Municipal Evacuation Plan · 2007. 4. 4. · Evacuation Incident Plan Outlines objectives, evacuation area, projected resource requirements and timelines and communications plans

Municipal Evacuation Plan

Version 1.0

February 13, 2007

Overall Table of Contents

Municipal Evacuation Plan Overall Table of Contents

Glossary ..........................................................................................................................................i 1 Introduction ............................................................................................................................. 1-1

1.1 Context .................................................................................................................1-1 1.2 Evacuation vs. Shelter in Place ............................................................................1-2 1.3 Objectives.............................................................................................................1-2 1.4 Scope ...................................................................................................................1-2 1.5 Plan Structure.......................................................................................................1-3 1.6 Link with other City Plans .....................................................................................1-4 1.7 Planning Assumptions ..........................................................................................1-4 1.8 Plan Maintenance.................................................................................................1-4

2 Coordination Structure ............................................................................................................ 2-1 2.1 City of Ottawa Decision Centres...........................................................................2-1 2.2 Evacuation Branch ...............................................................................................2-3 2.3 The Functional Nature of the Evacuation Branch.................................................2-3 2.4 Creation of the Evacuation Branch.......................................................................2-5 2.5 Evacuation Divisions ............................................................................................2-6 2.6 Management Cycle...............................................................................................2-6 2.7 Coordination Meetings..........................................................................................2-7 2.8 Communication with Other Decision Centres.......................................................2-8 2.9 Information Sharing and the Evacuation Situation Report....................................2-8 2.10 Resource Management ......................................................................................2-8 2.11 Overview of the Evacuation Process..................................................................2-9 2.12 Evacuation Tools ..............................................................................................2-10

3 General Emergency Functions................................................................................................ 3-1 3.1 Decision on Evacuation ........................................................................................3-1 3.2 Decision on Evacuation Zone...............................................................................3-2 3.3 Trigger for Considering the Creation of an Evacuation Branch ............................3-2 3.4 Alert and Mobilization ...........................................................................................3-3 3.5 Demobilization ......................................................................................................3-3 3.6 Operational Debriefing..........................................................................................3-4 3.7 Reporting ..............................................................................................................3-4

4 Specific Functions................................................................................................................... 4-1 4.1 Perimeter and Access Control..............................................................................4-1 4.2 Evacuation Routes and Traffic Control.................................................................4-4 4.3 On-Site Notification...............................................................................................4-6 4.4 Public Health Technical Specialist.......................................................................4-8 4.5 Liaison with Corporate Communications and Mass Notification...........................4-8 4.6 Liaison with Emergency Social Services ............................................................4-10 4.7 Mass Transportation...........................................................................................4-12 4.8 Para-Transpo Adapted Transportation ...............................................................4-15 4.9 Medical Transportation .......................................................................................4-17 4.10 Assistance to Self-Evacuating Citizens ............................................................4-18 4.11 Liaison with Facilities Requiring Assistance .....................................................4-19 4.12 Zone Clearance................................................................................................4-20 4.13 Zone Hazard Mitigation ....................................................................................4-21

CITY OF OTTAWA EVACUATION PLAN VERSION 1.0

LAST UPDATE: LAST REVIEW:

FEBRUARY 13, 2007 FEBRUARY 13, 2007

Overall Table of Contents

4.14 Re-Entry ...........................................................................................................4-23 4.15 Scribe ...............................................................................................................4-23 4.16 Zone Security ...................................................................................................4-24 4.17 Sheltering Outside of the City of Ottawa ..........................................................4-25







Glossary Page i

Glossary EB: Evacuation Branch OEM: Office of Emergency Management PWS: Public Works and Services PTE: Department of Planning, Transit and the Environment OPH: Ottawa Public Health EMP: Emergency Management Program ESS: Emergency Social Services ERLC: Emergency Reception and Lodging Centres Cold debriefing Debriefing session held in the days following an event, after

participants have had a chance to reflect on the event. Emergency Operations Centre (EOC)

Location or facility where responsible officials gather during an emergency to direct and coordinate emergency operations, to communicate with other jurisdictions and with field emergency forces, and to formulate protective action decisions and recommendations during an emergency. Looks at operations from a strategic perspective.

Evacuation An operation whereby all or part of a particular population is temporarily relocated, whether spontaneously or in an organised manner, from a sector that has been struck by a disaster or is about to be struck by a disaster, to a place considered not dangerous for its health or safety. Note: This plan often uses the term “evacuation” to refer to both evacuation and shelter in place.

Evacuation Division When an evacuation zone is too large to be managed by a single Evacuation Branch, the zone is divided into divisions, each of which is managed separately by an Evacuation Division Supervisor.

Evacuation Incident Plan Outlines objectives, evacuation area, projected resource requirements and timelines and communications plans. For use by EB members.

Evacuation Sector The evacuation zone or division is divided into smaller sectors to allow the Evacuation Branch to track progress and divide tasks among personnel.

Evacuation Situation Report Provides an update on the event, consequences, evacuation zone and timelines, for use by EB members and other decision centres

Evacuation Zone The larger area surrounding the Hazard Zone, in which a lesser degree of risk to emergency personnel exists, but from which all civilians will be removed. The area to be evacuated depends upon the nature and extent of the emergency situation.

Hot Debriefing Debriefing session held immediately after an event, before participants have left the scene.

Incident Command System A standardized combination of facilities, equipment,




Glossary Page ii

(ICS) personnel, procedures, and communications operating within a common organisational structure used to manage assigned resources to effectively accomplish stated objectives pertaining to an incident, used widely throughout North America.

Service Command Centre (SCC)

SCCs are strategic coordination centres for City departments/services, which maintain service coverage, support EOC decisions and manage operational needs for each service and sector of the City of Ottawa and external agencies. Departmental SCC titles may vary.

Shelter in Place Refers to process of taking shelter from a hazard (for example, a cloud of toxic airborne chemicals or a tornado) in or near the place where an exposed person finds himself or herself. A complementary measure to evacuation. Note: This plan often uses the term “evacuation” to refer to both evacuation and shelter in place.

Site Management Team On-site operations are coordinated at the Site Management Team (Site Team) level, managed by the Site Manager. The Site Team is also a communications channel between on-site command posts and the EOC. It is at the Site Team level that representatives from a variety of services and organisations can come together to adjust response strategies and consider the evolution of on-site operations.

Chapter 1 Introduction Page 1-1

1 INTRODUCTION 1.1 CONTEXT City of Ottawa emergency services regularly manage small-scale evacuations and shelter-in-place initiatives, and the City also faces multiple hazards that could lead to a large-scale evacuation or a shelter-in-place initiative. Hazards include hazardous materials release or impending release, terrorist events, significant flooding and others. The experience of other municipalities has shown the importance of having a plan in place to facilitate the rapid organization and implementation of any evacuation or shelter-in-place initiative. Based on this context, the City of Ottawa has decided to create and maintain an Evacuation Plan that describes the planning and coordination of an evacuation or sheltering-in-place of any group larger than 50 people. This plan builds on existing municipal emergency plans and the standard operating procedures of Ottawa departments/services. Emergency planning is a dynamic process. This Evacuation Plan is only one part of preparedness efforts that include training, exercises and the debriefing of actual events. As the City of Ottawa evolves, so will the Evacuation Plan, which will be regularly reviewed and adapted. Due to the nature of major emergencies, there may be a need to adapt the plan during an evacuation or sheltering-in-place as well. Therefore, the following plan should not be seen as a final, rigid solution, but rather the foundation for continuous planning efforts. The Evacuation Plan is organized in two principal parts. Chapters 1 through 4 of the plan thoroughly describe how an evacuation or shelter-in-place initiative will be managed. These chapters are meant for training purposes as well as discussion by outside readers. Plan appendices constitute the Evacuation Response Guide, designed to be used during an evacuation or shelter-in-place response by responders in the field. The Response Guide captures much of the information presented in the plan itself, but organizes this information as brief handouts describing the responsibilities and tasks of each person involved in the evacuation or shelter-in-place initiative.




2Chapter 1 Introduction Page 1-

1.2 EVACUATION VS. SHELTER IN PLACE “Evacuation” is a risk management strategy, which may be used as a means of mitigating the effects of an emergency or disaster on a community. It involves the movement of people to a safer location. “Shelter-in-place” uses a structure and its indoor atmosphere to temporarily protect people from a hazard. Hazards where shelter-in-place may be appropriate include hazardous materials releases, severe weather, and public order hazards. The same coordination structure and emergency functions will be activated during an evacuation or a shelter-in-place event. The main difference in the response to these two types of events is that some emergency functions are only relevant to an evacuation – for example, transportation functions. For easier reading, this plan generally uses the term evacuation to refer to both evacuation and shelter-in-place initiatives

1.3 OBJECTIVES The objectives of this plan are to:

• Describe how the City of Ottawa would organize itself to plan and coordinate the evacuation or shelter-in-place of part or the entire City.

• Provide the specific tools such as position checklists, planning templates, etc., that will be used during the planning and coordination of an evacuation or sheltering-in-place incident.

1.4 SCOPE The City of Ottawa Evacuation Plan will be used in conjunction with the Municipal Emergency Plan, department or branch emergency plans, and the emergency plans of external partners. The scope of the Evacuation Plan must be defined in terms of its interaction with these plans. Municipal Emergency Plan: The all-hazard Municipal Emergency Plan describes how the City will find out about potential emergencies, evaluate these emergencies, and activate emergency decision centres to coordinate the response. This can occur centrally, via the Office of Emergency Management, or on-site, via first responders on the scene of an emergency. The plan also assigns department/service responsibilities for specific emergency functions, all of which are respected by the Evacuation Plan.




