΩ͆ ͔Ήθ͊ Ωθ ΩφΆ͊θ ͆Ήμ̮μφ͊θ͢ (Ά̮εφ͊θ 52 ε̮θ̮ͼθ̮εΆ 189 part VII of the Housing Act 1996) during and after an emergency. 6.2.2 Location of document This document is produced and maintained by the Dartford Borough Council͞s Housing Team. This document may be found at; www.dartford.gov.uk/emergency (electronic copy) Emergency centre (paper copy) 63 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 64 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 6.3 Dangerous structures and building control 6.3.1 Overview This plan details how the Council͞s Building Control Team provides a service to inspect and, if necessary, make safe potentially dangerous structures. This plan includes the provision of advice on the structural integrity of damaged structures where the Kent Fire and Rescue Service are in attendance. 6.3.2 Roles of Building Control in Dangerous Structures This service is discretionary and delivers the following: Attendance at dangerous structures every day all year within 4 hours of notification. Support to County emergency services at major and minor incidents. Advice and assistance to local businesses and residents concerning dangerous or defective structures. Support to other neighbouring authorities in major incidents (e.g. Folkestone earthquake) Service is supported by membership of the London Dangerous Structures Consortium, through which the service can access an emergency contractor (currently Linbrooks Ltd) at agreed rates. 65 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 66 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 6.4 Community plans 6.4.1 Overview This section details the various town or parish councils' resilience plans that may be deployed to assist in a broader emergency response. These plans are owned and administered by each town, parish council and/or community group and may cover general arrangements to support the local community during an emergency, through to specific arrangements, such as localised warning and informing, and the arrangement of Community Shelters. These are still in development due to future training opportunities and one to one meetings. 67 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 68 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 7 Kent County Council Specific Emergency Response Plans ΐΆΉμ μ̼͊φΉΩ ͆͊φ̮ΉΛμ φΆ͊ Ωϡφϳ Ωϡ̼ΉΛ͞μ specific roles in accordance with its role in a major emergency response. The following plans are routinely issued by Kent County Council; 69 2013 Kent County Council (KCC) Major Emergency Plan KCC Major Accident Hazard Pipelines Plan KCC Psychological Care Guidelines KCC Rest Centre Guidelines Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 70 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 7.1 Social Care, Health and Wellbeing Emergency Plan 7.1.1 Overview Social Care, Health and Wellbeing provide a range of social care services, advice and deliverables that may be discharged on a stand-alone basis, or may contribute to a broader county-wide emergency response, which are contained in their departmental emergency plan: Provide staff to support a Rest Centre/Survivor Reception Centre/Friends and Families Reception Centre/Humanitarian Assistance Centre. Provide liaison with the County Emergency Centre and other external emergency centres during an emergency. Identifying vulnerable people. Out-of-hours services. Support an emergency affecting a care home. Support a response to a health emergency. Assisting people with learning or physical disabilities and sensory impairment. Communications to clients and vulnerable people. 7.1.2 Location of document This document is produced and maintained by the Social Care, Health and Wellbeing Emergency Planning Officer and is held by the KCC Emergency Planning Officer. 71 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 72 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 7.2 Growth, Environment and Transport emergency plan 7.2.1 Overview Growth, Environment and Transport (GET) provide a range of services, advice and deliverables for the care and maintenance of Kent's roads, pavements and cycle ways. Kent Highway Services deals with the majority of the roads in Kent, the Highways Agency manages motorways and trunk roads. These services, advice and deliverables may be discharged on a stand-alone basis, or may contribute to a broader county-wide emergency response, which are contained in their departmental emergency plan: The provision of a 24/7 emergency and fault reporting help line. Provide liaison with the County Emergency Centre and other external emergency centres during an emergency. The provision of incident support. The provision of equipment and resources to deal with highways emergencies, maintenance and road closures. The provision of Community Warden Support in an emergency. Use of Libraries as public information hubs in an emergency. The provision of emergency planning advice. Community safety advice in an emergency. The provision of on-scene catering support. The provision of Community Warden Support in an emergency. Use of Libraries as public information hubs in an emergency. The provision of emergency planning advice. Community safety advice in an emergency. The provision of on-scene catering support. The Provision of Specialist Services: o Tree surgeons. o Drainage. o Body part removal from carriageways. o Lighting and street furniture. o Structural engineering specialists. The provision of equipment, resources and trained staff to deal with waste issues. The provision of hazardous waste disposal through contractors. The provision of abandoned vehicle recovery. 7.2.2 Location of document This document is produced and maintained by Kent Highways & Transportation and is held by the KCC Emergency Planning Officer. 73 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 74 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 7.3 Has been incorporated into7.2.1 (above 7.3.1 Removed 7.3.2 Removed 75 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 76 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 7.4 Kent Commercial Services 7.4.1 Overview Kent Commercial Services can provide a range of products that may be useful if equipment or furnishings are needed on an urgent basis for use in a Rest Centre, Humanitarian Assistance Centre or as part of a business continuity response. A full list of equipment and furnishings is available within the emergency plan. 7.4.2 Location of document This document is produced and maintained by the KCC Emergency Planning Officer on behalf of the provider. 77 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 78 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 7.5 KCC Chief Officer Group Response Plan 7.5.1 Overview In a significant, countywide emergency, there may be a need to establish a KCC strategic response capability that will need to look at the following: The implementation of strategic decisions to underwrite large scale emergency response decisions. A strategic analysis on how critical service delivery will be maintained. The development of an overarching strategy on how the County may be best served and supported during a protracted period. The support to a high profile media presence, utilising senior officers and politicians as key spokespeople during the emergency. Providing strategic support to the recovery phase Managing KCC members and expectations. This plan will look to guide senior officers and politicians on how these elements may be achieved and how they fully integrate into a wide area emergency response and its multiple component parts. 7.5.2 Location of Document This document is produced and maintained by the KCC Emergency Planning Officer on behalf of the Chief Officers Group (COG). 79 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 80 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8 Multi-Agency Emergency Response Plans This section details the range of multi-agency response plans that underpin a range of capabilities that may be needed in a major emergency response. Each section has been provided with a generic layout as follows: An overview of the plan. The role of the authority within the plan. The location of the plan. A place for a full copy of the plan to be placed, however, if the plan is too large for inclusion, a suitable reference will be inserted. 81 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 82 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.1 Evacuation, Shelter and Immediate Care 8.1.1 Overview and Terminology A major emergency may require the evacuation and immediate shelter of those who have been displaced by the event. Additionally, there may also be a need to support the Police in helping survivors from a major incident who are not casualties but do require immediate help and assistance in the aftermath of such an event. The following terms are used when describing each type of facility and are specifically defined in the KCC Rest Centre Guidelines: A Survivor Reception Centre is a Police operated facility that looks after those not deemed as serious casualties but require immediate assistance following a major emergency. Additionally, the Police may wish to conduct interviews and collate evidence from these victims as part of their investigation. Longer term needs may also be addressed within this facility; however, this may be devolved to an adjoining Rest Centre once any immediate issues have been dealt with. A Rest Centre is a temporary shelter facility that receives those who have been displaced by the effects of an emergency and provides basic care and welfare support, as well as information and advice. A Rest Centre may require a range of agencies to participate, depending on the scale of the event and the level of customer requirements. Equally, it may just hold a few people for a short period of time whilst the emergency services deal with a localised event. 