Emergency Management Program and Emergency Response Plan By-law 2025-101
Madawaska Valley, Ontario
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The Corporation of the
Township of Madawaska
Valley
Emergency Response
Plan
The Corporation of the Township of Madawaska Valley
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Table of Contents
Table of Contents
INTRODUCTION .......................................................................................................................................................... 3
AIM ............................................................................................................................................................................. 4
AUTHORITY ................................................................................................................................................................. 5
A) DEFINITION OF AN EMERGENCY ...................................................................................................................................... 5
B) ACTION PRIOR TO DECLARATION .................................................................................................................................... 5
c) Emergency Notification Procedures ....................................................................................................................... 6
D) REQUESTS FOR OUTSIDE ASSISTANCE .............................................................................................................................. 6
E) FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY ................................................................................................. 6
F) ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT /ONTARIO REGULATION 429/11 AND ................................................... 7
PLAN MAINTENANCE ................................................................................................................................................. 8
DECLARATION OF AN EMERGENCY ............................................................................................................................ 9
ACTIVATION OF THE TOWNSHIP OF MADAWASKA VALLEY EMERGENCY RESPONSE PLAN ............................................................ 10
IMPLEMENTATION OF THE TOWNSHIP OF MADAWASKA VALLEY EMERGENCY RESPONSE PLAN .................................................... 10
APPOINTMENT OF AN EMERGENCY SITE MANAGER (ESM) .................................................................................................. 10
TERMINATION OF AN EMERGENCY ......................................................................................................................... 12
EMERGENCY OPERATIONS AND PROCEDURES ........................................................................................................ 13
MUNICIPAL EMERGENCY CONTROL GROUP RESPONSIBILITIES ............................................................................................... 14
INDIVIDUAL ROLES AND RESPONSIBILITIES OF THE MUNICIPAL EMERGENCY CONTROL GROUP ........................... 15
MAYOR ....................................................................................................................................................................... 15
CAO/CLERK/OPERATIONS OFFICER ................................................................................................................................. 15
COMMUNITY EMERGENCY MANAGEMENT COORDINATOR OR ALTERNATE ............................................................................... 16
SUPERINTENDENT OF OPERATIONS OR ALTERNATE - PUBLIC WORKS ...................................................................................... 16
ONTARIO PROVINCIAL POLICE ......................................................................................................................................... 17
CHIEF FIRE OFFICIAL/CEMC ........................................................................................................................................... 17
PUBLIC INFORMATION OFFICER - MEDIA COORDINATOR(MANAGER OF RECREATION &COMMUNITY SERVICES) ............................. 18
SITE DUTY OFFICER OR ALTERNATE -EMO OR AGENCY ........................................................................................................ 18
The Corporation of the Township of Madawaska Valley
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SCRIBE-ADMINISTRATIVE STAFF AS NEEDED AND/OR APPOINTED ............................................................................................. 19
DEPUTY CLERK/CEMC ALTERNATE ................................................................................................................................... 19
TREASURER .................................................................................................................................................................. 19
ROLES AND RESPONSIBILITIES OF THE EMERGENCY OPERATIONS CENTRE SUPPORT STAFF .......................................................... 19
COMMUNITY EVACUATION CENTRES ....................................................................................................................... 20
COMMUNICATIONS ....................................................................................................................................................... 20
LOGISTICS .................................................................................................................................................................... 20
APPENDIX A - DUTY ROSTER .................................................................................................................................... 21
APPENDIX B - EMERGENCY MANAGEMENT MAIN EVENT LOG ............................................................................... 22
APPENDIX C - EMERGENCY MANAGEMENT MAJOR INCIDENT REPORT ................................................................... 23
APPENDIX D - EMERGENCY MANAGEMENT MESSAGE FORM .................................................................................. 24
APPENDIX E - EMERGENCY MANAGEMENT SERVICE LOG ........................................................................................ 25
APPENDIX F - EMERGENCY MANAGEMENT SITUATION REPORT (SITREP) ............................................................... 26
APPENDIX G - DECLARATION OF A STATE OF LOCAL EMERGENCY ........................................................................... 29
APPENDIX H - TERMINATION OF A STATE OF LOCAL EMERGENCY ........................................................................... 30
APPENDIX I - BY-LAW .............................................................................................................................................. 31
The Corporation of the Township of Madawaska Valley
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INTRODUCTION
Emergencies are defined as situations or impending situations caused by forces of nature,
accident or an intentional act that constitutes a danger of major proportions to life and
property. Emergencies affect public safety, meaning the health, welfare and property, as
well as the environment and economic health of the Township of Madawaska Valley.
The population of the Township of Madawaska Valley is 4,200 (2016 census) and increases
in the summer to over 13,000.
In order to protect the residents, businesses, and visitors, the Township of Madawaska Valley
requires a coordinated emergency response by a number of different agencies under the direction of
the Municipal Emergency Control Group. There are distinct arrangements and procedures that
separate the normal day-to-day operations carried out by local emergency services.