3Chapter 1 Introduction Page 1- Evacuation Plan: The Evacuation Plan describes who will coordinate an evacuation or shelter-in-place initiative and how; how the decision to evacuate, shelter-in-place, or maintain the status quo is made; how the area to be evacuated is determined; and how the following functions will be coordinated:

• perimeter and access control, • evacuation routes and traffic control • on-site notification • public health expert input • liaison with Corporate Communications and mass notification • liaison with Emergency Social Services • mass transportation • Para-Transpo adapted transportation • medical transportation • assistance to self-evacuating citizens • liaison with facilities requiring assistance • zone clearance • zone hazard mitigation • re-entry planning • scribe duties • zone security

The Evacuation Response Guide also contains job aids such as summaries of evacuation zone characteristics; decision guides, and communications templates. What is beyond the scope of the Evacuation Plan: The Evacuation Plan will discuss, but not describe in detail:

• plans for opening and managing ERLC’s (this is contained in the Emergency Social Services (ESS) emergency plan)

• plans for sheltering outside of the City of Ottawa (this is a provincial responsibility)

• plans for coordinating mass notification with the media (this is contained in the Corporate Communications emergency plan)

1.5 PLAN STRUCTURE This plan is divided into two parts:

• Chapters 1-4, which describe in detail how an evacuation or shelter-in-place incident will be planned and implemented. This part of the plan is designed to be used during training activities, and by the outside reader.

• A Response Guide (appendices), which is designed for use during an evacuation or shelter-in-place incident. This guide is essentially a set of planning and position checklists designed for the use of the City staff directly responsible for implementing an evacuation, accompanied by the relevant job aids.




Chapter 1 Introduction Page 1-4

1.6 LINK WITH OTHER CITY PLANS The Evacuation Plan has been designed to complement the existing City of Ottawa Municipal Emergency Plan, and the City of Ottawa Site Management System. It has also been created in consultation with department and branch representatives to ensure that it is compatible with department and branch plans. However, once the Evacuation Plan is adopted, all City department and branch plans should be reviewed and adjusted as necessary to reflect the Evacuation Plan.

1.7 PLANNING ASSUMPTIONS General Assumptions about emergency planning include:

• Emergency management is a dynamic process. This means that the current plan is a snapshot of preparedness activities and not the final result of these activities. The Evacuation Plan should be regularly tested, reviewed and adapted to reflect lessons learned from tests and actual experiences.

• Emergency response requires room for flexibility and improvisation. The nature of emergencies and disasters is such that not all aspects of a response can be planned ahead of time. The structures and systems described in the Evacuation Plan should therefore be seen as guidelines that can be adjusted and adapted by those responsible for evacuation.

Specific Assumptions about Evacuation Planning are:

• Shelter-in-Place o Spontaneous evacuation may occur despite warnings to shelter-in-place

rather than evacuate. • Evacuation

o Spontaneous evacuation may occur when there is sufficient warning of the threat. Between 5 and 20 per cent of the people at risk may evacuate before being directed to do so.

o Some people may refuse to evacuate, regardless of the threat. o Some owners of companion animals may refuse to evacuate unless

arrangements have been made to care for their animals. o Roughly 10 - 20 per cent of the population at risk may require assistance

in reception centres or group lodging facilities. Many evacuees may seek shelter with relatives, friends or motels rather than use government-provided facilities.

o A portion of the population may require assistance in leaving the area.

1.8 PLAN MAINTENANCE The Manager of the Office of Emergency Management will ensure that the Evacuation Plan is:

• updated annually to reflect current contact information, position titles, etc. • reviewed after events or exercises and updated if required, reflecting lessons

learned and changes in other plans.




Chapter 2: Coordination Structure Page 2-1

2 COORDINATION STRUCTURE The planning and coordination of an evacuation in the City of Ottawa will be managed by an emergency decision centre known as the Evacuation Branch (EB). The EB will coordinate its efforts with other City of Ottawa decision centres, described below. Note: Like all decision centres, the EB is a temporary management structure used only during emergencies and staffed with personnel from normal City departments, branches, and services. The term “Branch” is used to conform with terminology used in the Incident Command System.1 The EB should not be confused with existing, non-emergency City of Ottawa Branches such as CSPI, etc.

2.1 CITY OF OTTAWA DECISION CENTRES During an emergency, City staff operating from emergency decision centres will manage essential elements of the emergency response. Decision centres are temporary management structures that bring managers together in a central location and provide them with information sources and means of communication. Each decision centre operates according to a management cycle (see section 2.4 Management Cycle). Management cycles are linked to ensure open communication channels between the decision centres. The City of Ottawa municipal emergency plan describes four types of decision centres. Each of the decision centres has its own domains of concern, which serve to reduce duplication of efforts and maximize the use of resources.

• the municipal Emergency Operations Centre (EOC) • Service Command Centres (SCC) • Site Management Team (Site Team) • Command Posts (CP).

Emergency Operations Centre (EOC) – Location or facility where responsible officials gather during an emergency to direct and coordinate emergency operations, to communicate with other jurisdictions and with field emergency forces, and to formulate protective action decisions and recommendations during an emergency. Looks at operations from a strategic perspective. Service Command Centres (SCC) –SCCs are strategic coordination centres for City departments/services, which maintain service coverage, support EOC decisions and manage operational needs for each service and sector of the City of Ottawa and external agencies. Departmental SCC titles may vary.

1 The Incident Command System (ICS) is a standardized emergency management system, which uses specific titles such as Branch, Group, Task Force, etc within any emergency organizational structure. Conforming with these titles will allow the Evacuation Branch to be easily integrated into an ICS structure if necessary. CITY OF OTTAWA EVACUATION PLAN VERSION 1.0



Chapter 2: Coordination Structure Page 2-2 Site Management Team: On-site operations are coordinated at the Site Management Team (Site Team) level, managed by the Site Manager. The Site Team is also a communications channel between on-site command posts and the EOC. It is at the Site Team level that representatives from a variety of services and organisations can come together to adjust response strategies and consider the evolution of on-site operations. Command Posts (CPs): Mobile or fixed facility from which a service or a team directs their responder's activities at an emergency site. Command Posts manage single-service response activities, while the Site Management Team acts as a multi-disciplinary coordination team. Departmental CP titles may vary. The Evacuation Branch will always report to a Site Management Team. It is possible however that the Site Management Team itself will carry out Evacuation Branch roles and activities, rather than creating an EB as a separate decision centre (See Section 2.3)




Chapter 2: Coordination Structure Page 2-3

2.2 EVACUATION BRANCH Depending on the event, the decision to evacuate or shelter-in-place an area of the City will be made by either a Site Management Team (Site Team) or the Emergency Operations Centre Control Group (EOC CG). (See Section 3.1 Decision on Evacuation) Once this decision is made, the Site Team or EOC CG will appoint an EB Director. Based on the type, size and complexity of event, the EB Director will then find the necessary personnel to fulfill some or all of the following functional positions:

• Within the Evacuation Branch: o Deputy Director – Transportation o Deputy Director – Zone Activities o Scribe o Traffic Incident Management Taskforce Leader o Hazard Mitigation Supervisor o On-site Notification and Zone Clearance Supervisor o Perimeter and Access Control Supervisor o Medical Transportation Supervisor o Mass Transit Supervisor o Re-entry Supervisor o Zone Security Supervisor o Emergency Social Services Liaison o Corporate Communications Liaison o Public Health Technical Specialist

• Reporting to the Evacuation Branch: o Assembly Point Transportation Leaders o Assembly Point Transit Security Leaders o Assembly Point Public Liaisons o Transit Holding Area Leaders o Task Forces for:

Traffic Incident Management Hazard Mitigation On-site Notification and Zone Clearance Perimeter and Access Control Zone Security Mass Transportation Adapted Transportation Medical Transportation Re-Entry

The roles and responsibilities of each of these positions can be found in Chapter 4: Specific Functions.

2.3 THE FUNCTIONAL NATURE OF THE EVACUATION BRANCH The Evacuation Branch (EB) structure is based on a functional approach. Each position described in the EB is simply a set of responsibilities that must be carried out. Depending on the nature of the incident, a single person may assume many or even all




Chapter 2: Coordination Structure Page 2-4 EB positions. Not all functional positions will be activated during evacuation, and some positions may be demobilized before evacuation is complete. In many situations faced by the City of Ottawa, the Site Management Team will likely assume EB roles. In this situation, the Site Team Manager would simultaneously be the EB Director, and would possibly also assume other roles. The Site Team Paramedic representative would simultaneously assume the Medical Transportation Supervisor role, etc. Similarly, the Site Team might assume the majority of EB roles but mobilize some non-Site Team staff for specific roles. Note: For simplicity, this plan describes EB activities and reporting relationships as if the entire EB was mobilized and as if the EB is separate from the Site Team. When the Site Team assumes all EB roles, some elements of the plan, such as management cycles, would not be relevant. Reporting Relationships: Whenever responders who are simultaneously fulfilling other positions assume EB roles, the principle of “unity of command” should be respected – i.e., no EB member should report to more than one person. Figures 2-1 presents how a fully activated Evacuation Branch would look without Divisions.




Chapter 2: Coordination Structure Page 2-5 Figure 2-1 Fully Mobilized Evacuation Branch Structure - No Divisions

(Notes: all positions may not always be activated; one person may take on multiple positions; the structure will evolve as Evacuation operations progress; City SCCs and

external partners not shown)

Evacuation Branch reports toSite Manager

EB Director

Perimeter andAccess Control

Supervisor

Traffic IncidentManagement

Taskforce Leader

Hazard MitigationSupervisor

MedicalTransportation

Supervisor

Public HealthTechnicalSpecialist

Mass TransitSupervisor

Emergency SocialServices Liaison

Evacuation Branch (EB)

On-site Notificationand ZoneClearanceSupervisor

CorporateCommunications

Liaison

Re-EntrySupervisor

Scribe

Zone SecuritySupervisor

Deputy Director -Transportation

Deputy Director –Zone Activities

MassTransportationTask Force(s)

AdaptedTransportationTask Force(s)

Assembly PointTransit Security

Leader(s)

Assembly PointTransportation

Leader

Transit HoldingArea Leader(s)

Assembly PointPublic Liaison

MedicalTransportationTask Force(s)

Perimeter andAccess ControlTask Force(s)

Traffic IncidentManagementTaskforce(s)

Hazard MitigationTask Force(s)

Clearance TaskForce(s)

Notification TaskForce(s)

Re-Entry TaskForce(s)

Zone Security TaskForce(s)

2.4 CREATION OF THE EVACUATION BRANCH Site Driven vs. EOC Driven Evacuation Depending on the nature of the hazard involved, an evacuation will either be:

• Site-driven: decided upon and coordinated from the site level • EOC-driven: decided upon and coordinated from the municipal EOC

Site Driven Action: During a site-driven evacuation, the Site Manager has three options. He/she could:

• Take on all relevant EB responsibilities by him/herself • Take on the role of EB Director and assign relevant functional responsibilities to

Site Management Team members, with additional staff for some roles. • Assign an EB Director who would appoint additional members as necessary.