8.1.2 District Council Responsibilities The District Council are responsible for the provision of the following: Rest Centres o The provision of suitable buildings as possible venues for rest centres. o The provision of officer support to the Rest Centre operation, in particular to: Support Rest Centre operations. Provide liaison with District emergency centres and other emergency centres during emergencies. Homelessness advice and assistance. Provide access to benefits advice. 8.1.3 County Council Responsibilities The County Council are responsible for the provision of the following; Provide staff to support a Rest Centre/Survivor Reception/Friends and Families Reception Centres. Provide liaison with the County Emergency Centre and other external emergency centres during an emergency. 8.1.4 Associated Documents and Plans The main documents associated with these deliverables are as follows: Relevant District and County plans referenced within this document. Rest Centre Directory Functional plans. 83 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.1.5 Location of documents Depending on the author, these documents will be produced and maintained by a lead agency and will be held by Emergency Planning. These documents may be found at; 84 2013 Via the KRF extranet on www.kentconnects.gov.uk/krf. Emergency centre documentation (location reference). Held by KCC Emergency Planning Officer. Version 1.6, November Dartford Borough Council Major Emergency Plan 8.2 Identifying Vulnerable People 8.2.1 Overview and Terminology During an emergency it may become necessary to identify people who may be vulnerable within the affected area of the emergency. Many of the vulnerable individuals concerned will be known to existing service providers (people who live or are present in vulnerable establishments such as nursing homes or day centres). There will be others who, for a variety of reasons, are more difficult to identify – such as those who live in the community as individuals, visitors to the area or the homeless. 8.2.1.1 Vulnerable People In the Cabinet Office Guidance, vulnerable people are described as the following: 85 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan It is important to remember that those that are not usually considered vulnerable under these guidelines may become vulnerable in an emergency situation and these people should not be overlooked. The KRF plan ͡I͆͊φΉ͔ϳΉͼ ϬϡΛ͊θ̮̻Λ͊ ε͊ΩεΛ͊ Ή ̮ ͊Ρ͊θͼ̼͊ϳ͢ ΆΩΛ͆μ ̮ ΛΉμφ Ω͔ Ωθͼ̮Ήμ̮φΉΩμ and establishments who can be contacted in the event of an emergency to provide relevant information on those classed as vulnerable. 8.2.2 District / Borough Council Responsibilities The District Council may provide assistance in the identification of vulnerable people through data and records the council hold. 8.2.3 County Council Responsibilities The County Council may provide assistance in the identification of vulnerable people through data and records the council hold. Additionally, the full range of social care services may be utilised should the need arise. 8.2.4 Associated Documents and Plans The main documents associated with this deliverable are as follows: KRF Identifying Vulnerable People in an Emergency. ̮̻Ή͊φ ͷ͔͔Ή̼͊ ͛͆͊͡φΉ͔ϳΉͼ ε͊ΩεΛ͊ ϭΆΩ ̮θ͊ ϬϡΛ͊θ̮̻Λ͊ Ή ̮ ̼θΉμΉμ͢ ͼϡΉ̮̼͆͊ ͔Ωθ emergency planners and responders. 8.2.5 Location of Documents These documents may be found at; Via the KRF extranet on www.kentconnects.gov.uk/krf. Emergency centre documentation (location reference). Held by KCC Emergency Planning Officer. 86 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.3 Severe Weather and Flooding 8.3.1 Overview and terminology Weather related natural disasters are a key threat to life, environment and property. Though generic emergency planning principles apply to such incidents a number of specific strategies will inform the response to weather related events. The definition of severe weather includes heat wave; drought; gales, heavy snow and ice, flooding and heavy rain (surface water, river and tidal), thunderstorms, lightning and fog. The impact of each of these natural events on council functions and the community will depend upon the nature and severity of the event. This plan, recovery plans and business continuity plans provide the framework for the cΩϡ̼ΉΛ͞μ θ͊μεΩμ͊ to these events when they occur at a scale that causes major disruption to the community or to the critical functions of the council. Planning for the emergency response to severe weather events is informed by the urgency of practical adaptation to climate change impacts. The table below summarises the key changes that are expected. Summary of projected climate change in the UK Long-term / seasonal Extremes averages More very hot days Warmer, drier summers More heatwaves especially in the south and Milder, wetter winters east Rising sea levels More rain on the wettest days of the year Fewer frost nights Climate change impacts are projected to be most pronounced in the south and east of the British Isles due to proximity to the continental landmass, and less so in the north and west due to the thermal buffering of the Atlantic Ocean. Kent is therefore on the frontline of dealing with climate change impacts in the UK context. 8.3.2 District Council Responsibilities The District Council are responsible for the provision of the following: As required, provide relevant support and deployment of District Council resources as detailed in this document. Flood warning and gate closure notification dissemination (in accordance with the County of Kent Act 1981 Section 30) and where appropriate, to ensure tidal flood gates and sluices are closed in accordance with closure notifications. Warning and informing the public in conjunction with the Environment Agency. Establish local authority incident liaison as necessary. Advise on clearance of blocked water courses. NOTE: The council are not responsible for issuing of sandbags; however they may optionally assist in this service. 87 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.3.3 County Council Responsibilities The County Council are responsible for the provision of the following: As required, provide relevant support and deployment of County Council deliverables as detailed in this document. Activation of any formal multi-agency arrangements or plans pertinent to the event at hand. Warning and informing the public in conjunction with Environment Agency and other responders. Assisting in the identification of vulnerable persons. Providing signage for road closures and advice on availability of passenger transport. Maintaining traffic flows (in conjunction with police) especially for emergency services and repair effort. Specific responsibilities regarding highway flooding and consequences. The provision of technical advice and supporting services in the fields of drainage and environmental management. 8.3.4 Associated Documents and Plans The main documents associated with this deliverable are as follows: Relevant District and County deliverables contained within this MEP. KRF Pan Kent Emergency Response Framework. KRF Flood Plan. KRF Pan Kent Emergency Recovery Framework. District Local Multi-agency Flood Plans. Kent County Council Flood Plan. 8.3.5 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency. These documents may be found at; Via the KRF extranet on www.kentconnects.gov.uk/krf. Emergency centre documentation (location reference). Held by KCC Emergency Planning Unit. 88 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.4 Fuel shortage 8.4.1 Overview and Terminology The Department for Business, Enterprise and Regulatory Reform (BERR) has produced the National Emergency Plan for Fuel (NEP-F) which is the emergency response plan for Central Government and the downstream fuel industry. The NEP-F contains a number of schemes which, if activated, can be used to control the supply of fuel to amongst others the public, the Emergency Services, Utilities and local authorities. The initial responsibility for leading the response is with the company whose operations are affected by the disruption. Only if the disruption has the potential to significantly disrupt fuel supplies will BERR activate the NEP-F Eight Designated FillΉͼ Ίφ̮φΉΩμ (DFΊ͞μ) θ͊φ̮ΉΛ ͔ΉΛling stations with the purpose of supplying fuel only for priority use in an emergency have been identified in Kent. Kent County Council Trading Standards provide support to the county in terms of monitoring and assistance at each DFS, however, it is up to each local authority to ensure that the following activities are ̼̮θθΉ͊͆ Ωϡφ ̮͆ ͆Ω̼ϡΡ͊φ͊͆ ϭΉφΆ φΆ͊ ̮ΉΡ Ω͔ ͆͊μ̼θΉ̻Ήͼ φΆ͊ ̮ϡφΆΩθΉφΉ͊μ͞ θ͊μεΩμ͊ φΩ φΆ͊ implementation of the NEP-F including the measures it will take to mitigate the effects of any disruption on provision of its services. 8.4.2 District Council Responsibilities The District Council is responsible for the provision of the following: Identification of essential users and access to the relevant scheme. Control and prioritisation of internal fuel stocks. The provision of suitable business continuity strategies to minimise disruption to key services. A suitable strategy to reduce non-critical services to support an overall reduction in fuel usage. 8.4.3 County Council Responsibilities: The County Council are responsible for the provision of the following: 89 2013 Identification of essential users and access to the relevant scheme. Control and prioritisation of internal fuel stocks. The provision of suitable business continuity strategies to minimise disruption to key services. A suitable strategy to reduce non-critical services to support an overall reduction in fuel usage. The provision of Trading Standards support. County wide coordination of response measures. Version 1.6, November Dartford Borough Council Major Emergency Plan 8.4.4 Associated Documents and Plans The main documents associated with this deliverable are as follows: Relevant District and County deliverables contained within this document. KRF Fuel Plan. KCC Fuel Plan. District/County Business Continuity plans. 