The Municipal Emergency Control Group has approved the Township of Madawaska Valley
Emergency Response Plan. Every official, municipal department, and agency shall be prepared to
carry out their assigned responsibilities in the event of an emergency. The Emergency Response Plan
has been prepared to provide key officials, agencies, and departments of the Township of
Madawaska Valley with important emergency response information related to:
- Arrangements, services, and equipment; and
- Roles and responsibilities during an emergency
In addition, it is important that residents, businesses, and interested visitors be aware of the
provisions of the Township of Madawaska Valley Emergency Response Plan. For more information,
please contact:
Community Emergency Management Coordinator (CEMC) or
Community Emergency Management Coordinator (Alternate)
Township of Madawaska Valley
85 Bay Street PO Box 1000
Barry's Bay Ontario
K0J 1BO
613-756-2747 (office)
613-756-0553(fax)
The Corporation of the Township of Madawaska Valley
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AIM
The Aim of this plan is to make provision for extraordinary arrangements and measures to protect the
health, safety, welfare, environment, and economy of the residents, businesses, and visitors of the
Township of the Madawaska Valley in an emergency.
It enables a centralized, controlled, and coordinated response to emergencies in the Township of
Madawaska Valley and meets the requirements of the Emergency Management Act.
The Township of Madawaska Valley Emergency Response Plan reflects the approach recommended
by Emergency Management Ontario and incorporates subordinate plans as annexes, which provide
further details during an emergency and may be updated and changed as necessary. Hazards have
been determined through the conduct of a Hazard Identification and Risk Assessment (HIRA) by the
Municipal Emergency Control Group.
For further details, please contact the Emergency Management Coordinator (or alternate).
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AUTHORITY
The Emergency Management and Civil Protection Act, R.S.O. 1990, Chapter E.9, is
the legal authority for this Emergency Response Plan in Ontario.
The Emergency Management and Civil Protection Act states that the:
"The head of council of a municipality may declare that an emergency exists in the municipality or in
any part thereof and may take such action and make such orders as he or she considers
necessary and are not contrary to law to implement the Emergency Response Plan of the municipality
and to protect property and the health, safety, and welfare of the inhabitants of the emergency area."
As enabled by the Emergency Management and Civil Protection Act, this
Emergency Response Plan and its elements have been:
Issued under the authority of the Township of Madawaska Valley By-Law No. 2019-112; and
Filed with the Office of the Fire Marshal and Emergency Management Ontario, Ministry of Solicitor
General.
A) DEFINITION OF AN EMERGENCY
The Emergency Management and Civil Protection Act defines an emergency as:
"An Emergency means a situation or an impending situation that constitutes a danger of major
proportions that could result in serious harm to persons or substantial property damage and that is
caused by the forces of nature, a disease or other health risk, an accident or an act whether intentional
or otherwise."
The Emergency Operations Centre (EOC) can be activated for any emergency for the purposes of
managing an emergency, by maintaining services to the community, and supporting the emergency
site.
B) ACTION PRIOR TO DECLARATION
When an emergency exists but has not yet been declared to exist, Municipal employees may take
such action(s) under this Emergency Response Plan as may be required to protect property and the
health, safety, and welfare of persons and the Township of Madawaska Valley. Subordinate plans
may be attached as Annexes to this document, and may also be implemented, in whole or in part, in
the absence of a formal declaration.
The Emergency Operations Centre (EOC) may be activated for any emergency for the purposes of
managing the emergency by maintaining services to the community and supporting the emergency
response.
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c) Emergency Notification Procedures
Only a member of the Township of Madawaska Valley Municipal Emergency Control Group (MECG)
may initiate the notification procedure.
When a member of the MECG receives a warning of a real or potential emergency, he/she will advise
the CEMC and/or CAO/Clerk or alternates immediately. The CEMC or CAO/Clerk will initiate or
direct the notification to the Killaloe Ontario Police Service and the notification of the MECG. The
member initiating the call must provide pertinent details (e.g., - a time and place for the MECG to meet)
as part of the notification procedure.
If deemed appropriate, the individual MECG members may initiate their own internal notification
procedures for their staff and volunteer organizations.
Where a threat of an impending emergency exists, any member of the MECG may initiate the
notification procedure and place MECG members on standby.
The Township of Madawaska Valley subordinate plans may be implemented at any time in whole or
in part, as required, by their respective custodians; and, when such action is taken, a standby alerting
of the MECG is mandatory.
The Killaloe Ontario Police Service must record the date and time MECG members were contacted.
The contact phone numbers and addresses of the MECG members (and their alternates) are contained
in Annex A. This Annex is not attached to the Plan and is not distributed to the public. The CEMC
is responsible for updating the list and providing the MECG members with the updated contact
information as required.