Chapter 2: Coordination Structure Page 2-6 EOC Driven Action: During an EOC-driven evacuation, the EOC will normally appoint a Site Manager and an EB Director, who will appoint functional responsibility Supervisors as necessary. As with a site-driven action, Site Team members may assume EB positions, if the scope of the incident allows it. A Site Team must always be activated, however, because many Site Team functions, such as the management of a staging area, etc., will be required to support the EB.

2.5 EVACUATION DIVISIONS If the Evacuation zone is sufficiently large, the EB Director may decide to split the zone up into two or more divisions. Each division would then become the responsibility of an Evacuation Division Supervisor, who would be assigned resources for all necessary functions, with the exception of ESS Liaison and Corporate Communications Liaison, who must report directly to the EB Director so that messaging to ESS and Corporate Communications is consistent. Structurally each evacuation division would use the same organizational structure as an evacuation branch, with the exception of the ESS Liaison and Corporate Communications Liaison, and each division would use the same job aids as an EB. For example an evacuation division medical transportation supervisor would use the medical transportation position checklist, the hazard mitigation supervisor would use the hazard mitigation position checklist, etc. The reporting relationships described in the position checklists would obviously change to reflect the use of divisions. Each evacuation division would produce its own incident plan and its own situation report--however these documents would be submitted to the EB director who will approve them and amalgamate them into a single incident plan.

2.6 MANAGEMENT CYCLE As with many other City of Ottawa emergency decision centres, the EB will operate on a 60-minute management cycle. This cycle will contain two key elements: reserved communication periods and a coordination meeting.




Chapter 2: Coordination Structure Page 2-7 Reserved communications periods: Once the EB is activated, the EB Director and either the Site Manager or the EOC should agree on a 5-minute communication period to be regularly reserved for communications between them each hour. They may communicate more frequently than this. Coordination meetings: The EB should meet regularly to update the EB situation report (See Response Guide: Situation Report), share other information and make decisions as required. These meetings should initially happen every hour, with the schedule being adjusted by the EB Director as needed. The EB Director should set the time for the coordination meeting at the beginning of the incident.

2.7 COORDINATION MEETINGS Coordination meetings will be led by the EB Director and based on a standardized agenda that will be adjusted by the EB Director as needed. The initial coordination meeting will likely be longer than 20 minutes as the initial Evacuation incident plan and situation report will have to be completed.




Chapter 2: Coordination Structure Page 2-8 Standard agenda items include: 1. Overall status report on the incident (Site and EOC actions) 2. EB members report on:

a. Their objective(s) and plan b. Their timeline c. Their resource and communication needs

3. Review/Updating of Evacuation Incident Plan 4. Review/Updating of Situation Report 5. Identification of outstanding issues

a. Short term b. Long term

6. Delegation of responsibility for outstanding issues

2.8 COMMUNICATION WITH OTHER DECISION CENTRES EB members will communicate by existing departmental channels with Site Team members, EOC members, and SCCs as appropriate. The evacuation situation report will be officially communicated by the EB Director to the Site Manager, who will distribute it to other decision centres as required.

2.9 INFORMATION SHARING AND THE EVACUATION SITUATION REPORT

Multiple players will request key information on the evacuation across the City. Internal information requests should be directed to departmental EB representatives, the EOC, or the Office of Emergency Management. In order to minimize misinformation, the EB will regularly update an evacuation situation report, which will be made widely available via the Site Manager and the EOC, and displayed on whiteboards/flipcharts etc. at relevant decision centres. See the Response Guide – Situation Report Template for an example.

2.10 RESOURCE MANAGEMENT EB members will generally act as follows to obtain resources (personnel and equipment):

1. Identify required resources 2. Obtain approval for resource request from the EB Director 3. Forward resource requests to the appropriate Site Team members (site-driven

evacuation) or EOC members (EOC-driven evacuation), or obtain their approval to request resources directly from department SCCs or the staging area.




Chapter 2: Coordination Structure Page 2-9 Staging Areas Any resources that will be working within the evacuation zone will report initially to the Site Management Team Staging Area. Once resources have been drawn from the Staging Area, they will be managed directly by the relevant EB member. In most cases, mass transportation resources will not report to a staging area (see Section 4.8 Mass Transportation for more details), because they will not be used inside of the evacuation zone. When necessary, departments/services with significant resources in the staging area will provide assistance for the management of the staging area. External Resources There are two categories of external resources: those hired by the City as contractors, for example, a bus company that is hired to provide extra busses; and those collaborating with the City--for example, a natural gas provider working with the City to ensure gas service is cut off to the Evacuation zone. External resources hired by the City as contractors, will be managed by the relevant EB member and may be staged in the Site Management Staging Area if appropriate. External resources collaborating with the City will coordinate with the relevant Evacuation Branch member and may be staged in the Site Management Staging Area if appropriate.

2.11 OVERVIEW OF THE EVACUATION PROCESS Once the decision to evacuate or shelter-in-place an area has been made, the management of the evacuation will proceed in five phases:

• Activation • Planning • Implementation • Transition to Re-entry Implementation • Demobilization

2.11.1 Activation The personnel needed to create an EB are identified, alerted and mobilized to a central location (See Section 3.4 Alert and Mobilization for more details).




0Chapter 2: Coordination Structure Page 2-1

2.11.2 Planning Once mobilized, the EB Director and EB members will assess the situation and gather information about the area to be evacuated. They will then produce an initial Evacuation Incident Plan (See Response Guide: Evacuation Incident Plan template). This plan identifies overall objectives, describes the strategies that will be used, estimates the resources required, and estimates timelines. Once the plan is produced, the EB Director and the Site Manager will approve it. The EOC can also choose to approve incident plans at their discretion or at the request of the site manager. It is then implemented and updated by the EB Director and members during the Implementation phase. The Site Manager will approve the updated plan as necessary.

2.11.3 Implementation Once the initial Incident Plan is approved, EB members will begin fulfilling their mandates under the plan. The specific tasks and strategies involved will vary depending on the situation. See Chapter 4 for an overview of all evacuation functions.

2.11.4 Transition to Re-Entry Implementation In the case of an evacuation, a Re-Entry Supervisor will be mobilized at the beginning of the evacuation and will plan the eventual re-entry of the population to the evacuated area. Once the evacuation is completed, the focus of EB operations will begin to shift from evacuation to re-entry planning and implementation. Note that the Re-Entry Supervisor function will be detailed in the Municipal Re-Entry Plan, to be created in 2007.

2.11.5 Demobilization While evacuation and re-entry are being implemented, personnel whose functions have been completed will be demobilized individually. Once both evacuation and re-entry are completed, the EB itself will demobilize. See Section 3.5 Demobilization for more details.

2.12 EVACUATION TOOLS Position Checklist: A detailed checklist of the required actions of each position involved in each phase of the evacuation process. Evacuation Incident Plan: A form to be completed by the EB during the initial planning of an evacuation, which defines and describes the area(s) affected, the evacuation objectives, the resources required, and the communication plan.




Chapter 2: Coordination Structure Page 2-11 Evacuation Situation Report: This form provides a means by which the status of the evacuation and relevant developments can be continually updated and communicated to EB members and other relevant decision centres. Estimate Guide: provides guidelines for estimating the number of citizens requiring transportation for a given area, the number requiring para-transpo assistance, and the number requiring ERLC’s, as well as for estimating the time required for notification, transportation and clearance to occur. Evacuation Question and Answer Template: This form is designed to assist the Evacuation Branch prepare for the range of public questions/concerns that would arise in the event of an evacuation. Anticipated questions are normally generated and answered by the Corporate Communications Liaison. If the answer is unknown, the process to get answers must be stated. This template should accompany the Situation Report template and be kept consistent. Individual Log A form to be completed by all EB members to track their principle actions and events throughout their shift. Used to ensure continuity as well as for post evacuation accountability. To be submitted to immediate supervisor and to the subsequent shift.




Chapter 3: General Emergency Functions Page 3-1

3 GENERAL EMERGENCY FUNCTIONS Like the Municipal Emergency Plan, the City of Ottawa Evacuation Plan is based on an all-hazards approach. Regardless of the hazard requiring an evacuation, the following general emergency functions will have to be fulfilled:

• Decision on evacuation • Decision on evacuation zone • Triggering of EB creation • Alert and mobilization • Demobilization • Debriefing • Reporting

The actual planning and implementation of an evacuation is described in Chapter 4 Specific Functions. Section 3.1, 3.2 and 3.3 distinguish between Site-driven versus EOC-driven evacuation.