8.4.5 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency. These documents may be found at; Via the KRF extranet on www.kentconnects.gov.uk/krf. Emergency centre documentation (location reference). Held by KCC Emergency Planning Officer. 90 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.5 Transportation and Highways Emergencies 8.5.1 Overview and Terminology Transportation emergencies may include the following: Rail incident. Aircraft crash. Maritime emergency. Serious road traffic crash or accident. Transport incidents involving hazardous materials. The County/District response to these emergencies will be based on the agreed principles and responsibilities contained in the Kent Resilience Forum Pan Kent Strategic Emergency Framework. Further specific information on roles and types of incidents is detailed below. 8.5.1.1 Rail Incident South Eastern Trains will deploy a Rail Incident Care Team in the event of a major incident involving the rail network. Rail Incident Care Teams will assist with the onward travel of passengers and other practical support. At a rail incident the affected train operating ̼ΩΡε̮ϳ ϭΉΛΛ μ͊͆ ̮ Ά̮ΉΛ ̼͛Ή͆͊φ ͷ͔͔Ή̼͊θ φΩ ̮̼φ ̮μ φΆ͊Ήθ ͡tactical ̼ΩΡΡ̮͆͊θ͢ ̮φ φΆ͊ μ̼͊͊΄ Following a rail accident the Rail Accident Investigation Branch (RAIB) will be involved in post-incident investigations. 8.5.1.2 Aircraft Incident Generic emergency planning principles will inform the response to an aviation incident. Sitespecific emergency plans exist for London Ashford Airport, Lydd (the Lydd Aerodrome Manual and Emergency Orders) and Kent International Airport (Aerodrome Emergency Orders). Following an air accident the Air Accident Investigation Branch (AAIB) will be involved in post-incident investigations. 8.5.1.3 Maritime Emergency In a maritime emergency the Maritime and Coastguard Agency will co–ordinate the at sea response from the relevant Maritime Rescue Co-ordination Centre i.e. Dover, Thames or London. The land based elements of the response will be co-ordinated by a land-based Tactical Control, utilising arrangements set out in the National Contingency plan for marine pollution from shipping and offshore installations. Co-ordination between the land-based response and the at-sea response will be in liaison between the Maritime Rescue Coordination Centre, the land based tactical Control and the Strategic Co-ordination Group. Following an accident at sea, the Marine Accident Investigation Branch (MAIB) will be involved in a post-incident investigation. It should be noted that if a Survivor Reception Centre is required, there is a nominated facility at Dover Harbour. 8.5.1.4 KCC Highway Services Maintained Highway Network KCC Highway Services will respond to emergencies on the adopted road network excepting motorways and some key trunk roads. In addition a representative of Kent Highway Services may attend the scene of an emergency to act as an Incident Liaison Officer to work in conjunction with the District Council Liaison Officer and representatives of the emergency services present. 91 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.5.1.5 Highways Agency Maintained Highway Network The Highways Agency delivers a similar role to that of KCC Highway Services for the motorway network and some key trunk roads within the county. Regular patrols are carried out on these roads by Highways Agency Traffic Officers (HATOs) using marked vehicles. These Officers act as Highways Agency Liaison Officers at the scene of an incident. The Highways Agency also has their own contingency arrangements to deal with driver welfare during incidents that cause significant traffic congestion. 8.5.1.6 Operation Stack In the event where there is disruption to Ferry and/or Eurotunnel services, the Police may decide to invoke Operation Stack, which is designed to safely park lorries on the M20 that are waiting to board these services. Although Kent local authorities do not have a significant role to play, there may be a need to consider 8.5.1.8 below or invoke other suitable emergency response or business continuity measures as appropriate. 8.5.1.7 Spillage Incident At any tanker Kent Fire and Rescue will liaise with the Environment Agency regarding any potential environmental pollution risk. Additionally, there is the CHEMSAFE scheme, provided by industry as a range of arrangements that advise and deal with chemical spillages. This may be activated by the Fire and Rescue service HAZMAT Officer. For maritime oil pollution incidents, see section 5.9. 8.5.1.8 Care of Travelling Public In all these emergencies a major focus for the District and County Council will be care and support for uninjured survivors and evacuees. This will normally take place in a Rest Centre or Survivor Reception Centre. However local authorities should be prepared to discharge any of their responsibilities as set out in the Pan-Kent Emergency Strategic Response Framework. Onward travel, care and support for individuals caught up in transportation disasters will involve significant input and resources from the travel operator involved (if applicable) or insurers. In the case of major incidents on the highway network costs accruing to short term care within centres will be covered by Kent County Council. Additionally, the Highways Agency has their own contingency arrangements to deal with driver welfare during incidents that cause significant traffic congestion. 8.5.1.9 Transport Incidents Involving Radiological Material Incidents involving radiological packages may occur on road or rail. There are three main emergency response schemes that cover this contingency requirement: RADSAFE – covers all road and rail transported packages by British Energy, Magnox and a range of other operators. NAIR (National Arrangements for Incidents involving Radiation) – covers all other radiological incidents with no specific emergency arrangements and will be activated by Kent Fire and Rescue Service. For military incidents, there are separate arrangements which are managed by the military and supported by local responders entitled Local Authority & Emergency Services Information (LAESI) - Defence Nuclear Materials Transport Contingency Arrangements. Kent local authorities have no role over and above the normal arrangements detailed in this plan. 92 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.5.2 District Council Responsibilities The District Council may provide and support the following: Support in the provision of immediate care to those affected by such incidents, such as those immediately affected by the event, or those stranded or evacuated because of the event. This will be discharged jointly with KCC and may include support to o Rest Centres. o Survivor Reception Centres. The provision of other technical advice or support as agreed and included in multiagency plans and/or specific District Council services as detailed in this document. 8.5.3 County Council Responsibilities Support in the provision of immediate care to those affected by such incidents, such as those immediately affected by the event, or those stranded or evacuated because of the event. This will be discharged jointly with district councils and may include support to o Rest Centres o Survivor Reception Centres The provision of other technical advice or support as dictated by pertinent multiagency plans and/or specific county council deliverables detailed in this plan. This includes clean-up from KHS adopted roads. 8.5.4 Associated Documents and Plans The main documents associated with this deliverable are as follows: KRF Pan Kent Emergency Response Framework. Relevant District and County deliverables contained within this MEP. Operation Stack Plan. RADSAFE Emergency Plan. NAIR Arrangements. National Contingency plan for marine pollution from shipping and offshore installations. Dover Harbour Survivor Reception Centre Plan. Highways Agency plan(s) for dealing with driver welfare. 8.5.5 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency. These documents may be found at; Via the KRF extranet on www.kentconnects.gov.uk/krf. Emergency centre documentation (location reference). Held by KCC Emergency Planning Officer. The RADSAFE plan may be found at www.radsafe.org.uk. The NAIR plan may be found at www.hpa.org.uk. Information on CHEMSAFE can be found at http://the-ncec.com/chemsafe/. 93 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 94 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.6 Pipelines, Control of Major Accident Hazard Sites and Radiation Emergencies 8.6.1 Overview and Terminology The operation of industrial facilities and the transportation of fuels via high pressure pipeline, road, rail and air are all governed by specific legislation and guidance to ensure safety and inform the response to any associated emergency. Primary responsibility for ensuring implementation of on and off site industrial emergency planning and incident response sits with industry, the emergency services and Kent County Council. However, District Councils may provide support as agreed in specific plans. All arrangements detailed in this section will dove-tail into all relevant KRF emergency plans. 8.6.1.1 Major Accident Hazard Pipelines (MAHP) Kent County Council and Medway Council have published a joint plan addressing potential hazards and hazard ranges which could result from a pipeline failure, procedures for dealing with pipeline incidents, contact point details, alerting procedures and geographical locations, as required under the Pipeline Safety Regulations (PSR) 1996. The Council holds a copy of the Kent County Council and Medway Council Major Accident Pipelines Emergency Plan in the Emergency Centre and copies are held by other Districts and the KCC Emergency Planning Group. Reference must be made to this document in the event Ω͔ ̮ Ή̼Ή͆͊φ ΉϬΩΛϬΉͼ ̮ Ͱ̮ΕΩθ !̼̼Ή͆͊φ Ḫϸ̮θ͆ Ήε͊ΛΉ͊ ϭΉφΆΉ φΆ͊ Ωϡ̼ΉΛ͞μ ̮͆ΡΉΉμφθ̮φΉϬ͊ area. Activation of this plan will be made via the operator or the emergency services, with KCC or Medway (depending where the incident is) acting as the lead responding local authority. As required, the Council will be notified and invited to respond in a similar fashion to a major emergency response. Technical expertise will be made available to detail the off-site implications and the emergency response requirements of the authority. 