D) REQUESTS FOR OUTSIDE ASSISTANCE
Assistance may be requested from the County of Renfrew agencies at any time by contacting the
CEMC of the County of Renfrew. The Mayor will advise the County Warden of the request, and the
CAO/Clerk will advise the CAO of the County of Renfrew. The request shall not be deemed to be a
request that the county assume authority and control of the emergency.
Assistance may also be requested from the Province of Ontario at any time without any loss of
control or authority. A request for assistance should be made by contacting Emergency Management
Ontario.
E) FREEDOM OF INFORMATION AND PROTECTION OF PRIVACY
Any personal information collected under the authority of this Plan shall be used solely for the
purpose of planning, preparing, and conducting a response to emergencies as defined in the
Emergency Management and Civil Protection Act, and the release of information under this Plan shall
be made in conformity with the Municipal Freedom of Information and Protection of Privacy Act.
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The Corporation of the Township of Madawaska Valley
F) ACCESSIBILITY FOR ONTARIANS WITH DISABILITIES ACT /ONTARIO REGULATION 429/11 AND
191/11
The Act specifically identifies Standards to be set by Regulation.
Ontario Regulation 429/07 sets out requirements for Accessible Standards for Customer Service and
Providing Documents in an Accessible Format
The Township of Madawaska Valley shall provide Emergency Response Plan information in an
accessible format upon request in accordance with the Township's Accessible Customer Service
Policy # 8.2.
Ontario Regulation 191/11 clarifies information requirements related to emergencies and to
Emergency Response Plans.
Key references are provided as follows:
Emergency procedure, plans or public safety information
13. (1) In addition to its obligations under section 12, if an obligated organization prepares
emergency procedures, plans or public safety information and makes the information available to the
public, the obligated organization shall provide the information in an accessible format or with
appropriate communication supports, as soon as practicable, upon request.
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PLAN MAINTENANCE
The Community Emergency Management Coordinator is responsible for the implementation and
administration of the Emergency Response Plan.
Each department tasked with responsibilities under this Plan will be responsible for developing its
individual plans and standard operating procedures for its staff to address those assigned tasks.
All Departmental plans shall conform to the Emergency Response Plan and be reviewed annually.
The Emergency Response Plan will be reviewed annually, revised, and updated if required in
coordination and consultation with those parties having responsibilities under this Plan, in accordance
with generally accepted municipal emergency management practices/procedures. The MECG and its
support staff will receive training and participate in an exercise once every year as a minimum
requirement.
The Community Emergency Management Coordinator will determine the schedule under which the
maintenance activities will be performed.
The emergency contact information and telephone numbers shall be reviewed on an annual basis.
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DECLARATION OF AN EMERGENCY
The Head of Council (Mayor) of the Township of Madawaska Valley or his/her designate has the
authority to declare a state of emergency for the Municipality of the Township of Madawaska Valley.
The decision to declare a state of emergency is usually made in consultation with other available
members of the MECG.
The Emergency Management and Civil Protection Act states that:
"The head of council of a municipality may declare that an emergency exists in the municipality or any
part hereof and may take such action and make such orders as he or she considers necessary and are
contrary to the law to implement the Emergency Response Plan of the municipality and protect the
property of, the health, safety, and welfare of the inhabitants of the emergency area" R.S.O 1990, E,9,
s.4(2).
Upon declaring or terminating an emergency, the Head of Council (Mayor or designate) and/or
CAO/Clerk will notify:
- Office of the Fire Marshal and Emergency Management Ontario, Ministry of Solicitor
General;
- Members of Council;
- CEMC County of Renfrew
- County Warden, County CAO as appropriate;
- Municipal Affairs and Housing Representative
- Public;
- Neighbouring community officials, as required;
- Local Member of the Provincial Parliament (MPP) as required;
- Local Member of Parliament (MP) as required;
A municipal emergency may be terminated at any time by:
- Head of Council (Mayor or designate) or
- Council; or
- Premier of Ontario.
When terminating an emergency, the Mayor will notify:
-
Office of the Fire Marshal and Emergency Management Ontario, Ministry of Solicitor General;
-
Members of Council;
- CEMC County of Renfrew Municipal Affairs and Housing Representative
-
County Warden, County CAO;
-
Public;
-
Neighbouring community officials, as required;
-
Local Member of the Provincial Parliament (MPP) as required;
-
Local Member of Parliament (MP) as required.
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ACTIVATION OF THE TOWNSHIP OF MADAWASKA VALLEY EMERGENCY RESPONSE PLAN
When an employee of Madawaska Valley becomes aware of a potential emergency, he/she shall notify
his/her Department Head who in turn will notify the Community Emergency Management
Coordinator(CEMC) and/or the Chief Administrative Officer (CAO/Clerk). The CAO/Clerk or
alternate is responsible for notifying other members of the MECG. The CAO/Clerk or alternate will
assume the role of the Emergency Operations Centre (EOC) Manager and is responsible for notifying
the Mayor or alternate. The EOC Manager, in collaboration with MECG members, will render a
decision as to whether the Madawaska Valley Emergency Response Plan should be activated.