• Site-driven evacuation: decided upon and coordinated from the site level • EOC-driven evacuation: decided upon and coordinated from the municipal EOC

3.1 DECISION ON EVACUATION Site-driven Evacuation: During a site-driven incident, the decision to evacuate, shelter-in-place or maintain the status quo will be taken by the Site Team, in consultation with subject matter experts (for example, with City Hazmat specialists, the Medical Officer of Health, and/or outside experts such as Consumer Gas representatives). EOC-driven Evacuation: The decision to evacuate, shelter-in-place or maintain the status quo will be taken by the EOC Control Group or the EOC Manager (City Manager or alternate). The Office of Emergency Management and department staff as directed by the EOC CONTROL GROUP will gather information on evacuation options, including subject matter expert opinions. The Office of Emergency Management will immediately contact the City Manager or his/her alternate during EOC mobilization to begin discussions on evacuation, unless hazard timelines permit waiting for full EOC mobilization. The criteria for a decision on evacuation will depend on the event and will largely come from City or external subject matter experts.





3.2 DECISION ON EVACUATION ZONE Site-driven Evacuation: Once a decision to initiate evacuation has been taken, the boundaries of the area where evacuation will be put into place (the “evacuation zone”) will be decided upon by the Site Team, in consultation with subject matter experts. EOC-driven Evacuation: the EOC Manager and/or the EOC Control Group will decide upon the boundaries of the evacuation zone. Information on the extent of the evacuation zone, including subject matter expert opinions, will be gathered by the Office of Emergency Management and department staff as directed by the EOC Control Group. Criteria for this decision will depend on the nature of the event and will largely come from City or external subject matter experts.

3.3 TRIGGER FOR CONSIDERING THE CREATION OF AN EVACUATION BRANCH

Site-driven Evacuation: The Site Team will consider the need for an EB whenever evacuation or shelter-in-place criteria from the City of Ottawa Emergency Plan are met for a Low, Medium or High level alert, as follows:

NORMAL LOW MEDIUM HIGH Evacuation/Shelter in

place of less than 50

pers.

Evacuation/Sheltering of 51 to 200 persons Shelter in place of 51 to 100 pers.

Evacuation/Sheltering of 201 - 500 persons Shelter in place of 101 – 200 pers.

Evacuation/Sheltering of more than 501 persons. Shelter in place of more than 200 pers.

When the Site Team initially contacts the Office of Emergency Management (OEM) to inform them of a low, medium or high level alert involving evacuation or shelter in place, the OEM will ask for a decision on the activation and composition of the EB. EOC-driven Evacuation: The Office of Emergency Management will request that the EOC Manager and/or EOC Control Group consider the need for an EB whenever evacuation or shelter-in-place criteria from the City of Ottawa Emergency Plan are met for a Low, Medium or High level alert. As discussed in Sections 2.3, The Functional Nature of the Evacuation Branch, evacuation does not always require the activation of a full EB. In a site-driven evacuation, depending on the size and complexity of the event, the Site Team may:

• Take on the functions of an EB along with their other responsibilities • Appoint a dedicated EB • A combination of the above (an EB led by Site Team members, but with some

dedicated EB positions) In an EOC-driven event, the EOC will activate both a Site Team and an EB. As per a site-driven incident, Site Team members may assume some or all EB roles. CITY OF OTTAWA EVACUATION PLAN VERSION 1.0



Chapter 3: General Emergency Functions Page 3-3 3.4 ALERT AND MOBILIZATION Site-driven evacuation: One of two situations will apply: 1. The Site Team will be assuming all relevant EB roles, and no further staff need to be

mobilized. 2. Personnel need to be mobilized to assume some EB roles. In this case, the Site

Manager will inform the Office of Emergency Management of which representatives will need to be alerted. The OEM will include specific instructions in the Emergency Management Plan (EMP) alert message2 requesting department EMP duty officers to send EB representatives to a given location. The box below provides an example of a possible alert message.

Sample Evacuation Branch Alert Message

An Evacuation Branch (EB) is being formed. The following departments/services are requested to send EB representatives to (address or intersection):

• PTE –staff to assume Mass Transit Supervisor role. • Emergency Social Services - Liaison • Ottawa Public Health – Technical Specialist

EOC-driven evacuation: The EOC Control Group or Manager, in consultation with the Office of Emergency Management, will determine which Site Team and EB positions need to be filled initially. The OEM will include specific instructions in the EMP alert message as per Site-driven evacuation alert option 2, above. In either case, once the EB is mobilized, subsequent EB staff will be requested directly from departments/services via the Site Team.

3.5 DEMOBILIZATION There are two categories of demobilization: partial and complete. Partial demobilization: During evacuation operations, some EB positions may become unnecessary. For example, on-site notification activities may be completed while other activities may continue. In this situation, the relevant Group Supervisor, in consultation with the EB Director, will identify the need to deactivate a position or positions and demobilize the staff involved. Demobilized staff will follow demobilization procedures (see Response Guide: Position Checklists). Full demobilization: Once it is apparent that all evacuation, shelter-in-place and/or re-entry operations have been completed, the EB Director in consultation with EB members will evaluate if the Branch can be demobilized. The decision will be subject to approval by the Site Manager. In this case, the EB Director would direct all staff to begin demobilization procedures (See Response Guide: Position Checklists).

2 See Municipal Emergency Plan Chapter 2 Alert. CITY OF OTTAWA EVACUATION PLAN VERSION 1.0




3.6 OPERATIONAL DEBRIEFING The EB Director will consider holding a “hot” multi-departmental operational debriefing with EB members before demobilization is complete, if he/she judges it necessary. Group Supervisors will equally consider “hot” debriefings for Group staff before demobilization is complete if necessary. If necessary, the Office of Emergency Management will organize “cold” multi-departmental operational debriefings for EB staff as soon as possible, taking department debriefing schedules into account. See Glossary for definitions of hot and cold debriefings.

3.7 REPORTING

3.7.1 Event Report Reporting on evacuation operations will be accomplished as part of general incident reporting procedures (see Municipal Emergency Plan).

3.7.2 Individual Logs All EB members and groups working under the EB during the evacuation will maintain Individual Logs. EB personnel will either use their own service log template or the Individual Log template in the Response Guide. Personnel will note major events, including major decisions, actions, and external events that occur during their shift. Individual Logs will be used as briefing materials during shift changes, and may be referred to in post-event analysis and reporting. See Response Guide: Individual Logs.




Chapter 4: Specific Functions Page 4-1

4 SPECIFIC FUNCTIONS This chapter describes the principal functions that may be involved in an evacuation. Some functions may not be activated during an evacuation, depending on the scope and nature of the emergency. For more information on how functions will be carried out during evacuation, see the Evacuation Response Guide: Position Checklists.

4.1 PERIMETER AND ACCESS CONTROL

4.1.1 Scope Provide a procedure by which the City can:

• provide notification of the perimeter to the population at risk, • provide a controlled area from which an evacuation / shelter-in-place will take

place, • prevent entry by unauthorized person(s), • protect lives by controlling entry in the evacuation / shelter-in-place zone, • verify and record of the perimeter of an evacuate / shelter-in-place zone, • establish, monitor and enforce the perimeter, and • account for population at risk and vehicles entering the evacuation / shelter-in-

place zone.

4.1.2 Coordination The EB Director will establish divisions and groups as required for functional and geographical assignments, an assignment that should be considered for this section are:

• Perimeter and Access Control Supervisor Perimeter control of an evacuation / shelter-in-place zone should be coordinated by the Perimeter and Access Control Supervisor under the direction of the Evacuation Branch Director, in consultation with the departments/services involved in the monitoring and enforcement of the perimeter.

are:

S ite T eam M an ag er

E vac u a tion B ran c hD irec to r

D ep u ty D irec to rT ran s p or ta tion

P er im ete r an dA c c es s C on tro l

S u p ervis o r

P er im eter an dA c c es s C on tro lT as k F orc e(s )




2Chapter 4: Specific Functions Page 4-

4.1.3 Resource requests and management The EB Director should receive and support all resource requests for perimeter control, while:

• reporting approved resource requests for perimeter control to the person responsible for the Staging Area, and

• ensuring that the Site Manager is kept informed of and approves all resource requests for perimeter control

4.1.4 Perimeter Control As per standard Ottawa Police practices, the evacuation zone will be surrounded by two perimeters:

• Inner perimeter: This perimeter delineates the area where evacuation is being applied.

• Outer perimeter: This perimeter creates a buffer zone around the actual evacuation zone, where responder vehicles etc. can be staged.

The Perimeter and Access Control Supervisor will follow standard Ottawa Police operating procedures to:

• establish an operational base from which to control the perimeter • ensure sufficient personnel / equipment is available • ensure that all personnel tasked with perimeter control are briefed as to their

responsibilities and expectations • maintain a list of all personnel and their assignment / location • keep the EB Director apprised of all developments • ensure the integrity of the inner perimeter during the incident • ensure the boundaries of the outer perimeter are clearly defined • consider the use of other assets in defining borders • establish and enforce designated access and egress points




3Chapter 4: Specific Functions Page 4-

4.1.5 Access and Egress Management The Perimeter and Access Control Supervisor should:

• establish an operational base from which to control the access and egress • ensure sufficient personnel / equipment are available • establish and implement an accountability and record management system • ensure that all personnel tasked with access and egress management are

briefed as to their responsibilities and expectations • ensure that there is a procedure in place that can account for population at risk

and vehicles entering the evacuation zone (see Section 4.13 Zone Clearance) • maintain a list of all personnel and their assignment / location • keep the EB Director apprised of all developments • establish criteria for access to the evacuation / shelter-in-place zone;

o No Access – prohibits the public from entering the closed area, authorized personnel will be accredited and monitored, media will be allowed access on a controlled basis

o Limited Access – allows population at risk into closed areas according to access criteria established by the EB Director. Entry criteria should define the population at risk who will be allowed and whether motor vehicles are allowed





4.2 EVACUATION ROUTES AND TRAFFIC CONTROL

4.2.1 Scope Provide a procedure by which the City can: • Identify routes that can be utilized for vehicular evacuation / shelter-in-place

traffic routes • Maintain vehicular movement on the evacuation / shelter-in-place traffic routes • Identify routes that can be utilized for pedestrian/cyclist evacuation and/or

general access to mass transportation/ shelter-in-place traffic routes • Maintain pedestrian/cyclist/transit movement on the pedestrian/cyclist/transit

evacuation / shelter-in-place traffic routes • Facilitate the identification and movement of emergency and support vehicles