8.6.1.2 Control of Major Accident Hazards sites (COMAH) The Control of Major Accident Hazard Regulations 1999 ensure that at establishments where dangerous substances are handled, a high level of protection for people, property and the environment, is managed through measures aimed at: The prevention of a major accident; The use of any necessary measures to limit the consequences of such an accident, should it occur. ͷͰ!H ͊μφ̮̻ΛΉμΆΡ͊φμ ̮θ͊ ͼθ̮͆͊͆ ̻ϳ φΆ͊ Ḫ͊ΛφΆ ̮͆ Ί̮͔͊φϳ Eϲ̼͊ϡφΉϬ͊ ̮μ ͊ΉφΆ͊θ ͡ΐΩε-ΐΉ͊θ͢ Ωθ ͪ͡Ωϭ͊θ- ΐΉ͊θ͢ ͆͊ε̮͊͆φ Ω φΆ͊ ηϡ̮φΉφΉ͊μ ̮͆ φϳε͊μ Ω͔ μϡ̻μφ̮̼͊μ φΆ͊ϳ εθΩ͆ϡ̼͊ Ωθ μφΩθ͊΄ There is currently only one ͡ΐΩε-ΐΉ͊θ͢ ͷͰ!H μΉφ͊ within the administrative boundary of the County, Givaudan UK Ltd, based in Ashford. The site specific plan is formulated and held by Kent County Council Emergency Planning. FΩθ Ή͔ΩθΡ̮φΉΩ φΆ͊θ͊ ̮θ͊ ̮ ͔ϡθφΆ͊θ 15 ͡ΛΩϭ͊θ φΉ͊θ͢ μΉφ͊μ Ή φΆ͊ ̼Ωϡφϳ ̻ϡφ φΆ͊ϳ ͆Ω Ωt require an off-site plan. All COMAH sites are Ή͆͊φΉ͔Ή͊͆ Ή φΆ͊ ͨ͊͡φ θΩ͔ΉΛ͊͢ μ̼͊φΉΩ Ω͔ www.kentconnects.gov.uk/krf. 95 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.6.1.3 Dungeness Sites and REPPIR Dungeness has two nuclear licensed sites, namely Dungeness A (a decommissioning site operated by Magnox South) and Dungeness B (an operational Advanced Gas Cooled Reactor power station that is linked to the national grid and is operated by British Energy). Separate legislation, namely the Radiation (Emergency Preparedness and Public Information) Regulations (REPPIR) 2001, detail the offsite planning requirements for these installations. KCC is legally required to produce this plan which is published on its website in accordance with the regulations. It follows similar principles as those detailed in the Pan Kent Emergency Response Framework, but includes how the operator is involved and how central Government and other specialist agencies contribute to response and recovery. The only district council primarily affected by these arrangements is Shepway District Council. 8.6.1.4 Other Industrial Installations Industrial sites large and small which are not covered by specific emergency plans or arrangements may still cause considerable disruption, pollution and risk to their staff and surrounding communities. Pressurised gas cylinders, and in particular acetylene, are a significant potential risk associated with industrial sites. Incidents involving acetylene cylinders can result in a 200m radius cordon being established by Kent Fire and Rescue for a minimum duration of 24 hours. 8.6.1.5 Other Radiological or Chemical Incidents In general, if there is a discovery of a package or item where there is a chemical or radiological hazard, it will be a matter for the Fire and Rescue Services HAZMAT Officer to decide how the response should proceed. These are other national arrangements which may be activated where necessary: NAIR (National Arrangements for Incidents involving Radiation) – covers all other radiological incidents with no specific emergency arrangements and will be activated by Kent Fire and Rescue Service. The CHEMSAFE scheme, provided by industry as a range of arrangements that advise and deal with chemical spillages. Accidents at nuclear installations outside the County would be managed according to the DEFRA Overseas Nuclear Accidents. UK National Response Plan and Radioactive Incident Monitoring Network (RIMNET) supported by the DECC Draft National Response Plan for Nuclear Emergencies and the HPA UK Recovery Handbook for Radiation Incidents. 8.6.2 District Council Responsibilities The District Council may provide the following: Support in the provision of immediate care to those affected by such incidents, such as those immediately affected by the event, or those stranded or evacuated because of the event. This will be discharged jointly with KCC and may include support to o Rest Centres. o Survivor Reception Centres. The provision of other technical advice or support as dictated by pertinent multiagency plans and/or specific District Council deliverables detailed in this plan. Supporting the recovery process. 96 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.6.3 County Council Responsibilities The County Council are responsible for the provision of the following: The lead authority for REPPIR, COMAH, pipeline and nuclear (off-site) planning. Support in the provision of immediate care to those affected by such incidents, such as those immediately affected by the event, or those stranded or evacuated because of the event. This will be discharged jointly with district councils and may include support to o Rest Centres. o Survivor Reception Centres. o Friends and Families Reception Centres. The provision of other technical advice or support as dictated by pertinent multiagency plans and/or specific county council services detailed in this plan. 8.6.4 Associated Documents and Plans The main documents associated with this deliverable are as follows: Relevant District and County deliverables contained within this MEP. The Dungeness Off-site Plan. The Control of Major Accident Hazards Plan (COMAH). The Kent and Medway Emergency Plan for Major Accident Hazard Pipelines. The Pan Kent Emergency Recovery Framework. 8.6.5 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency and will be held by Emergency Planning. These documents may be found at; www.kentconnects.gov.uk/krf. The Dungeness Off-site Plan, The Control of Major Accident Hazards Plan (COMAH) and the Kent and Medway Emergency Plan for Major Accident Hazard Pipelines may be found at: http://www.kent.gov.uk/community_and_living/community_safety/preparing_for_ emergencies.aspx. The NAIR plan may be found at www.hpa.org.uk. Information on CHEMSAFE can be found at http://the-ncec.com/chemsafe/. Department of Energy & Climate Change (DECC) Draft National Response Plan for Nuclear Emergencies (2008) ̮͆ ̮μμΩ̼Ή̮φ͊͆ Ά̼ΩμΩΛΉ̮͆φ͊͆ ͼϡΉ̮̼͆͊͞ ̼̮ ̻͊ ͔Ωϡ͆ ̮φ www.berr.gov.uk/whatwedo/energy/sources/nuclear/keyissues/emergency/neplg/guidance/page18841.html. Department for the Environment, Food & Rural Affairs (DEFRA) Overseas Nuclear Accidents. UK National Response Plan and Radioactive Incident Monitoring Network (RIMNET) can be found at http://www.metoffice.gov.uk/publicsector/cbrn. 97 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 98 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.7 Human Health Emergencies 8.7.1 Overview and Terminology Kent County Council District Council PHE * NHS Treating the unwell The cause Public Health Public information ** Kent Police The response to a human health emergency may be divided into four sectors; treating the unwell, managing the cause (the infection, etc), public health and public information: * Public Health England ** Co-ordinated by the SCG Whilst pandemic planning is a core activity within many agencies and authorities, a range of other health emergencies may require all local authorities to take action in the fields of a supporting response or business continuity management. Such health issues may include; An epidemic. A fast spreading yet rare disease. A localised outbreak of measles or other mild illness. Local authorities may be required to support communities over and above the normal levels of service provided in the fields of social care and support. 8.7.2 Pandemic Influenza The KRF has published a pandemic influenza plan that sets out in detail the response to, and management of, a major outbreak. The principles set out in this plan will be applied, with appropriate adjustments, when a health threat arises from a cause other than a communicable disease outbreak. All other agencies should have plans that detail how they will support a multi-agency response to this event and how they will protect their own organisations and critical service delivery. 8.7.3 Joint District and County Council Responsibilities The core activities for KCC and District Councils in terms of planning and response can be divided into two key activities: Business continuity planning. Emergency response activities in support of KRF plans. 8.7.4 Other Specific County Council Responsibilities The County Council are responsible for the provision of the following in addition to the above: 99 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan Emergency response activities in support of the KRF plan. Warning and informing the public, if necessary in conjunction with other category 1 and 2 responders. Preparing and arranging for the publication of information on the County Council website. Arrange for the County Council contact centre to provide a telephone helpline and to answer F!΅͞s. 8.7.5 Associated Documents and Plans The main documents associated with this deliverable are as follows: Relevant District and County services contained within this document. KRF Pandemic Plan. NHS (including PCT) and HPA supporting plans. KCC Pandemic Plan. District Council Pandemic Plan. KCC Business Continuity Plans. District Council Business Continuity Plans. KRF Managing Excess Deaths plan. 8.7.6 Location of Document Depending on the author, this document will be produced and maintained by a lead agency and will be held by the Civil Protection Manager. 100 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.8 Animal Health Emergencies 8.8.1 Overview and Terminology ͨ͊φ͞μ εroximity to continental Europe, major ports and the significance of livestock to the local economy make animal health emergencies a key local risk. The impact of climate change is projected to increase this risk further. The response to an outbreak of disease in animals will be led nationally by DEFRA and locally by KCC Trading Standards under the provisions of the Animal Health Act. KCC Trading Standards a statutory duty under the Animal Health Act to enforce movement restrictions in the event of an exotic animal disease outbreak. The consequences of the outbreak, which could include community-based and economic considerations, may lead to the formation of a Strategic Co-ordinating Group. Animal health hazards can be split into two categories; Zoonotic - an animal disease that can be transmitted between animals and humans. E.g. Highly Pathogenic Avian Influenza (HPAI), Rabies and West Nile Virus. Non-Zoonotic - an animal disease that can be transmitted between animals but not to humans. E.g. Classical Swine Fever, Blue Tongue and Newcastle Disease. 