IMPLEMENTATION OF THE TOWNSHIP OF MADAWASKA VALLEY EMERGENCY RESPONSE PLAN
The Township of Madawaska Valley Emergency Response Plan may be implemented, in whole or in
part, without being first activated, dependent upon the severity and scope of the situation. There are
two mechanisms whereby the Emergency Response Plan will be implemented:
- the Mayor declares a state of local emergency; and
- the Premier of Ontario declares that an emergency exists throughout the province or in any part
thereof.
In the absence of the CAO/Clerk (EOC Manager), or his/her inability to act, the Deputy Clerk is
authorized to activate the Madawaska Valley Emergency Response Plan. In the absence of both, the
Treasurer is the designated authority.
Upon formal request by another municipality with whom no mutual aid agreement exists, Madawaska
Valley may implement its Emergency Response Plan and provide support as appropriate in the
situation.
APPOINTMENT OF AN EMERGENCY SITE MANAGER (ESM)
Depending on the scope of an emergency, the MECG may appoint an Emergency Site Manager
(ESM) to manage the impact area. Should the scope of the emergency be beyond the capacity of one
ESM to effectively handle, a second ESM may be appointed by the MECG. The appointment should
be based on the nature and scope of the emergency. In an emergency covering a very large area, the
township could be divided into manageable segments, with perimeters clearly defined, and site
managers designated accordingly.
As a resource to assist the Mayor and the EOC Manager, the following checklist is included for
Consideration of notification during a Declared Emergency for use:
The Minister of Community Safety and Correctional Services;
Red Cross
Emergency Management Ontario;
Renfrew County C.E.M.C.;
St. Francis Memorial Hospital, as required;
Neighbouring community officials, as required;
Local Member of Provincial Parliament, as required; and
Local Member of Parliament, as required.
Renfrew County District Health Unit as required.
Renfrew County Public and/or Catholic School Board as
required
Mutual Aid partners- Renfrew County as required
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When an emergency situation exists but has not yet been declared by the Mayor, Township of
Madawaska Valley employees take such actions as may be required to protect the health, safety,
welfare and the property of the resident population and the Corporation. Employees acting under these
conditions are obligated to immediately notify their supervisor, department head and the Community
Emergency Management Coordinator to initiate proper activation and notification procedures of the
Township of Madawaska Valley Emergency Response Plan
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TERMINATION OF AN EMERGENCY
The Emergency Management and Civil Protection Act defines that a municipal emergency may be
terminated by the: (Appendix I)
- Head of Council;
- Municipal Council; or
- Premier of Ontario.
Upon termination the following will be notified:
- Emergency Management Ontario, Ministry of Solicitor General;
- Municipal Council;
- County CEMC, County Warden, County CAO;
- Public;
- Neighbouring community officials, as required;
- Local Member of Provincial Parliament;
- Local Member of Parliament.
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EMERGENCY OPERATIONS AND PROCEDURES
MUNICIPAL EMERGENCY CONTROL GROUP (MECG)
The emergency response will be directed and controlled by the Municipal Emergency Control Group
(MECG) - a group of officials who are responsible for coordinating the provision of the essential
services necessary to minimize the effects of an emergency on the community. The MECG consists
of the following officials:
- Mayor of the Township of Madawaska Valley (or alternate)
- CAO/Clerk, or alternate, who becomes the Operations Officer in the EOC;
- Emergency Management Coordinator (and/or alternate)
- Deputy Clerk/CEMC Alternate/Communications Coordinator
- Chief Fire Official/CEMC
- Superintendent of OperationsManager of Recreation and Community Services-Media
Coordinator as required
- Treasurer
- Additional personnel called or added to the MECG may include:
-
Administrative Support staff to scribe
-
Ontario Provincial Police Representative
-
Emergency Management Ontario Representative
-
Liaison staff from provincial ministries
-
Any other officials experts or representatives from the public or private sector as deemed
necessary by the MECG
The Control Group may function with only a limited number of persons, depending upon the
emergency. While the MECG may not require the presence of all the people listed as members of the
control group, all members of the MECG must be notified.
OPERATING CYCLE
Members of the MECG will gather at regular intervals to inform each other of actions taken and
problems encountered. The CAO/Clerk will establish the frequency of meetings and agenda items.
Meetings will be kept as brief as possible, thus allowing members to carry out their individual
responsibilities. The CAO/Clerk's assistant will maintain the status board and maps which will be
prominently displayed and kept up to date.