4.2.2 Coordination

Site Team Manager

Evacuation BranchDirector

T raffic IncidentManagement

Taskforce Leader

T raffic IncidentManagement

Taskforce

Deputy D irectorTransportation

The EB Director will establish divisions and groups as required for functional and geographical assignments. An assignment that must be activated for this section is the:

• Traffic Incident Management Taskforce Leader

As documented in the Corporate Emergency Plan, the identification of evacuation routes and associated traffic management is the responsibility of Traffic and Parking Operations (PWS) and Ottawa Police Services. The Traffic Incident Management Taskforce will include representatives from these two organizations and coordination with additional stakeholders as required such as:

• Ontario Provincial Police (OPP) • Royal Canadian Mounted Police (RCMP) • La Sûreté du Québec(SQ) • Department of National Defence Police Force • Infrastructure Services(PWS) • Surface Operations (PWS) • Transit Services (PTE) • Ottawa Fire Services (CPS) • Ottawa Paramedic Services (CPS) • Ministry of Transportation of Ontario (MTO) • Ministère des Transports du Québec(MTQ) • Société de transport de l’Outaouais(STO) • Corporate Communications





4.2.3 Resource requests and management The EB Director should receive and support all resources requests for route and traffic management, while:

• Reporting approved resource requests for route and traffic management to the Staging Area Manager, and

• Ensuring that the Site Manager approves and is kept informed of all resource requests for route and traffic management.

4.2.4 Route Identification/Selection The EB Director and the Site Manager will approve the best routes for evacuation from the threatened area. The best routes may have to be selected at the time of the incident by the EB Director in consultation with the Traffic Incident Management Taskforce Leader. Evacuation routes should be separate from disaster routes intended for use by emergency responders and support persons vehicles. Notification of changes in selected routes will be made to the Site Manager as well as field personnel. The following factors should be considered (See Response Guide: Estimate Guide for more details):

o Most evacuees utilize their own personal transportation, o Approximately how many vehicles per lane / per hour can be

accommodated on routes considered, Average flow rate of 800 - 1200 vehicles / hour / lane on arterial

roadways, Average flow rate of 1,800 vehicles / hour / freeway,

o The average vehicle occupancy is four persons but evidence from real life evacuations shows that families will tend to use 2 vehicles if they have them.

o Route markings and identification o Safety and condition of infrastructure

Bridges Overpasses Viaducts Roads

o Consider use of alternate transportation means Trains Boats Airplanes

4.2.5 Traffic Management The EB Director and Site Manager will approve traffic controls and management in consultation with the Traffic Incident Management Taskforce Leader. Measures may be established and controlled at key intersections and at access control points to major evacuation routes as needed. In some cases, it may be necessary to control traffic on other routes to minimize the impact on the evacuation traffic. Information, which may assist, is: • Inner city evacuation of commuters during daytime / weekday will place a heavy

burden on public transportation, • Many commuters will return home to gather family and belongings before beginning

an evacuation




Chapter 4: Specific Functions Page 4-6 • Evacuation routes may require maintenance and blockage extrication groups to keep

these routes flowing, • Emergency and support vehicles require clearly identified lanes / routes to provide

not only access to the evacuation / shelter-in-place zone, but also to exit from the zone,

• Assembly points need to be identified that are familiar with the population at risk, and • Mass transit routes may require a route or lane to facilitate and promote use of this

means of evacuation.

4.3 ON-SITE NOTIFICATION

4.3.1 Scope Provide a procedure by which the City can ensure:

• that the population at risk receives a clear consistent message on-site to evacuate / shelter-in-place in a zone,

• responders on site are familiar with a clear consistent approach and process regardless of the situation,

• that mass and on-site messages are consistent.

4.3.2 Coordination The EB Director will establish divisions and groups as required for functional or geographical assignments. The assignment that is covered in this section is:

Site Team Manager

Evacuation Branch Director

On-Site Notification and Zone Clearance

Supervisor

On-Site Notification Task

Force(s)

Deputy Director Zone Activities

• On-Site Notification and Zone Clearance Supervisor

On-site notification of population at risk to evacuate / shelter-in-place a zone should be coordinated by the On-Site Notification Supervisor under the direction of the EB Director, in consultation with the departments/services involved in the declaration, procedure, delivery method and script of the message for evacuation / shelter-in-place. The On-Site Notification Supervisor should consult with the Corporate Communications Liaison for the scripting of the on-site notification message, while utilizing the “Evacuation Public Q & A Template” and/or “Shelter-in-Place Public Q&A Template”. (Response Guide: Q&A Templates).

4.3.3 Resource requests and management The EB Director should receive and manage all resource requests for the on-site notification, while:

• reporting approved resource requests for the on-site notification to the Staging Area Manager

• ensuring that the Site Manager is kept informed of all resource requests for the on-site notification of the evacuation / shelter-in-place zone.





4.3.4 Development of notification messaging Before beginning on-site notification activities, the On-Site Notification Supervisor will fill in the public question and answer template, in consultation with the Corporate Communications Liaison. This will form the basis of notification messages.

4.3.5 On-site notification The notification of the affected population at risk in the evacuation / shelter-in-place zone is a critical piece in initiating the movement of population at risk out of the evacuation / shelter-in-place zone. The City currently has in place assets that can efficiently and effectively accomplish this notification, dependent on:

• Human resources available and qualified for on-site notification • Mechanisms and personnel available to support / facilitate on-site notification • Private and public support as required • Variety of notification methods required to reach the affected population at risk

The On-Site Notification Supervisor will choose among the following methods for on-site notification:

• Door-to-door campaign with pamphlets delivered by representatives of the local authority under the direction of the police or under police supervision, - See Response Guide: Estimate Guide for information on door-to-door time requirements per resource.

• School alerts: Ottawa School Boards have internal notification systems that can be used to quickly notify all schools within the evacuation zone

• Portable variable message boards: Variable message boards can be obtained from Public Works and Services (PWS).

• Sirens or Mobile/Aerial Public Address Systems: Police, Paramedics, Fire, Public Works and Services can warn areas using sirens and mobile/aerial public address announcements

• Telephone calls: Ottawa Police Services currently has limited capacity to call residences in a given area. This would only be usable in small-scale events.

The On-Site Notification Supervisor will also work with the Corporate Communications Liaison to maximize the efficiency of the notification. Corporate Communications will ensure that evacuation messages are disseminated via the media, Ottawa.ca and other mass options. (See 4.5 Liaison with Corporate Communications and Mass Notification) Evacuation Messaging: All population at risk in the evacuation zone are to be told that, in the interest of their own safety and considering the risk, they are NOW ORDERED to leave the area. Note: Police authority to force citizen evacuation is limited and in many situations non-complying citizens will simply be warned of the consequences of not evacuating. Shelter in Place Messaging: The population at risk will be told to shelter in place and given instructions (see Response Guide: Shelter in Place Question and Answer Template) on how to do so. On-Site Notification Task Forces should start their tasks at a point closest to the emergency and work outward.





4.3.6 Notification – Mobilization Timelines Once notified, the affected population may take significant time before taking Evacuation. In the case of an evacuation, it should be assumed that the population will take at least 1.5 hours to organize themselves to evacuate unless the threat is clear and immediate. The EB Director and the On-Site Notification Supervisor will ensure that other EB members are aware of current notification and mobilization timelines so that activities such as Zone Clearance begin at the appropriate time. (See Evacuation Response Guide: Estimate Guide)

4.4 PUBLIC HEALTH TECHNICAL SPECIALIST Site Team Manager


Public Health technical Specialist

4.4.1 Scope • Provision of Public Health perspectives and expert opinions on

evacuation issues

4.4.2 Coordination The EB Director will mobilize an Ottawa Public Health Technical Specialist if the nature of the incident requires it. The OPH Technical Specialist will participate in all EB coordination meetings and work with EB members on any issues with a Public Health component.

4.5 LIAISON WITH CORPORATE COMMUNICATIONS AND MASS NOTIFICATION

4.5.1 Scope Corporate Communications In the event of an evacuation order being issued in Ottawa, Corporate Communications is responsible for ensuring that the public, City staff and Council are alerted and informed. To ensure that the City communicates in a transparent and timely manner Corporate Communications will rely on specific information provided by the Evacuation Branch. The overall communications objective is to accurately alert all audiences, in a calm, clear, consistent and timely way, about the situation and explain the specific actions the public will need to take to safely evacuate and return to the affected area, and/or shelter in place. During an emergency situation the City’s most effective communications channel to reach the public is through the mass media (print, radio, television and their web sites). Other effective channels include: the 311 Contact Centre, ottawa.ca, partner agencies, and printed bulletins such as Q&As, fact sheets, and maps. Corporate Communications is responsible for utilizing these channels to the fullest extent possible.




Chapter 4: Specific Functions Page 4-9 Corporate Communications Liaison Once an evacuation is ordered, the EB Director will appoint a Corporate Communications Liaison. This person will be responsible for ensuring that the appropriate public question and answer template (See Response Guide: Q&A Templates) is completed, approved by the EB Director, and provided to the Site Manager on a regular basis. The Corporate Communications Liaison will also be available to communicate directly with Corporate Communications representatives at the site and/or EOC level and with the supervisor implementing on-site and/or door-to-door notification, to clarify public information issues and ensure consistent public messaging.