8.8.2 Joint District and County Council Responsibilities The core activities for KCC and District Councils in terms of planning and response can be divided into two key activities; Business continuity planning. Emergency response activities in support of KRF plans. 8.8.3 Other Specific County Council Responsibilities The County Council are further responsible for the provision of the following in addition to the above; Emergency response activities in support of the KRF plan. Provide KCC emergency planning representation at the Local Disease Control Centre. Coordinate the County and District response. Warning and Informing the public, if necessary in conjunction with other category 1 and 2 responders. Prepare and arrange for the publication of information on the County Council website. Arrange for the County Council contact centre to provide a telephone helpline and φΩ ̮μϭ͊θ F!΅͞μ. 8.8.4 Associated Documents and Plans The main documents associated are as follows: KCC Business Continuity Plans. District Council Business Continuity Plans. DEFRA Animal Health Plans. KCC Animal Health Plans. 101 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.8.5 Location of Document Depending on the author, this document will be produced and maintained by a lead agency and will be held by the KRT and / or KCC Emergency Planning Officer. 102 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.9 Kent Voluntary Sector Emergency Group (KVSEG) 8.9.1 Overview and Terminology There may be times when a local authority or the broader resilience community require support from the voluntary sector. The table below outlines the types of support that may be mobilised via pan-Kent arrangements. Description of service Humanitarian assistance and support, including medical expertise and general assistance. Radio communications support. Local multi-faith advice and support Mutual aid provider(s) British Red Cross St John Ambulance Other Kent Voluntary Agencies RAYNET Church in Society (Critical Incident Chaplains) Activated by KCC DEPO/CEC KCC DEPO/CEC KCC DEPO/CEC 8.9.2 Joint County and District Council Responsibilities Coordination of voluntary organisations when more than one District is involved. Arrange attendance of ministers of religion. Alert and coordinate the voluntary organisations in support of the public services. 8.9.3 Associated Documents and Plans The main documents associated with this service are as follows: KRF Pan Kent Emergency Response Framework. Kent Rest Centre Guidelines. 8.9.4 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency and will be held by Emergency Planning. Further copies of these documents may be found at; Emergency centre documentation. 103 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 104 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.10 Mass Fatalities and Excess Deaths 8.10.1 Overview and Terminology 8.10.1.1 Mass Fatalities A mass fatality incident is an emergency involving sudden and unexpected loss of life or any incident where the number of fatalities is greater than normal local arrangements can manage. In these circumstances additional arrangements need to be put into place, for dealing with the deceased being exceeded. 8.10.1.2 Resilience Mortuaries In the event of a mass fatality incident a resilience or temporary mortuary structure may need to be erected in order to cope with excess fatalities. A temporary mortuary will usually be erected once the hospital mortuary capacity in Kent is exceeded and will house all normal mortuary facilities. Kent County Council, Kent Police and Medway Council have a contract with a temporary mortuary provider in place to deal with this. 8.10.1.3 National Emergency Mortuary Arrangements (NEMA) NEMA is the Home Office central assistance programme for assisting local authorities and services to manage mass fatality incidents. Assistance includes; Response personnel. The Association of Chief Police Officers (ACPO) has established a central pool of trained and experienced police and civilian forensic experts known as UK DVI (UK Disaster Victim Identification). Arrangements are in place to deploy UK DVI members to an incident that results in large scale fatalities. Infrastructure in terms of providing a temporary demountable structure to serve as a temporary mortuary and Equipment. There is a national stockpile of mortuary equipment necessary to convert an empty structure to a functioning mortuary. 8.10.1.4 Excess Deaths 'Excess deaths' is the term to describe significant numbers of deaths over a period of time where the death rate exceeds normal capacities in certification, registration and funerals. Whereas a mass fatalities incident would involve an investigation and the need for post mortems, excess deaths response will be over a wide area and an extended period of time, normally as a result of illness (e.g. a pandemic). Excess deaths response makes use of business continuity arrangements to provide additional capacity and may also demand body storage arrangements pending funerals. The KRF Excess Deaths Plan deals with this contingency. 8.10.2 District Council Responsibilities 105 2013 Assist through Mutual Aid Agreement or otherwise. ̮ϡε͊θμ͞ funerals. Version 1.6, November Dartford Borough Council Major Emergency Plan 8.10.3 County Council Responsibilities Establish, operate and close-down temporary mortuary. Coordinate the Registration Service and the Kent Coroners Service, including involvement in the establishment of temporary mortuaries. 8.10.4 Associated Documents and Plans The main documents associated with this service are as follows; KRF Mass Fatalities Plan. KRF Managing Excess Deaths Plan. ̮̻Ή͊φ ͷ͔͔Ή̼͊ ̮͡ ͔θ̮Ρ͊ϭΩθΘ ͔Ωθ εΛ̮͊θs εθ͊ε̮θΉͼ φΩ Ρ̮̮ͼ͊ ̮͆͊φΆμ͢ 2008. National government pandemic influenza guidance. 8.10.5 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency and will be held by Emergency Planning. Further copies of these documents may be found at; Emergency centre documentation. 106 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 8.11 Military Support 8.11.1 Overview In circumstances where additional resources, including specialist skills, are urgently needed, it is possible for Military Aid to the Civil Authorities (MACA) to be requested. The resource available will be determined by on-going military operational demands, and cannot therefore be guaranteed. During any emergency response, the Military is prepared to provide certain niche and specialist capabilities to support the Police. In addition, as an option of last resort, Ministers may approve more general Military Aid to the Civil Authorities (MACA) to fill specific capability gaps in any response or early recovery phase. To enable this, Military Liaison Officers will normally deploy to any Strategic Coordination Group which is activated. Any military resources deployed will always remain under military command, and the costs of the resources deployed may be recoverable, according to the circumstances. 8.11.2 Associated Documents and Plans The main documents associated with this service are as follows: KRF Pan Kent Emergency Response Framework. 8.11.3 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency and will be held by Emergency Planning. Further copies of these documents may be found at; Emergency centre documentation. 107 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 108 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 9 Business Continuity Management 9.1 Overview and Terminology Under the Civil Contingencies Act 2004, Local Authorities as Category 1 Responders have a duty to put in place Business Continuity Management (BCM) arrangements. The British Standard on Business Continuity Management (BCM), BS25999, defines BCM as 'a holistic management process that identifies potential threats to an organisation and the impacts to operations that those threats, if reaΛΉμ͊͆ ΡΉͼΆφ ̼̮ϡμ͊͞΄ BCM is designed to provide a framework for building organisational resilience with the capability for an effective response that safeguards the interests of the organisation. Key activities include: Identifying critical functions and their core interdependencies. Identifying and managing risks that could impact upon these functions if realised. Defining the broad range of resilience and contingency measures that may be put into place to protect these functions. Defining recovery arrangements to bring all services back to normal levels. The Business Continuity Plan (BCP) for a local authority may include the following documents: - Business Continuity Management Policy. - Business Continuity Programme Management. - Business Impact Analysis (BIA). - Plan Scope. - Activation Plan. - Response Plan or Action Plan. - Alternative Response Strategies. - Service Recovery Plans. 9.2 Location of Documents This document is produced and maintained by the Building Control Manager and are distributed to all those involved with business continuity. Further copies of these documents may be found at; Online at www.dartford.gov.uk/emergency. 