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MUNICIPAL EMERGENCY CONTROL GROUP RESPONSIBILITIES
The members of the Municipal Emergency Control Group (MECG) are likely to be responsible for
the following actions or decisions:
-
Calling out and mobilizing their emergency service, agency, and equipment;
-
Coordinating and directing their service and ensuring that any actions necessary for the
mitigation of the effects of the emergency are taken, provided they are not contrary to law;
-
Determining if the location and composition of the MECG are appropriate;
-
Advising the Mayor as to whether the declaration of an emergency is recommended;
-
Advising the Mayor on the need to designate all or part of the Municipality as an emergency
area;
-
Ensuring that an Incident Commander (IC) is appointed (when required);
-
Ensuring support to the emergency site(s) by offering equipment, staff and resources, as
required;
-
Ordering, coordinating and/or overseeing the evacuation of inhabitants considered to be in
danger;
-
Discontinuing utilities or services provided by public or private concerns, i.e., hydro, and
water;
-
Arranging for services and equipment from local agencies not under community control i.e.,
private contractors, industry, volunteer agencies, service clubs;
-
Notifying, requesting assistance from and/or liaison with various levels of government and
any public or private agencies not under community control, as considered necessary;
-
Determining if additional volunteers are required and if appeals for volunteers are warranted;
-
Determining if additional transport is required for evacuation or transport of persons and/or
supplies;
-
Ensuring that pertinent information regarding the emergency is promptly forwarded to the
Emergency Information Officer, for dissemination to the media and public;
-
Determining the need to establish advisory groups and/or sub-committees/working groups for
any aspect of the emergency including recovery;
-
Authorizing expenditure with oversight by the Treasurer of money required to deal with the
emergency including but not limited to tracking of expenses and time sheets;
-
Notifying the service, agency, or group under their direction, of the termination of the
emergency;
-
Maintaining a log outlining decisions made and actions taken, and submitting a summary of
the log to the Treasurer and CAO/Clerk within one week of the termination of the emergency,
as required;
-
Participating in the debriefing following the emergency;
-
Treasurer recommendations: Considering application for Municipal Disaster Recovery
Assistance (MDRA) and make arrangements as required.
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INDIVIDUAL ROLES AND RESPONSIBILITIES OF THE MUNICIPAL EMERGENCY
CONTROL GROUP
MAYOR
- Providing overall leadership in responding to an emergency;
- Declaring an emergency;
- Terminating an emergency (Council may also terminate the emergency);
- Notifying Emergency Management Ontario, Office of the Fire Marshal and Emergency
Management
- Notifying the Warden of the County of Renfrew of the declaration and termination of the
emergency.
- Ensuring that Council is advised of the declaration and termination of an emergency and are
kept informed of the emergency situation;
- Ensuring that neighbouring communities, the MPP and MP are advised of the declaration and
termination of the emergency, as required.
- Approving all key messages, major announcements and media releases.
- Maintaining a personal log.
- Participating in the post emergency de-brief sessions.
CAO/CLERK/OPERATIONS OFFICER
During an emergency the CAO/Clerk is referred to as the Operations Officer and is responsible
for the following:
- Chairing the Municipal Emergency Control Group
- Requesting activation of the emergency notification system through the Killaloe Provincial
Police.
- Ensuring liaison with the Police Chief regarding security arrangements for the Emergency
Operations Centre (EOC).
- As the Operations Officer, coordinating all operations within the EOC, including the
scheduling of regular meetings;
- Advising the Mayor of Policies and Procedures, as required and alerting the Mayor and
Council of an emergency that may involve municipal resources.
- Reviewing with, and advising the Mayor on the key messages, major announcements and
media releases; in the absence of the Mayor approving such messages.
- Ensuring a communication link is established between the MECG and the Site Commander.
- Calling out additional staff to provide assistance, as required, including a scribe if required
- Ensuring that all essential services of the Township of Madawaska Valley are maintained and
that business continuity is minimally disrupted.
- Maintaining a personal log of all actions taken.
- Requesting assistance from the province or federal government (as appropriate), through the
provincial EMO, upon recommendation from the MECG;
- Participating in the post emergency de-brief sessions and conducting a meeting of the MECG
after termination of the emergency to review the preliminary report on emergency response
activities and make recommendations.
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The Corporation of the Township of Madawaska Valley
COMMUNITY EMERGENCY MANAGEMENT COORDINATOR OR ALTERNATE
- Activating the Emergency Response Plan and its notification procedures.
- Contacting the members of the Municipal Emergency Control Group.
- Ensuring that the Emergency Operations Centre is operational within 2 hours of activation.
- Providing information and assistance to the Mayor and the CAO/Clerk to facilitate
decision-making.
- Providing information, advice, and assistance to the Municipal Emergency Control Group on
matters of emergency management - liaison, legislation, policy, best practice and principles.
- Identifying resource needs, emerging issues, and future planning requirements to the MECG
and ultimately the Council.
- Coordinating the activation of Provincial Emergency Response Teams as required.
- Liaising with Emergency Management Ontario.
- Providing direction to the Operations Officer and Site Duty Officer to ensure effective
operation of the EOC.
- Participating in the Emergency Operations Cycle meetings.
- Tracking the key messages of the MECG during Operation Cycle meetings.
- Maintaining a personal log.