4.5.2 Coordination In order to provide Corporate Communications with the accurate information needed to fulfill the communications objective the following protocols are proposed. Localized, site-driven scenario The Evacuation Branch will provide key information to the Site Team Manager in regular situation reports and in the public question and answer template. The Site Team Manager will distribute this information to all Site Team members and to the EOC (if activated). The Site Management Team Corporate Communications Strategist will liaise with the Chief Communications Officer and the Corporate Communications EOC Operations/Support Staff to confirm key messages and timing of dissemination. The Corporate Communications EOC Operations/Support Staff will work with the Information Command Centre to coordinate the development and delivery of internal and public messages, which includes strategy, writing, translation, design, and printing. All messaging will be disseminated through the following channels; the 311 Contact Centre, ottawa.ca, door-to-door notification, printed public information bulletins (including maps), and the media (media call around, public service announcements, interviews, news conferences, etc.).

Site Team Manager


Corporate Communications

Liaison

Media Relations officers will coordinate on-site media relations in order to facilitate rapid and accurate dissemination of information. The Site Management Team Corporate Communications Strategist will brief on-site City spokesperson regarding key messages before all contact with the media. City-wide, EOC-driven scenario The Evacuation Branch will provide key public information in regular situation reports and the public question and answer template to the Site Manager, who will in turn pass it to the EOC Manager, who will distribute this information throughout the EOC. The EB Corporate Communications Liaison will liaise with the Chief Communications Officer in the EOC and the Corporate Communications EOC Lead to confirm key messages and timing of dissemination. The Corporate Communications EOC Lead will coordinate with the Information Command Centre to coordinate the development and delivering of internal and public messages, which includes writing, translation, design, printing to be




Chapter 4: Specific Functions Page 4-10 disseminated through the following channels; the 311 Contact Centre, ottawa.ca, printed public information bulletins (including maps), and media (media call-around, public service announcements interviews, news conferences, etc.).

4.6 LIAISON WITH EMERGENCY SOCIAL SERVICES

4.6.1 Scope Role of Emergency Social Services (ESS)

ESS will principally be involved in Evacuation in the event that evacuees need to be sheltered. An ESS Liaison may however be activated during a shelter-in-place incident in anticipation of a transition to evacuation.

During an evacuation the role of ESS is to:

• Receive evacuees at Emergency Reception and Lodging Centres (ERLC). • Provide food, water, and psych-social support to evacuees at ERLCs. • Maintain a record of all persons who report to an ERLC (via Red Cross), including

staff (via Emergency Reception and Lodging Coordinator). • Allocate resources to assembly points, depending on the size and scope of the

emergency.

Role of the ESS Liaison

Upon activation of the EB the role of the ESS Liaison is to:

• Provide support in the identification of potential routes to ensure the continued delivery of evacuees, food and water to ERLCs.

• Provide information as required to the EB to help facilitate the evacuation of affected residents.

• Work with the ESS Coordinator to secure resources as required. • Ensure that decisions and actions undertaken by the ESS function

are communicated to the EB in a timely fashion as required (i.e. ERLC locations).

4.6.2 Coordination

In order to ensure a smooth transition between the evacuation zone and the ERLC(s) it is imperative that a consistent communication channel be established between the EB and ESS. The following protocol has been established in order to ensure that timely information can be shared between the EB and ESS.

Once the need for Evacuation is determined the EB Director activates an Emergency Social Services EB Liaison. The EB Director shares all relevant information with the ESS EB Liaison (see section 4.6.3). The ESS EB Liaison then contacts the ESS Coordinator to share all relevant information. In large events, a

Site Team Manager


Emergency Social Services Liaison




Chapter 4: Specific Functions Page 4-11 member of ESS may assume the ESS Liaison role, but in smaller events another EB member may often take on this role.

Depending on the nature and scope of the incident ESS prepares to open the required number of ERLCs, as they are able.

Hourly communications (exact time to be determined by EB ESS Liaison and ESS contact) are initiated based on one of the two following scenarios.

Single Emergency Reception and Lodging Centre is Open.

The EB ESS Liaison shall contact the ESS Coordinator (Response Guide Key Contacts) on an hourly basis to provide updates regarding the evacuation and receive updates from ESS (see section 4.6.3), and where possible, prior to each wave of evacuees being dispatched to the ERLC (i.e. when the bus leaves the pick-up point to head to the centre).

Multiple Emergency Reception and Lodging Centres are open.

The EB ESS Liaison shall contact the ESS Command Centre (Response Guide: Key Contacts) on an hourly basis to provide updates regarding the evacuation and receive updates from ESS (see sections 4.6.3 and 4.6.4), including the arrival schedules for the mass transportation of evacuees at the various Emergency Reception and Lodging Centres (ERLCs).

4.6.3 Information Needs

Information required by Emergency Social Services

In order to assist ESS in fulfilling their function with regards to evacuation, the EB Director should provide the following information during the initial contact with the EB ESS Liaison. The EB ESS Liaison and the ESS Coordinator/Command Post throughout the evacuation process will share identical information, as required or available. Note that this information is in addition to that contained in the Evacuation Situation Report (See Response Guide: Situation Report) The means and schedules for communication are outlined in section 4.6.2.

1. Demographics a. Number of individuals to be evacuated/sent from meeting points to

ERLC(s) b. Any cultural/religious groups that may be evacuated c. Possible special needs (medical/mental health) issues (Please note

based on the nature and number of affected individuals with medical/mental health issues Public Health, Paramedics and/or external agencies may need to be engaged)

2. Facilities with vulnerable populations in the area such as Long Term Care

Facilities, Correctional Facilities, or Group Homes, that will need to be





sheltered. (Please note that depending on the nature of these structures and their residents, Public Health, Paramedics, Police and/or external agencies may need to be engaged)

3. Compromised City-owned facilities (for evaluation of ERLC availabilities).

Information required by the Evacuation Branch In order to assist the EB in the planning of Evacuation ESS will be expected to provide the following information to the EB ESS Liaison during the regular communication periods as outlined in section 4.6.2.

1. ERLC (ERLC) addresses, drop off location for buses, and contact information

2. ERLC capacity a. Number of evacuees it can accommodate b. Demographics/special needs it can or cannot accommodate i.e.

medically fragile, mental health issues

3. ERLC priority (which ERLC to divert evacuees to first, second, etc.)

4. As further ERLCs are opened, identify when they will be ready to receive evacuees.

4.7 MASS TRANSPORTATION Mass Transportation will normally only be activated during an evacuation. However, a Mass Transit Supervisor may be activated during a shelter in place event in anticipation of the transition to evacuation.

4.7.1 Scope

• Provide emergency means of transportation for people during an evacuation who cannot self evacuate

• Ensure that evacuees are transported to the appropriate City of Ottawa ERLC or other location, as directed by the EB Director

4.7.2 Coordination Once the need for an evacuation is identified, the EB Director will appoint a Mass Transit Supervisor, who will coordinate the provision of mass transportation for evacuees. An Ottawa Transit Services Supervisor will normally assume the Mass Transit Supervisor role if possible.




Chapter 4: Specific Functions Page 4-13 Assembly Points: Depending on the scale of the emergency, the Mass Transit Supervisor may appoint Assembly Points for mass transportation. Each assembly point will require:

• An Assembly Point Transportation Leader, who will provide instructions to and coordinate all buses arriving at the Assembly Point. Assembly Point Transportation Leaders will normally be Transit Supervisors.

• An Assembly Point Transit Security Leader, who will ensure the safety of the population at the assembly point and organize evacuees for the fair and efficient boarding of mass transportation busses. The Assembly Point Leader will normally be a member of Ottawa Transit Security Services.

Site Manager


Mass Transit Supervisor

Mass Transportation Task Force(s)

Adapted Transportation Task Force(s)

Assembly Point Transit Security

Leader(s)

Assembly Point Transportation

Leader

Transit Holding Area Leader(s)

Deputy Director Transportation

Assembly Point Public Liaison

Site Manager





Assembly Point Transportation

Leader(s)


Leader



Assembly Point Public Liaison

• An Assembly Point Public Liaison, who will answer evacuee questions about the evacuation as possible.

Assembly Point Transportation Leaders will report to the Mass Transit Supervisor; Transit Security Leaders and Public Liaisons will report to their Transportation Leader.

Staging Areas: The Mass Transit Supervisor may choose to stage some buses in the Site Management Staging Area. In this case, a Transit Supervisor might assist the Staging Area Supervisor by managing staged buses.

Holding Areas: If evacuation bus routes are established, the Mass Transit Supervisor may create a separate Transit Holding Area at the beginning of evacuation routes. A Transit Holding Area Leader - normally a Transit Supervisor, will manage transit Holding Areas.

Monitoring: The Mass Transit Supervisor will monitor the status of mass transportation efforts and will work with the ESS Liaison and other EB members to ensure that mass transportation is working efficiently.

4.7.3 Resource Requests and Management The Mass Transit Supervisor will:





1. Estimate resource requirements and obtain approval from the EB Director. 2. Mobilize the required number of buses and alternate transit vehicles to

assembly points, by request to the Transit Services Control Centre. 3. Mobilize personnel to act as Assembly Point Transit Security Leaders and

Assembly Point Transportation Leaders at each Assembly Point by request to the Transit Services Control Centre or via other departments/services.

4. Mobilize personnel to assist the Site Management Staging Area Leader or Holding Area Leader(s), by request to the Transit Services Control Centre.

5. Supervise all Transit staff assigned to mass transportation, including Assembly Point and Holding Area staff.

4.7.4 Identification of transportation needs and destinations

The Mass Transit Supervisor will estimate the number of people requiring mass transportation using the Estimate Guide (see Response Guide) in consultation with the EB Director.

The ESS Liaison will provide the location and prioritization of ERLCs for evacuees, after review by the EB Director.

4.7.5 Establishment of assembly points for mass transportation The EB Director in consultation with EB members will choose assembly points. Where possible, assembly points will be established near existing transit stations. The Mass Transit Supervisor will mobilize personnel to act as Assembly Point Transit Security Leaders and Assembly Point Transportation Leaders (see Coordination section) at each Assembly Point. If further staff is required at assembly points, resource needs will be identified by the Assembly Point Security Leader and approved by the Mass Transit Supervisor.