109 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 110 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 10 Recovery 10.1 Overview and Terminology Recovery is the process of restoring and rebuilding the community in the aftermath of a disaster. This process can be started at any point within the response phase, but gains prominence once the immediate response is complete. Although recovery is a multi-agency activity, the Local Authorities will be the lead agencies. Many aspects of recovery have to be considered from the physical rebuilding of the community to the welfare needs of the residents and the financial implications for the affected businesses and council itself. Additionally, an opportunity for regeneration may also present itself, which will require political support in addition to core objectives of the recovery process. The recovery process can be protracted in nature and involve a broad range of statutory and non-statutory agencies and groups as the process develops and evolves. Much will depend on the initiating incident and the breadth and scale of issues that are being faced. As a result, documents to support this requirement have been produced to support recovery working. The KRF Pan-Kent Emergency Recovery Framework KCC Recovery Plan District Council Recovery Plan This acts as the lead framework document that describes the core processes in Kent wide multi-agency recovery working and the broad range of supporting arrangements that may be brought to bear in the recovery process. Roles and responsibilities are defined and explained, as well as activation protocols and working structures, thus ensuring that the right agencies are involved throughout the recovery process. Provides an overview and detailed arrangements of how KCC will accomplish its obligations under the KRF Pan-Kent Emergency Recovery Framework. Provides an overview and detailed arrangements of how the District Council will accomplish its obligations under the KRF Pan-Kent Emergency Recovery Framework. 10.1.1 The Humanitarian Assistance Centre A Humanitarian Assistance Centre (HAC) is a facility designed to deal with the long term humanitarian needs of survivors, family and friends and any of the wider community that have been affected by the incident. The Humanitarian Assistance Centre will act as a ͡Ω͊stop-μΆΩε͢ for survivors, families and anyone else who is affected by the incident; and will be the focal point for humanitarian assistance to families and friends of those missing, injured, killed and survivors. The Kent Resilience Forum Humanitarian Assistance Centre Plan is the primary document for these arrangements and contains details of how this facility is identified and activated. 111 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 10.2 Overview of County Council Responsibilities KCC have trained senior Directors to act as the lead in the Strategic Recovery Coordination Group. Additionally, KCC may provide a range of technical experts, political support and other recovery resources, including some finance capability, to the recovery working agenda. 10.3 Overview of District Council responsibilities The District Council will provide support and leadership in the development of a recovery strategy and in the management of local community relations. It is likely that the affected District will be appointed as Strategic Recovery Coordination Group Chair or deputy, as well as chair of the local community engagement and feedback group. It is also likely that local political support will also be provided by the District Council, ensuring that the members are fully engaged with the recovery process. 10.4 Associated Documents and Plans The main documents associated with this are as follows; KRF Pan-Kent Emergency Recovery Framework. KCC Recovery Plan. District Recovery Guidance. 10.5 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency and will be held by the EARs Manager and Building Control Manager. 112 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 11 Community Leadership 11.1 Overview During any major emergency where the community has been affected adversely, there will be a need to ensure suitable community leadership is demonstrated. The Pitt Review (2007:34) endorses this view, specifically noting the following: ͡Π͊ (̮ΛμΩ) Ωφ͊ φΆ͊ Ϭ̮Λϡ͊ Ω͔ φΆ͊ ΆΉͼΆ Ρ͊͆Ή̮ εθΩ͔ΉΛ͊ ͔Ωθ ΛΩ̼̮Λ Λ̮͊͆͊θμ ̮μ ̮̼ΆΉ͊Ϭ͊͆ ̻ϳ ̼Ωϡ̼ΉΛ leaders and Gold Commanders in a number of areas affected by the floods. For example, in DΩ̼̮μφ͊θ φΆ͊ ͊Λ̼͊φ͊͆ Ͱ̮ϳΩθ͞μ ΆΉͼΆ ϬΉμΉ̻ΉΛΉφϳ εθΩϬΉ͆͊͆ θ̮͊μμϡθ̮ce to the public during the severe flooding which affected the city in June 2007. In Gloucestershire, the Gold Commander adopted a similarly successful high profile, using the media as a way of communicating advice to the public and providing visible leadership at the local level. All local leaders need to play their part in this, and local authorities should share the load with φΆ͊ ϡΉ͔ΩθΡ͊͆ μ͊θϬΉ̼͊μ΄͢ 11.2 Core Activities During an Emergency It is essential for key officers and politicians to adopt a leadership role during an emergency. It is therefore recommended that the Leader of the Council, prominent Cabinet members and the Chief Executive are placed before the media to act in this capacity. Those undertaking this role should be fully briefed by their media team and be prepared to answer questions at regular press conferences and one-to-one interviews. Policy on messaging strategy will be overseen by the Strategic Coordination Group and disseminated to all agency media teams. It is vital that the core lines regarding the response are fully observed and adopted, providing a cohesive approach to community reassurance messaging. It is also recommended that generic messages surrounding condolences, support for the work of the emergency services and reassurances that all is being done be included where applicable. Policy decisions and speculation on cause or outcome should be avoided. 11.3 Core Activities During the Recovery Phase Following a major emergency, either a District or the County Council will lead on recovery working (see section 10). It is likely that a community liaison group will be formulated to enable local views to be captured and assessed during this period. To ensure that this placeshaping activity is contributed to fully, it will be essential for local members whose area was affected by the emergency to be engaged in this process as community leaders. Full details of how this will operate are sign-posted in section 10. 11.4 Associated Documents and Plans The KRF Pan-Kent Emergency Recovery Framework. Other documents under construction. 11.5 Location of Documents Depending on the author, these documents will be produced and maintained by a lead agency and will be held by the EARs Manager and Building Control Manager. 113 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 114 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 12 Training and Exercising The Civil Contingencies Act requires Councils as category 1 responders to include a provision for training and exercising in their emergency plans. Regular training and exercise events for both emergency planning and business continuity will raise staff awareness of potential risks and provide an understanding and confidence in the council and their partners͞ emergency response procedures. 12.1 Training Training is a combination of activities that are carried out to ensure that responders are competent and confident to carry out required tasks and actions when an emergency occurs. A suitable schedule of training activities will be formulated and rolled out to all responding personnel. This will include suitable refresher training and coaching where required. All Council Staff involved in responding to an emergency situation should receive a level of training corresponding with their responsibilities. The aim is to increase resilience by ensuring that all those charged with dealing with an emergency; know their role; are competent to carry out the tasks assigned to them; are properly equipped ; Have confidence in their partner agencies emergency response capabilities. The Emergency Planning Group will be responsible for the formulation, delivery and monitoring of training activities and performance. For all Rest Centre activities, Control Centre Emergency Management Training, COMAH, Pipelines and REPPIR planning responsibilities, KCC will provide jointly agreed statutory joint training between the County and District Councils. This may be complimented by localised district training as required. 12.2 Exercising An exercise is primarily designed as validation or demonstration of the emergency arrangements. A variety of exercises will be compiled to test the strategic, tactical and operational elements of the emergency response and at the very minimum there will be an annual emergency exercise that will test the County and District authoritϳ͞μ emergency response capability. In agreement with partners, these exercises may be extended to further demonstrate pan-Kent capability. The EARs Manager will be responsible for the formulation, delivery and monitoring of exercise activities and performance. For all Rest Centre activities and top-tier planning responsibilities, KCC will provide jointly agreed statutory joint exercising between the County and District Councils. This may be complimented by localised District training as required. 115 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan This page is intentionally blank 116 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan Appendix 1- Mutual Aid Agreement Joint agreement between the Local Authorities of Kent for the provision of mutual aid and assistance in the event of emergencies. THIS AGREEMENT is made the day of 2006 BETWEEN the local authorities whose names and addresses are listed in schedule 1 hereto (Ά͊θ͊Ή̮͔φ͊θ θ͔͊͊θθ͊͆ φΩ ̮μ ΆφΆ͊ ͪΩ̼̮Λ !