- Coordinating the necessary post-emergency de-briefings (MECG) and developing a final
report for Council.
SUPERINTENDENT OF OPERATIONS OR ALTERNATE - PUBLIC WORKS
- Alerting the Community Emergency Management Coordinator, the CAO, or the Mayor of an
emergency, or a threat of an emergency that may involve municipal resources.
- Requesting activation of the Emergency Response Plan to the Mayor, CAO/Clerk or the
CEMC.
- Upon notification, proceeding to the designated Emergency Operations Centre.
- Activating departmental Notification Procedures, as required.
- Managing the Public Works response of the Township of Madawaska Valley.
- Providing direction/advice to the Public Works staff responding to the emergency.
- Participating fully in the Operations Cycle Meetings of the MECG regarding: staffing and
equipment requirements, municipal roads, infrastructure, traffic plans and other matters related
to the department's responsibilities.
- Maintaining communication and providing information to the Emergency Operations Support
Team.
- Ensuring that the health and safety standards of the Public Works Department staff responding
to the emergency are maintained.
- Activating the Amateur Radio Emergency Services, if required.
- Maintaining a personal log.
- Participating in the post-emergency de-brief session.
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ONTARIO PROVINCIAL POLICE
The Ontario Provincial Police representative is responsible for:
- Requesting activation of the Emergency Response Plan to the Mayor, CAO/Clerk or the CEMC.
- Notifying necessary emergency and community services, as required;
- Establishing and maintaining ongoing communications with the senior police officer at the
emergency site(s).
- The provision of traffic control to facilitate the movement of emergency vehicles.
- Co-ordination of evacuation routes.
- Liaison with the local municipalities regarding security of reception and evacuation centers.
- The protection of life and property and the provision of law and order.
- The provision of police services in evacuation centers and other facilities as required.
- Notifying the coroner of fatalities.
- Liaison with municipal police forces and/or external police and security providers, as
required.
- Participating fully in the Operations Cycle Meetings of the MECG regarding police service
needs and responsibilities.
- Ensuring that the health and safety standards of the emergency site(s) and responders are
maintained.
- Maintaining a personal log.
- Participating in the post-emergency de-brief sessions.
CHIEF FIRE OFFICIAL/CEMC
The Chief Fire Official/CEMC is responsible for:
- Requesting activation of the Emergency Response Plan to the Mayor, CAO/Clerk or the CEMC.
- Upon notification, proceed to the designated Emergency Operations Centre.
- Activating Renfrew County Mutual Fire Aid Plan, as required.
- Maintaining regular communications with local municipal fire departments as related to the
implementation of the Mutual Aid Plan (if applicable).
- Liaison with the senior fire officials at the emergency site(s) regarding the emergency
response.
- Liaison with the Ontario Fire Marshall if deemed necessary.
- Participating fully in the MECG meetings regarding the municipal fire services' needs and
responsibilities.
- Ensuring that the health and safety standards of the emergency site(s) and responders are
maintained.
- Maintaining a personal log.
- Participating in the post-emergency de-brief sessions.
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The Corporation of the Township of Madawaska Valley
PUBLIC INFORMATION OFFICER - MEDIA COORDINATOR(MANAGER OF RECREATION &COMMUNITY
SERVICES)
- Requesting activation of the Emergency Response Plan to the Mayor, CAO/Clerk or the Chief Fire
Offical/CEMC, CEMC alternate.
- Upon notification, proceeding to the designated Emergency Operations Centre.
- Participating fully in the MECG regarding: staffing requirements for the Emergency
Information Centre, logistical requirements for the media, developing key messages for the
public, and recording media coverage of the emergency.
- Apprising the MECG of any significant information passed on to the public and correcting any
misinformation.
- Liaising with Emergency Information Officers of the local municipalities to ensure consistency
of messaging to the public.
- Recording and tracking the key messages of the MECG
- Coordinating interviews and media conferences for Community Control Group members.
- Preparing media releases for review by appropriate officials.
- Maintaining a chronological record of all media releases.
- Accessing copies of news reports, interviews during and following the emergency.
- Monitoring news coverage.
- Maintaining communication and providing information to the MECG
- Ensuring that the health and safety standards of the emergency information and media centers
are maintained.
- Maintaining a personal log.
- Participating in the post-emergency MECG de-brief session.
SITE DUTY OFFICER OR ALTERNATE -EMO OR AGENCY
- Upon notification, proceeding to the designated Emergency Operations Centre.
- Setting up the Emergency Operations Centre: seating, equipment and supplies.
- Maintaining the official record of all MECG decisions and directions.
- Maintaining an Emergency Operations Map(s) for the MECG.
- Arranging for security of the MECG.
- Ensuring effective communications link between the Superintendent of Operations and
Municipal staff responding to the emergency.
- Planning shift rotations for EOC staff.
- Arranging for scribes and/or note taking as required by the MECG.
- Providing administrative assistance to the Superintendent of Operations to ensure
effective implementation of the MECG Meetings.