4.7.6 Mass Transportation Methods The Mass Transit Supervisor will use one of the following strategies, or a combination of these strategies, to provide mass transportation services during an evacuation.

1. Assembly Points: Multiple assembly points are created outside of the evacuation zone. Evacuees are directed to make their own way to one of the assembly points. Buses or alternate transportation vehicles are sent to each assembly point to pick up passengers and take them to an ERLC, or other points as specified by the EB Director.

2. Evacuation Bus Route(s): Specific routes through the evacuation zone are established using regular bus stops. Evacuees are directed to make their own way to the closest evacuation bus route. Buses are sent to a staging area at the beginning of the route (outside of the evacuation zone) and then sent through the route at regular intervals. Routes will end at an Assembly Point outside of the evacuation zone, where buses will be directed to take passengers to an ERLC or other point as specified by the EB Director.

3. Regular Bus Route(s): Fares are suspended on regular buses leaving the evacuation zone area for a specified time period. Buses are managed as per normal Transit Services standard operating procedures.




Chapter 4: Specific Functions Page 4-15 4.8 PARA-TRANSPO ADAPTED TRANSPORTATION

4.8.1 Scope Para-Transpo Adapted Transportation will normally only be activated during an evacuation. However, a Mass Transit Supervisor (who is responsible for both Mass and Para-Transpo Adapted Transportation) may be activated during a shelter in place event in anticipation of the transition to evacuation.

• Provide emergency means of transportation for people during an evacuation who require Para-Transpo adapted transportation.

• Ensure that evacuees are transported to the appropriate City of Ottawa ERLC or other site as determined by the EB Director.

4.8.2 Coordination

Once the need for an evacuation is identified, the EB Director will appoint a Mass Transit Supervisor, who will coordinate the provision of adapted transportation for evacuees. An Ottawa Transit Services Supervisor will normally assume the Mass Transit Supervisor role if possible.

Staging Areas: Para-Transpo buses and alternate vehicles will be staged at the Site Management Staging Area. In this case, a Transit Supervisor may assist the Staging Area Supervisor by managing staged Para-Transpo buses.

Site Manager






Leader(s)



If evacuation bus routes are established, the Mass Transit Supervisor may create a separate Transit Holding Area at the beginning of evacuation routes. A Transit Holding Area Leader, normally a Transit Supervisor, will manage transit Holding Areas. See Section 4.8 Mass Transportation for more details.

Monitoring: The Mass Transit Supervisor will monitor the status of Para-Transpo adapted transportation efforts and will work with the ESS Liaison and other Evacuation




Chapter 4: Specific Functions Page 4-16 Branch members to ensure that Para-Transpo adapted transportation is working efficiently.

4.8.3 Resource Requests and Management The Mass Transit Supervisor will:

1. Estimate resource requirements and obtain approval from the EB Director. 2. Mobilize the required number of Para-Transpo vehicles and alternate transit

vehicles to the Site Management staging area, by request to the Para –Transpo Control Centre.

3. Mobilize personnel to act as Transit Holding Area Leaders (see Coordination section), by request to the Transit Services Control Centre.

4. Supervise all staff assigned to Para-Transpo adapted evacuation.

If additional resources are required beyond Ottawa Transit Services resources, the Para-Transpo dispatcher’s office will obtain resources from external contractors as possible.

4.8.4 Identification of transportation needs and destinations The Mass Transit Supervisor will estimate the number of people requiring Para-Transpo adapted transportation using the Estimate Guide (see Response Guide) in consultation with the EB Director. Specific individuals requiring Para-Transpo adapted transportation and their location will be identified by one of the following means:

• Requests for adapted transportation from individuals or facilities, received by o the 311 Contact Centre. o 911 o the Para-Transpo dispatch office

These requests will be forwarded to the Para-Transpo dispatcher’s office to check for duplicity of requests before informing the Mass Transit Supervisor of the calls affecting his/her area.

• Requests for Para-Transpo adapted transportation made by On-site Notification teams. Teams will instruct residents requiring adapted transportation to call the 311 Contact Centre, but will inform the Mass Transit Supervisor if this is impossible.

The ESS Liaison will provide the location and prioritization of ERLCs for evacuees, as approved by the EB Director. The EB Director will provide any other destinations for disabled or mobility-reduced evacuees beyond ERLCs.

4.8.5 Para-Transpo Adapted Transportation Methods The Mass Transit Supervisor will use one of the following strategies, or a combination of these strategies, to provide mass transportation services.

1. Door-to-Door transportation: Para-Transpo vehicles will pick up evacuees at their residence upon request.

2. Evacuation Bus Route(s): As per Mass Transportation. 3. Free Regular Bus Route(s): As per Mass Transportation.

Wheelchair accessible buses would be used for evacuation routes and are normally available on many regular bus routes. CITY OF OTTAWA EVACUATION PLAN VERSION 1.0



Chapter 4: Specific Functions Page 4-17 4.9 MEDICAL TRANSPORTATION

4.9.1 Scope The Medical Transportation function will normally only be activated during an evacuation. However, a Medical Transportation Supervisor may be activated during a shelter in place event in anticipation of the transition to evacuation.

• Provide transportation of persons requiring medical transportation; • Ensure that non-emergency patient evacuees are transported to the appropriate

facility. • Note: Medical Transportation does not include normal emergency response

within the evacuation area.

4.9.2 Coordination

Once the need for an evacuation is identified, the EB Director will activate a Medical Transportation Supervisor, who will coordinate the provision of medical transportation. An Ottawa Paramedic Service representative will normally assume the Medical Transportation Supervisor role.

Site Team Manager


MedicalTransportation

Supervisor

MedicalTransportationTask Force(s)

Deputy DirectorTransportation

If the evacuation zone is broken into divisions, Medical Transportation Supervisors within each division will manage medical transportation for their area. All staff working on medical transportation will report to the Medical Transportation Supervisor.

4.9.3 Resource Requests and Management The Medical Transportation Supervisor will obtain approval from the EB Director and Paramedic Incident Commander (Site Team member) for all resource requests. Resources will then be drawn from the Site Management Staging Area. Once drawn from the Staging Area, resources will be under the supervision of the Medical Transportation Supervisor. a) All requests for additional resources beyond those available in the Staging

Area will be handled by the Paramedic Incident Commander (Site Team member) as per Service operating procedures:

Paramedic Incident Commander → Paramedic Command Center → Paramedic

Communications

b) All extraordinary requests which cannot otherwise be accommodated shall be directed to the EOC:

Paramedic Incident Commander → EOC





4.9.4 Paramedic Service Information Needs • Civic Address • Closest cross street • Phone number at residence • Reason that medical transportation is required • Confirmation that no current medical emergency exists

4.9.5 Needs Assessment • The Medical Transportation Supervisor shall be responsible for medical

transportation incident size-up, assessment, and evaluation, and shall determine the appropriate resources that are required for medical transportation and related activities, using Ottawa Paramedic Service Operating Procedures;

• The assessment shall be based upon the most current information available; • Available resources will impact response levels. Requests for medical evacuation shall likely originate from two sources:

a) EB members: all requests for medical evacuation shall be routed to the Medical

Transportation Supervisor, i.e.:

EB member → Medical Transportation Supervisor b) Paramedic Communications Center: requests for medical evacuation may be

received by the Paramedic Communications Center. All requests for medical evacuation will be passed to the Medical Transportation Supervisor via the Paramedic Incident Commander (Site Team member):

Citizen → 911 → Paramedic Communications Center → Paramedic Incident

Commander → Medical Transportation Supervisor The Medical Transportation Supervisor will cross-check requests from the two sources.

4.9.6 Medical Transportation Available Ottawa Paramedic Service resources, using Paramedic Service Operating Procedures, will undertake medical transportation. Note that all medical emergencies in the evacuation zone will be handled by the Paramedic Incident Commander (Site Team member).

4.10 ASSISTANCE TO SELF-EVACUATING CITIZENS

4.10.1 Scope

• To provide assistance as possible to self-evacuating citizens still within the evacuation zone with the overall goal of maximizing the speed and safety of an evacuation.





4.10.2 Coordination Once the need for an evacuation is identified, the EB Director will request that the Traffic Incident Management Taskforce be activated (see Section 4.2). The Taskforce Leader will also be responsible for ensuring that appropriate assistance is provided to self-evacuating citizens within the evacuation zone, as resources permit. Personnel working within the evacuation zone specifically to assist self-evacuating citizens will be under the supervision of the Traffic Incident Management Taskforce Leader. The Traffic Incident Management Taskforce Leader may also work with the Mass Transit Supervisor to ensure that access to mass transportation is provided en route to any self-evacuating citizens whose vehicles have broken down. Equally, the Traffic Incident Management Taskforce Leader may work with the Corporate Communications Liaison and On-site Notification Supervisor to ensure that the appropriate instructions are provided to the public. Throughout an evacuation, the Traffic Incident Management Taskforce Leader will coordinate assistance efforts as needed, and report on these efforts to the EB Director and the EB.

Site Team Manager


Traffic IncidentManagement

Taskforce Leader

Self-EvacuationAssistance Task

Force(s)

Deputy DirectorTransportation

4.10.3 Resource requests and management Depending on which decision centre the EB is reporting to (Site Management Team or EOC), the Traffic Incident Management Taskforce Leader or his/her delegates will request personnel and equipment from the appropriate member of either the Site Management Team or the EOC operations/support staff. The EB Director will approve all personnel and equipment requests before being made.

4.10.4 Provision of assistance Assistance will have two goals:

• Maintaining the efficiency of evacuation routes (for example, by providing gas to vehicles without gas which are blocking the roads – note that this may also be accomplished by vehicle removal)

• Assisting self-evacuating citizens in leaving the area Assistance will be limited by the availability of staff, equipment and resources, and will be used as a last resort. During notification, evacuees will be reminded that they are primarily responsible for evacuating themselves and their goods.