ϡφΆΩθΉφΉ͊μ ͞) WHEREAS (1) The parties hereto are desirous of providing to each other mutual aid and assistance when called upon to do so in the event of a major civil emergency or in circumstances at the discretion of each party (2) The parties hereto are desirous of formalising as far as may be practicable arrangements for the requesting and giving of such mutual aid and assistance and have agreed to enter into this agreement in order to govern such arrangements NOW THIS AGREEMENT WITNESSES AS FOLLOWS 1. AGREEMENT TO PROVIDE ASSISTANCE The Local Authorities HEREBY AGREE in consideration of these presents to provide aid and assistance to each other in the event of the situations envisaged in Schedule 2 hereto arising 2. REQUEST FOR SUCH ASSISTANCE Such aid and assistance shall be requested initially on an informal basis by means of direct verbal telephonic fax or written request from the Head of Paid Service of any party or officer acting on his or her behalf but in any event shall be followed within 24 hours of such request by formal confirmation in writing from the requesting party acknowledging that the aid and assistance sought is governed by the terms of this agreement 3. THE AID AND ASSISTANCE SOUGHT The aid and assistance so sought shall include, inter alia, the matters set out in Schedule 3 hereof though such is not limited to the matters set out therein nor is such to be considered restrictive or exhaustive 4. COSTS 4.1 All costs incurred by any party including VAT or any other tax or statutory imposition in providing the aid and assistance envisaged by this agreement are to be met in full by the party requesting such aid and assistance 4.2 Evidence of such costs so incurred shall be supplied by the providing party in the form of a detailed account to be submitted within three months of the aid and assistance having been given or supplied and such account shall be paid by the receiving party within 28 days of its receipt 4.3 In the event of additional grant being requested from Central Government by any ε̮θφϳ ϡ͆͊θ φΆ͊ Ά͊ΛΛϭΉ Ί̼Ά͊Ρ͊͞ (Ί΄155 ͪΩcal Government and Housing Act 1989) each party will provide to each other all assistance evidence and information necessary to support such application at its own expense 5. LOAN OF PERSONNEL 5.1 In the event of personnel being loaned or seconded by any one party (the loaning party) to another such personnel will at all times remain employees of the loaning party 5.2 The party to whom such personnel are loaned or seconded shall be responsible however for the payment to the loaning party of all salary (including pension payments income tax national insurance etc) and any other additional costs and expenses incurred as a direct result of the loan or secondment of such personnel 117 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan 6. INSURANCE Each party shall be responsible for providing adequate public and ͊ΡεΛΩϳ͊θ͞μ liability insurance in respect of such personnel and their actions during the period any such personnel are loaned or seconded to them 7. PROVISION OF ASSISTANCE IS VOLUNTARY Each party acknowledges that this agreement and the requirements herein are entirely voluntary and that no party is under any obligation to another to provide aid and assistance where and if called upon to do so but that each party will use all reasonable endeavours (subject to the performance of its own statutory duties and functions) to respond to such request and provide the aid and assistance requested and once such is agreed to be given then the provisions of this agreement shall prevail 8. NO PARTNERSHIP OR AGENCY Nothing in this agreement shall be deemed to constitute a partnership between the parties nor constitute any party the agent of any other party 9. INDEMNITY Each party agrees with each other throughout the continuance of this agreement to indemnify and keep indemnified each other from and against any and all loss damage or liability whether criminal or civil suffered in the course of providing aid and assistance under the provision herein 10. DURATION OF AGREEMENT This agreement shall subsist for an initial period of 3 months from the date hereof but thereafter shall continue from year to year. 11. ARBITRATION In the unlikely event of any dispute under or arising out of this agreement such shall be referred to a single arbitrator in accordance with the provisions of the Arbitration Act 1996. 12. ENGLISH LAW GOVERNS The validity construction and performance of this agreement shall be governed by English Law 13. NOTICES Any notice given pursuant to this agreement shall be in writing and shall be sufficiently given to any party if given by hand or sent in a letter by first class prepaid post addressed to the Head of Paid Service of that party at the address of that party set out in schedule 1 (or any alternative address notified by that party in accordance with this clause) and any notice so given shall be deemed to be delivered (unless the contrary is proved) at the time at which the letter would be delivered in the ordinary course of post 14. INTERPRETATION 14.1 Reference to any statute or statutory provision includes a reference to: (a) that statute or statutory provision as from time to time amended, extended, reenacted or consolidated; and (b) all statutory instruments or orders made pursuant to it 14.2 Words denoting the singular number only shall include the plural and vice-versa 14.3 Unless the context otherwise requires reference to any clause, sub-clause or schedule is to a clause, sub-clause or schedule (as the case may be) of or to this agreement 14.4 The headings in this document are inserted for convenience only and shall not affect the construction or interpretation of this agreement 15. FORCE MAJEURE 118 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan No party shall be liable for any failure or delay in performance of this agreement which is caused by circumstances beyond the reasonable control of a party including without limitation any labour disputes between a party and its employees 16. CONFIDENTIALITY The parties here to will at all times keep confidential information acquired in consequence of this agreement, except for information which they may be entitled or bound to disclose under compulsion of law or where requested by regulatory agencies or to their professional advisers where necessary for the performance of their professional services. 17. INTELLECTUAL PROPERTY The parties hereto agree with each other not to cause or permit anything which may damage or endanger the intellectual property of each party nor each parties title to such intellectual property nor to assist or allow others to do so 18. REVOCATION OF PREVIOUS MUTUAL AID AGREEMENTS Any previous similar agreement shall be deemed to be revoked when all the parties to that previous agreement sign this agreement 119 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan SCHEDULE 1 (Preamble hereof) The Local Authorities Ashford Borough Council, The Civic Centre, Tannery Lane, Ashford, Kent, TN23 1PL Canterbury City Council, Council Offices, Military Road, Canterbury, Kent, CT1 1YW Dartford Borough Council, Civic Centre, Home Gardens, Dartford, Kent, DA1 1DR Dover District Council, Council Offices, White Cliffs Business Park, Dover, Kent, Ct16 3PJ Gravesham Borough Council, Civic Centre, Gravesend, Kent, DA12 1AU Kent County Council, Sessions House, County Hall, Maidstone ME14 1XQ Maidstone Borough Council, London House, 5-11 London Road, Maidstone, Kent, ME16 8HR Medway Council, Civic Centre, Rochester Sevenoaks District Council, Council Offices, Argyle Road, Sevenoaks, Kent, TN13 1HG Shepway District Council, Civic Centre, Castle Hill Avenue, Folkestone, Kent, CT20 2QY Swale Borough Council, Council Offices, Swale House, East Street, Sittingbourne, Kent, ME10 3HT Thanet District Council, Council Offices, PO Box 9, Margate, Kent, CT9 1XZ Tonbridge & Malling Borough Council, Council Offices, Gibson Drive, Kings Hill, West Malling, Kent, ME19 6LZ Tunbridge Wells Borough Council, Town Hall, Tunbridge Wells, Kent, TN1 1RS 120 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan SCHEDULE 2 (Clause 1 hereof) Situations calling for the request of mutual aid and assistance 1. Major civil emergency being a situation arising with or without warning causing or threatening to cause death injury or serious disruption to normal life for numbers of people in excess of those which can be dealt with by the public services operating under normal conditions and requiring the special mobilisation and organisation of those services 2. All other situations whereby any party at its discretion requires aid and assistance 121 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan SCHEDULE 3 (Clause 3 hereof) Provision of mutual aid and assistance The aim of the agreement is to provide mutual aid between the parties herein for the provision, so far as may be practicable of certain resources and professional expertise in the event of any one or more of the situations described in schedules 1 hereof. This may include provision of: (a) Environmental Health Officers (b) Engineers (c) Building Control Officers/Structural Engineers (d) Persons to assist with media matters (e) Persons to provide support in the Emergency Centres of participating parties (f) Assistance with persons made homeless as a result of an emergency. (This may cover provision of premises for use as Rest Centres, together with housing advice, and provision of longer term accommodation) (g) Use of contractors 122 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan Appendix 3- Common Core Emergency Response Roles Kent County and District Authorities A3.1 Introduction To support the development of a common emergency plan for the County and District Councils, and to promote interoperability between them in an emergency, the following details a range of common roles that could be adopted by all parties within their emergency control centres. This approach would also integrated into the new emergency management training for emergency control centre staff that will be provided by the Kent County Council Emergency Planning Unit over the coming 3 years to promote a consistent approach to emergency management with the adoption of these common roles. It is important to state that these agreed roles would be core roles only, and that all Councils may wish to complement their emergency operations with specific roles and disciplines. Whilst there is also some suggested non-core or optional roles at the end of this document, it will be a matter for each Council to decide how whether or not they wish to adopt these recommended additional roles. A3.2 Core Generic Roles The following are suggested as core roles