- Recording all in-coming and out-going messages of the EOC Meetings.
- Providing advice and guidance to members of the MECG on administrative and corporate
procedures and operations.
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SCRIBE-ADMINISTRATIVE STAFF AS NEEDED AND/OR APPOINTED
The Scribe(s) is responsible for the following:
- Upon notification, or as requested by the Operations Officer, proceeding to the designated
Emergency Operations Centre.
- Recording actions and decisions taken by the MECG member.
- To take messages for the MECG member during Planning Cycle Meetings.
- To regularly update the MECG member concerning outstanding issues.
DEPUTY CLERK/CEMC ALTERNATE
The Deputy Clerk is responsible for:
- Upon notification, proceeding to the designated Emergency Operations Centre.
- Participating fully in the Operations Cycle Meetings of the MECG
- Preparing briefings for the municipal staff, as required.
- Maintaining all regular Departmental processes for continuity of service.
- Regular communication with departmental staff responding to the emergency.
- Acts as CEMC alternate in absence of the CEMC
TREASURER
The Treasurer is responsible for:
- Upon notification, proceed to the designated Emergency Operations Centre (EOC)
- Participating fully in the Operations Cycle Meetings of the MECG
- Providing information and advice to the Community Control group on financial matters as
they relate to the emergency and the capabilities of the Township of Madawaska Valley
- Maintaining all regular Departmental processes for continuity of service.
- Communicates with the Ministry of Municipal Affairs and Housing if/when required
- Oversees all MDRA applications if applicable.
- Oversees all Human Resources matters resulting from the Emergency (ie.overtime, etc)
- Ensuring that all expenditures are documented for claim procedures and consolidating all
purchase orders.
- Donations management.
ROLES AND RESPONSIBILITIES OF THE EMERGENCY OPERATIONS CENTRE SUPPORT STAFF
The membership of the Municipal Emergency Control Group (MECG) can be supplemented as
required. The Superintendent of Operations may make requests from municipal partners and/or
allied agencies as required.
A Site Duty Officer of Emergency Management Ontario participates in an advisory capacity to the
MECG. Representatives from other appropriate Provincial Ministries are also available as
resources to the MECG. Members from other private, commercial and/or industrial organizations
may also be requested to participate as advisors to the MECG to assist with the response and
recovery efforts.
As the mandate of the MECG is to manage the overall municipal response to the emergency, the
MECG does require administrative and support services to function effectively. M u n i c i p a l
m a n a g e r s o r d e p a r t m e n t s t h a t are not members of the MECG may be required to be
present in the EOC throughout the emergency. Depending on the type of emergency the MECG will
direct the CAO/Clerk to contact the manager or department that are to be added to the MECG.
20 | Page
The Corporation of the Township of Madawaska Valley
COMMUNITY EVACUATION CENTRES
COMMUNICATIONS
The primary methods of communicating to and from the Emergency Operations Centre will be by
telephone, facsimile, data, messenger or courier. In the event that landline and/or cellular telephone
service is not available, radio communications provided through the municipal roads department and
the fire department may be employed to maintain direct contact with the Emergency Site responders.
In such cases, Amateur Radio Emergency Services may also be activated to support the necessary
communications between the MECG members and the Site. The Superintendent of Operations is
responsible for activating the ARES and providing for their needs as required.
LOGISTICS
a) Emergency Operations Centre
The Emergency Operations Centre will be determined based on the emergency.
b) Equipment
The equipment required for the Emergency Operations Centre is organized in a kit form. The Deputy
Clerk is responsible for ensuring all members of the MECG have an updated kit. The kit is located
in the Deputy Clerk Office and each member has a go kit. The CEMC is responsible for inspecting
the kit on a regular basis and for ensuring that the kit contents are all in working order. Additional
equipment required for the Emergency Operations Centre is:
Fax Machine - Municipal Office
Televisions - Municipal Office
Telephones - Municipal Office
Flip Charts - Municipal Office
Online capabilities-zoom/teams
White Board/Chalk Board - Municipal Office
Computer(s) - Municipal Office, Fire Stations
Ham Radio - ARES
(Televisions/Phone at The Railway Station, Fire Stations).
The Corporation of the Township of Madawaska Valley
21 | Page
APPENDIX A - DUTY ROSTER
MADAWASKA VALLEY - EMERGENCY MANAGEMENT
EMERGENCY OPERATIONS CENTRE - DUTY ROSTER
Name & Title
Time In
Time Out
Replaced By
Time In
Time Out
The Corporation of the Township of Madawaska Valley
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APPENDIX B - EMERGENCY MANAGEMENT MAIN EVENT LOG
Date
TIME
EVENT
ACTION
The Corporation of the Township of Madawaska Valley
23 | Page
APPENDIX C - EMERGENCY MANAGEMENT MAJOR INCIDENT REPORT
LOG #
LOCATION:
DATE/TIME RECEIVED:
DEPARTMENT:
ORIGINATOR:
NATURE OF INCIDENT:
STATUS:
OTHER COMMENTS:
DISTRIBUTION LIST:
Mayor
Official File
Other
EOC Manager
.