4.11 LIAISON WITH FACILITIES REQUIRING ASSISTANCE During an evacuation, the Medical Transportation Supervisor and/or Mass Transit Supervisor will liaise with facilities in the evacuation zone identified by the EB director as requiring evacuation assistance.




Chapter 4: Specific Functions Page 4-20 4.12 ZONE CLEARANCE

4.12.1 Scope Provide a procedure by which the City can ensure:

• an ability to record, monitor and verify the clearance of an evacuation / shelter-in-place zone,

• an ability to identify, track and assist with the movement of o handicapped population at risk, o transient population at risk, including vacationers, school population at

risk, and o voluntary evacuees, when possible as resources permit.

4.12.2 Coordination The EB Director will establish divisions and groups as required for functional or geographical assignments. The assignment that is covered in this section is:

• The On-Site Notification and Zone Clearance Supervisor. The Zone Clearance Supervisor under the direction of the EB Director should coordinate Establishment and verification of zone clearance of population at risk, in consultation with the departments/services involved in the zone clearance.

4.12.3 Resource Requests The EB Director should receive and manage all resource requests for zone clearance from the Zone Clearance Supervisor, while:

• reporting approved resource requests for zone clearance to the Staging Area Manager • ensuring that the Site Manager is kept informed and approves of all resource requests for zone clearance of the evacuation / shelter-in-place zone

Site Team Manager


On-SiteNotification andZone Clearance

Supervisor

Zone ClearanceTask Force(s)

Deputy DirectorZone Activities

4.12.4 Zone Clearance The clearance of the evacuation / shelter-in-place zone is paramount for the safety of not only the population at risk, but also City employees and support workers who are implementing, managing and ensuring the complete on-site notification of all affected population at risk and then ensuring that they have vacated the evacuation / shelter-in-place zone. A crucial piece of zone clearance is the identification and tracking of the effectiveness of the resources in evacuating the affected area of its population at risk and the enforcement of this evacuation / shelter-in-place. The Zone Clearance Supervisor will select multiple, redundant methods to ensure the effectiveness of the resources in evacuating the affected area of population at risk. Methods that may be utilized are:

• Access Point Tracking: staff at all access points would track all entries and departures from and to the evacuation zone. Staff would use either: • Hard copy log book (Ottawa Police Service Scene Control Registry -Form

72 / 2001): This a standard Police Services form that allows the maintenance





of a log of activities that occur at a scene, recording the times and names of all persons/vehicles entering and departing.

• Information technology assets: Laptops would be used to track access and egress.

• Geographical Information System: The City of Ottawa may adopt emergency management software which would allow Zone Clearance Task Forces to record the times and names of all persons/vehicles entering and departing the evacuation zone. Note that this type of system is not currently available to the City.

• Door-to-door Verification: Zone Clearance Task Forces would verify the

occupancy of all buildings within the evacuation zone by going door to door. Tracking of verification would use either: • Geographical Information System: The City of Ottawa may adopt

emergency management software, which would allow Zone Clearance Task Forces to track zone clearance progress on a shared electronic map of the evacuation zone.

• Information technology assets: Laptops would be used to track zone clearance progress

• Standardized Urban Search and Rescue (USAR) method: The US Federal Emergency Management Agency has a standardized method for marking structures using to indicate zone clearance status. (See Response Guide: Position Checklists).

Zone Clearance Task Forces should start their tasks at a point closest to the emergency and work outward.

4.12.5 Authority for Mandatory Evacuation During Zone Clearance activities, Zone Clearance Task Forces may be mandated to enforce obligatory evacuation of an area. Note that this authority is limited in practice. See Response Guide: Legal Authority Summary

4.13 ZONE HAZARD MITIGATION

4.13.1 Scope • To identify and ensure the mitigation of hazards present in the evacuation zone

S ite T ea m M a n a g e r

E va c u a tio n B ra n c hD ire c to r

H a z a rd M it ig a t ionS u p e rv is o r

H a z a rd M it ig a t ionT a s k F o rc e (s )

D ep u ty D ire c to rZ o n e A c t iv it ie s

that could be triggered by the evacuation or by the event causing the evacuation. • This function is not responsible for coordinating the response to incidents occurring within the evacuation zone. Rather, it focuses on preventative mitigation efforts. Any information impacting the response should be directed to the site manager.

4.13.2 Coordination Once the need for evacuation is identified, the EB Director will appoint a Hazard Mitigation Supervisor who will be responsible for ensuring that all relevant hazards in the evacuation zone have been identified and will be mitigated to the extent possible. The Hazard Mitigation Supervisor will consult City and external experts CITY OF OTTAWA EVACUATION PLAN VERSION 1.0



Chapter 4: Specific Functions Page 4-22 as required in the identification of hazards. The Hazard Mitigation Supervisor will most likely be a member of Ottawa Fire Services, but may be drawn from other City departments depending on the incident and staff availability. Personnel working within the evacuation zone to mitigate hazards will be under the supervision of the Hazard Mitigation Supervisor or his/her delegates. Depending on the nature of the hazards involved, mitigation task forces may be created using staff from the relevant City or external agencies. Where the need to respect other lines of authority exists, the Hazard Mitigation Supervisor will liaise with the relevant authorities to ensure that mitigation is accomplished. For example, if Enbridge (natural gas provider) staff are working to close natural gas service to parts of the evacuation zone, they will report to their own Enbridge supervisor, who will liaise with the Hazard Mitigation Supervisor, but not report to him/her. Throughout Evacuation, the Hazard Mitigation Supervisor will monitor efforts to mitigate hazards, coordinate efforts as needed, and report on mitigation efforts to the EB Director and the EB.

4.13.3 Resource requests and management The Hazard Mitigation Supervisor or his/her delegates will request personnel and equipment from the appropriate member of the Site Management Team. The EB Director will approve all personnel and equipment requests before being made.

4.13.4 Identification of hazards The Hazard Mitigation Supervisor will identify hazards using the Zone Hazard Checklist (see Response Guide Position Checklists), in consultation with the appropriate City and external experts. Hazards can be categorized as General and Zone Specific. Examples follow: General* Natural Gas Issues: Enbridge, CPS Electrical Hazards: Hydro Ottawa, CPS Power Outage: Hydro Ottawa, CPS Potential Sewage or Water Quality Issues:

Public Health, Public Works and Services,

Crime, Public Order: Ottawa Police Services * Issues identified above may also be local depending on the size of the area involved

Zone Specific Local Fire Hazards Ottawa Fire Haz Mat Depot Ottawa Fire Fuel Leaks Petroleum Storage Companies,

CPS, OPS





4.13.5 Hazard control/mitigation Once hazards are identified, the Hazard Mitigation Supervisor will:

• Create mitigation units that report to him/her and mitigate specific hazards; and/or

• Liaise with external agencies or City departments to obtain updates on their mitigation efforts.

Mitigation units and/or external agencies will plan and implement mitigation efforts, using their existing emergency response guidelines and plans as appropriate.

4.14 RE-ENTRY To be completed once a Municipal Re-Entry Plan has been created (estimated timeline: 2006-2007).

4.15 SCRIBE

4.15.1 Scope Evacuation Branch Scribe

• Maintaining the Individual Log of the EB Director; • Coordinating updates to the Situation Report; • Keeping copies of all Evacuation Incident Plans • Keeping copies of any other relevant documentation • Assisting in information gathering




Chapter 4: Specific Functions Page 4-24 Evacuation Division Scribe

• Maintaining the Individual Log of the Division Supervisor;

• Coordinating updates to the Division Situation Report;

Site Team Manager


Evacuation Division

Supervisor(s)

Evacuation Division Scribe (s)

Evacuation Branch Scribe

• Keeping copies of all Evacuation Incident Plans • Keeping copies of any other relevant documentation • Assisting in information gathering

4.15.2 Coordination Upon the activation of an Evacuation Branch, the EB Director will appoint a Scribe who will report directly to him/her. Equally, when Evacuation Divisions are established, Scribes will be appointed, reporting to each Evacuation Division Supervisor.

4.15.3 Fulfilling the Scribe Function Each Scribe will work closely with his/her supervisor to maintain required documentation as outlined in 4.16.1

4.16 ZONE SECURITY

4.16.1 Scope • Ensure public order and protect people and property within the evacuation zone during and after the evacuation • Mitigate public order hazards such as looting, etc. in the evacuation zone during and after the evacuation.

4.16.2 Coordination Once the need for evacuation is identified, the EB Director will appoint a Zone Security Supervisor who will be responsible for ensuring public order and safety are maintained in the evacuation zone. The Zone Security Supervisor will most likely be a member of the Ottawa Police Service. Personnel working on zone security within the Evacuation zone will be under the supervision of the Zone Security Supervisor and his/her delegates. Security Task Forces will be created as required using staff from relevant City or external agencies.

Site Team Manager


Zone SecuritySupervisor

Zone Security TaskForce(s)

Deputy DirectorZone Activities





4.16.3 Resource Requests and Management The EB Director should receive and manage all resource requests for zone security from the Zone Security Supervisor, while:

• reporting approved resource requests for zone security to the Staging Area Manager

• ensuring that the Site Manager is kept informed and approves of all resource requests for zone security of the evacuation zone

4.16.4 Provision of Security The Zone Security Supervisor will identify and prioritize areas within the evacuation zone that require specific security measures. Security will be provided according to Ottawa Police Service operating procedures.

4.17 SHELTERING OUTSIDE OF THE CITY OF OTTAWA In most evacuations, the City will be able to accommodate evacuees within City-owned ERLC’s. In the event of a large-scale evacuation requiring sheltering of evacuees outside of Ottawa, the Province would become responsible for organizing evacuee accommodations. In this situation, the Evacuation Branch would liaise with the province via Ottawa’s Office of Emergency Management.




Documents

Municipal Evacuation Plan · 2007. 4. 4. · Evacuation Incident Plan Outlines objectives, evacuation area, projected resource requirements and timelines and communications plans