within the emergency response structure. NOTE: Not all emergencies will attract a need for a full 3-tier response structure. The table below describes the roles for all three levels and, in particular, describes the arrangements where it is normal for a Chief Executive to initially work at the tactical level. All readers are ̮͆ϬΉμ͊͆ φΩ ΛΩΩΘ ̮φ φΆ͊μ͊ θΩΛ͊μ Ω ̮ ΆΩΛΉμφΉ̼ ̻̮μΉμ ̮μ φΆ͊ ͡ϭΩθμ͊ ̼̮μ͊͢ θ͊μΩϡθ̼͊ ΉΡεΛΉ̼̮φΉΩμ΄ 123 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan Roles and Responsibilities during a Major Emergency Role Responsibility Nominated Staffing Emergency Coordinator To lead the Emergency Management Team who will co- The Chief Executive, Chief Officer, Managing Director or other senior managers who have been trained and appointed to this role. Ωθ͆Ή̮φ͊ φΆ͊ Ωϡ̼ΉΛ͞μ θ͊μεΩμ͊ φΩ ̮ Ρ̮ΕΩθ ͊Ρ͊θͼ̼͊ϳ΄ This will include: Assessing the situation and its impact on the council and the community. Determining and reviewing the response Sheri Green Sarah Martin Mark Salisbury Annie Sargent Peter Dosad Dave Thomas measures being taken by the council. EμϡθΉͼ φΆ̮φ φΆ͊ ̼Ωϡ̼ΉΛ͞μ θ͊μεΩμ͊ ̮̼φΉΩμ ̮θ͊ appropriate, proportionate and (where Graham Harris – dependant on Strategic Coordination (Gold) meeting demands etc. applicable) integrated with a broader multiagency response. Duty Emergency Planning Officer To support the Emergency Coordinator. This will include: Receiving the initial notifications of an emergency and deciding on the appropriate response. This may include activation and monitoring of individual services over and above the normal out of hours service, or the full activation of φΆ͊ Ωϡ̼ΉΛ͞μ Ρ̮ΕΩθ ͊Ρ͊θͼ̼͊ϳ plan. Ensuring that all planned emergency systems that may be required come into effect and operate smoothly. Provide specialist advice to the Assistant Emergency Coordinator and the Emergency Centre Operations Team. The EARs Manager / Emergency Planning Officer or other nominated officers that have been trained for this role. Mark Salisbury Andrew Nichols Richard Cherry To accoΡε̮ϳ φΆ͊ Ωϡ̼ΉΛ͞μ Ά͊εθ͊μ͊φ̮φΉϬ͊ ̮φ Ίφθ̮φ͊ͼΉ̼ Coordination (Gold) meetings. 124 2013 Version 1.6, November Dartford Borough Council Assistant Emergency Coordinator 125 2013 To head the Emergency Centre Operations Team and relieve the Emergency Co-ordinator of the operational duties of the Emergency Centre. This will include: Attending the Emergency Centre when requested. Agreeing the tactical approach to the emergency and deputising where needed. Advise the Emergency Coordinator. Take part in and support any standing or ad hoc working groups established to manage aspects of the emergency. Major Emergency Plan Managers or Senior Officers. Teresa Ryszkowska Richard James Paul Koster Paul Milan Tim Sams Adrian Gowan Version 1.6, November Dartford Borough Council Major Emergency Plan Emergency Centre Operations Team Role Responsibility Nominated Staffing Information Manager To manage the systems to gather, analyse, collate, display and disseminate information in an emergency. This will include: Managers or Senior Officers. Information Officer(s) Proceeding to the Emergency Centre as directed and manage the "Emergency Information Systems" in accordance with "Section 3 - Information and Support" of the Civil Protection Plan. Service the Emergency Centre Operations Team and Media Manager with information. Join the Emergency Centre Operations Team as required to provide information. Provide information from the log of activities undertaken and any other records for the compilation of any subsequent report. To assist the Information Manager in their duties. This will include: Support Manager 126 2013 Clearly displaying, updating and printing-off the Ή͔ΩθΡ̮φΉΩ φΆ̮φ Ήμ θ͊ηϡΉθ͊͆ Ω φΆ͊ ͡ΊΉφϡ̮φΉΩ͢ boaθ͆ ͡HΉμφΩθϳ͢ ̻Ω̮θ͆ (Ή͔ Ή ϡμ͊) ̮͆ φΆ͊ ͡!̼φΉΩ͢ board, as well as supporting the smooth collation and display of other information within the centre. Where paper systems have been used, ensure that yellow copies of the message form are obtained and are matched to the blue, thus ensuring that messages are always followed up. To ensure that the personnel and domestic arrangements of the Emergency Centre are managed and run smoothly. This will include: Arrange for the Emergency Centre to be set up, equipment to be re-located from work stations and elsewhere within the Council to the Emergency Centre and staffed with appropriate officers. If the incident occurs out of office hours then contact should be made with a keyholder requesting that the Civic Centre be opened and security measures taken. Call out and brief the Function Coordinators. Ensure that appropriate security systems are in operation to prevent unauthorised access to the Emergency Centre. Operate predetermined financial arrangements covering necessary expenditure for the purpose of Emergency Centre activities. Maintain a record of staff on duty and staff shift arrangements. Carol Russell Tony Phillips Sarah Cotton Alan Twyman Jeanette Stephens Any level of Officer Ashlee Mair Sarah Etheridge Marie Tidy Jane Page Karen Coles Rachel Evans Gail Mills Carole French Tony Clark Marie Kelly-Stone Any level of Officer Stephen Whitehead Sarah Clark Jackie Bradley Catherine Bailey Lin Hodson Version 1.6, November Dartford Borough Council Major Emergency Plan Liaison Officers Arrange for refreshments and/or feeding in the Emergency Centre. Arrange, where necessary, for emergency sleeping accommodation for staff working in the Emergency Centre. Secure all records and files (in whatever format they may take) maintained in the Emergency Centre for future scrutiny. On closure ensure that all staff and/or other organisations involved in support activities are informed and release staff to revert to their normal duties. Arrange for the reinstatement of the accommodation when the Emergency Centre closes down. ΐΩ ̮̼φ ̮μ Θ͊ϳ ̼Ωφ̮̼φ εΩΉφ ̻͊φϭ͊͊ φΆ͊ ̼Ωϡ̼ΉΛ͞μ emergency centre and other centres or contact points (not Forward Control – see separate description for Incident Liaison Officer (Incident Liaison Officer). This will include: Function Coordinators Media Manager 127 2013 Representing the Council and relaying information to/from these sources. They will ensure that their organisation is kept up to date with relevant information. That message logs are filled out and distributed accordingly, and that the display boards are a true representation of information from their Ωθͼ̮Ήμ̮φΉΩ͞μ μφ̮͆-point. To co-ordinate the delivery of activated function plans ͆͊φ̮ΉΛ͊͆ Ή φΆ͊ Ωϡ̼ΉΛ͞μ ͊Ρ͊θͼ̼͊ϳ εΛ̮΄ ͊θμΩμ undertaking this role will be a member of the Emergency Management Team and will have a good knowledge of their functional plan. They will have the authority to apply all necessary resources to implement the plan as agreed by the Emergency Management Team. To co-ordinate and advise on all aspects of public and media communications as described in the Media and Communications Plan. This will include: Assuming responsibility for all contact between the Council and the media. Maintaining close liaison with Media Officers from other organisations. Preparing material for release to the media. Arranging for briefings/press conferences, as required. Monitoring media coverage of the incident. Ensuring that relevant information obtained from external sources is fed back into the Emergency Any level of Officer Terry Smith Helen Griffith Kit Weller Steve Perkins Martin Smith (plus KCC EPO) A middle manager or senior officer within the function or a function specialist. David Edie Shona McQuade Dave Bennett Nicholas Tremain Alison Haines A suitable officer from the Communications Team Helen Clark Version 1.6, November Dartford Borough Council Incident Liaison Officer (ILO) Major Emergency Plan Centre. To act as the Ωϡ̼ΉΛ͞μ ΛΉ̮ΉμΩ Ω͔͔Ή̼͊θ ̮φ φΆ͊ μ̼͊͊ Ω͔ ̮ emergency. This will include: Working with the other agencies to ensure that the incident is being dealt with in an effective manner. Representing the Council at multi-agency meetings chaired by the Police or Fire Incident Commander. Co-Ωθ͆Ή̮φΉͼ φΆ͊ Ωϡ̼ΉΛ͞μ Ω-the-scene response in accordance with the Incident Liaison Officers Handbook. A suitably trained Officer or Field Specialist with a full understanding of the local authority role at the scene of an emergency. CSU Officers: Allan Thompson Carley Vaughan Mike Morgan Ray Pearson EH Officers: 1.Naomi Shipman 2.Glenys Shorrick 3.Julie Short Keith Frencham Darian Keady Alex Dawson Colin Alden (SDC) Nick Chapman James Fox Julie Short Shona McQuade Corrine Barber Linda Tilley Nicholas Tremain Barbara Lidster David Edie Kevin Croghan Dave Munday Barry Moore 128 2013 Version 1.6, November Dartford Borough Council Major Emergency Plan A3.3 Non-core roles Role Responsibility Nominated Staffing Media Officer To support the Media Manager in the delivery of all aspects of public and media communications as described in the Media and Communications Plan. Elaine Henson Mary Wilson Emergency Centre Secretary To provide secretarial support to the Emergency coordinator, ensuring that formal emails, notes, minutes of briefings and Situational Reports (SITREPS) are typed in a timely fashion. Ideally, the role holder should be competent in short-hand and types at a reasonable rate. Experienced secretary, personal assistant or minute taker. Caroline Hillman Susie Mayell Carol Butcher Support Officers To provide a range of general support duties as and when required. This may include specific allocation to roles which need additional short term support, or general assistance to a broad range of functions. GIS Officer To provide and access suitable GIS data that may be ͆ΉμεΛ̮ϳ͊͆ Ω φΆ͊ ̼͊φθ͊͞μ ΊͰ!Άΐ̻Ω̮θ͆ Ωθ φΆ̮φ Ρ̮ϳ ̻͊ printed off to assist in a range of briefings or meetings. A GIS Specialist To maintain and resolve faults with the IT & telecoms equipment and infrastructure. An IT & Telephony Specialist. IT & Telephony Officer Any level of Officer as available Allison Smith Paula Bastable Clare Creighton Tony Clark Sam Eastwood Matt Roberts Peter Richmond Eddie Handley Dave Munday Warren Stead Rob Moore 129 2013 Version 1.6, November