Date:
The Corporation of the Township of Madawaska Valley
24 | Page
APPENDIX D - EMERGENCY MANAGEMENT MESSAGE FORM
FROM:
Date & Time of Origin:
TO:
Priority:
Routine
Urgent
Originator's Telephone Number:
MESSAGE:
Authorized by
ARES Radio Operator:
RECEIVED FROM:
SENT TO:
Date / time:
Date / time:
DISTRIBUTION:
(1) Recipient (or ARES) (2) File Copy (3) Originator
The Corporation of the Township of Madawaska Valley
25 | Page
APPENDIX E - EMERGENCY MANAGEMENT SERVICE LOG
LOCATION & DEPARTMENT:
DATE:
NAME
PAGE
OF
TIME
FROM
(Originator)
TO (Recipient)
PARTICULARS
REMARKS
The Corporation of the Township of Madawaska Valley
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APPENDIX F - EMERGENCY MANAGEMENT SITUATION REPORT (SITREP)
Date:
Time:
Department:
Routine
Urgent
Location:
From:
to
GENERAL INFORMATION:
EOC MANAGER:
FIRE SERVICES:
HEALTH SERVICES (AMBULANCE, HOSPITALS AND MOH):
HUMAN RESOURCES:
The Corporation of the Township of Madawaska Valley
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POLICE SERVICES:
PUBLIC INFORMATION (MEDIA AND INQUIRY CENTRE):
PUBLIC WORKS:
SOCIAL SERVICES:
TELECOMMUNICATIONS:
OPERATIONS OFFICER:
The Corporation of the Township of Madawaska Valley
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OTHER:
(Signature of EOC Manager)
.
(Date)
Distribution List:
-
Mayor
-
EOC Manager
-
Official File
-
Other
The Corporation of the Township of Madawaska Valley
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APPENDIX G - DECLARATION OF A STATE OF LOCAL EMERGENCY
WHEREAS the area described herein is in immediate or imminent danger due to a situation
caused by the forces of nature, an accident, an intentional act or otherwise that constitutes a danger of
major portions to life or property;
Emergency Area Defined
The emergency has occurred in the area defined hereunder:
( ) the area under the jurisdiction of the Corporation of the Township of Madawaska Valley; or
( ) the area within the Township of Madawaska Valley bounded by:
North:
South:
East:
West:
NATURE OF THE EMERGENCY
AND WHEREAS the undersigned is satisfied that an emergency as defined in the Emergency
Management Act, exists or threatens the Corporation of the Township of Madawaska Valley;
THE UNDERSIGNED HEREBY DECLARES, pursuant to Section 4(1) of the Emergency
Management Act, a state of local emergency in the Township of Madawaska Valley as of
and from
o'clock in the ( ) forenoon or the ( ) afternoon of the
day of
20
THE DECLARATION OF A STATE OF LOCAL EMERGENCY shall exist:
( ) until
o'clock in the ( ) forenoon or ( ) afternoon of the
day of
20
A.D., or, (
) for the maximum of 7 days from the date and time specified above unless the Declaration is
renewed or terminated as provided in Section 4(2) of the Emergency Management Act.
DATED at Barry's Bay, in the Township of Madawaska Valley, in the County of Renfrew, Province
of Ontario, this
day of
, 20
Mayor
Corporation of the Township of Madawaska Valley
The Corporation of the Township of Madawaska Valley
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APPENDIX H - TERMINATION OF A STATE OF LOCAL EMERGENCY
WHEREAS, pursuant to Section 4(1) of the Emergency Management Act, a state of local
emergency was declared by the Corporation of the Township of Madawaska Valley at
o'clock
in the ( ) forenoon or the ( ) afternoon of the
day of
20
Emergency Area Defined
The emergency occurred in the area defined hereunder:
( ) the area under the jurisdiction of the Corporation of the Township of Madawaska Valley; or
( ) the area within the Township of Madawaska Valley bounded by:
North:
South:
East:
West:
NATURE OF THE EMERGENCY
AND WHEREAS the undersigned is satisfied that an emergency as defined in the Emergency
Management Act no longer exists or threatens the Corporation of the Township of Madawaska
Valley;
THE UNDERSIGNED HEREBY DECLARES, pursuant to Section 4(2) of the Emergency
Management Act, the state of local emergency in the Township of Madawaska Valley terminated as
of
o'clock in the ( ) forenoon or the ( ) afternoon of the
day of
20
DATED at Barry's Bay, in the Township of Madawaska Valley in the County of Renfrew, Province
of Ontario, this
day of
, 20
Mayor
Corporation of the Township of Madawaska Valley
The Corporation of the Township of Madawaska Valley
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APPENDIX I - BY-LAW
*To be added after by-law is passed