3RD ANNUAL DISASTER MANAGEMENT SUMMIT 2006 Disaster Management Planning and Implementation at Nation

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CITY OF CAPE TOWN

• Municipal Disaster Risk Management Framework

Presented by Greg Pillay Date Tuesday, 13 June
2006
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Statutory Requirements

• Section 42 (1) of the Disaster Management Act,
  Act 57 of 2002, provides for a Municipal Disaster
  Management Framework
• Each metropolitan and each district municipality
  must establish and implement a framework for
  disaster management in the municipality aimed at
  ensuring an integrated and uniform approach to
  disaster management in its area by

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Roleplayers

• (a) the municipality and statutory functionaries
  of the municipality
• (b) all municipal entities operating in its area
• (c) all NGOs institutions involved in DRM in
  its area
• (d) the private sector
• A MDMF must be consistent with the provisions of
  the DM Act, NDMF and the PDMF.

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Synopsis of MDMF

• KPA 1 Integrated Institutional Capacity for DRM
• KPA 2 Disaster Risk Assessment
• KPA 3 Disaster Risk Reduction
• KPA 4 Response Recovery
• Enabler 1 Information Management Communication
• Enabler 2 Education, Training, Public Awareness
  Research
• Enabler 3 Funding Arrangements for Disaster Risk
  Management

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• OBJECTIVE
• Establish integrated institutional capacity
  within the municipality to enable the effective
  implementation of disaster risk management policy
  and legislation

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• Arrangements for the development of DRM Policy
  through the establishment of
• Municipal Disaster Risk Management Advisory Forum
  (MDMAF)
• Inter-Departmental Planning Risk Reduction
  Management Committee (IDPRRMC)
• Disaster Co-ordinating Team (DCT)

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• Key Performance Indicators (KPIs)
• The MDMAF has been established and is
  operational
• Inter-Departmental Disaster Risk Management
  Planning Committee (IDRMPC) has been established
  and is operational
• Key roleplayers for different disaster situations
  pre-identified for representation on the Disaster
  Operations Committee (DOC).
• Mechanisms for developing and adopting DRM Policy
  have been established and put into operation.

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• 2. Arrangements for Implementation of DRM Policy
  through
• Establishment of a fully resourced and funded
  Municipal Disaster Risk Management Centre
  (MDRMC)
• Municipal Departments and Entities.

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• Key Performance Indicators (KPIs)
• Job description and KPIs have been developed for
  the Head MDRMC
• The appointment of the Head MDRMC
• The MDRMC has been established and is fully
  operational
• Sufficient staff have been appointed, trained and
  developed for the effective functioning of the
  MDRMC
• The MDRMC has been equipped with modern
  technological infrastructure

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• Key Performance Indicators (KPIs) (continued)
• Roles and responsibilities of municipal
  departments and entities involved in DRM have
  been identified
• Staff in municipal departments and entities have
  been identified and assigned as focal/nodal
  points for DRM

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• 3. Arrangements for Stakeholder Participation and
  Engagement through
• Establishment of community involvement
• Identifying NGOs, CBOs, FBOs area of
  specialization, capacity, resources, etc.
• Establishing various categories of DRM volunteers

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• Key Performance Indicators (KPIs)
• Mechanisms for stakeholder participation in DRM
  have been established and are operating
  effectively
• NGOs, CBOs, FBOs have been identified and
  tasked for the responsibility for the provision
  of services for DRM
• A register of DRM stakeholders established and
  maintained
• A register of DRM volunteers established and
  maintained.

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• 4. Arrangements for regional, national and
  international co-operation for DRM through
• Giving effect to the principle of co-operative
  governance between the various spheres of
  government
• Provision of Mutual Assistance Agreements where
  necessary
• Provincial Co-operation
• National Co-operation
• Regional Co-operation
• International Co-operation

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KPA 1 Integrated Institutional Capacity for
Disaster Risk Management

• Key Performance Indicators (KPIs)
• Mechanisms identified and implemented to ensure
  the application of the principle of co-operative
  governance
• Guidelines have been development for entering
  into partnerships in concluding mutual assistance
  agreements and memoranda of understanding
• Mechanisms have been identified and established
  for regional and international participation in
  DRM activities

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KPA 2 Disaster Risk Assessment

• OBJECTIVE
• Establish a uniform approach to assessing and
  monitoring disaster risks that will inform
  disaster risk management planning and disaster
  risk reduction undertaken within the municipality

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KPA 2 Disaster Risk Assessment

• Disaster Risk Assessment and Risk Reduction
  Planning through
• Identifying hazards and situations requiring a
  Disaster Risk Assessment (DRA)
• Undertaking DRA
• Selecting DRA methods and approaches
• Consolidation and classification of disaster risk
  information
• Generating a Disaster Risk Profile
• Monitoring, updating and disseminating risk
  information
• Conducting quality control

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KPA 2 Disaster Risk Assessment

• Key Performance Indicators (KPIs)
• MDRMC applying the national standard /
  methodology for conducting DRAs
• MDRMC applying the national standard for
  assessing priority disaster risks
• MDRMC applying statutory requirements to lessen
  disaster risk
• Findings of the DRAs to be integrated into the
  IDP and development plans of municipal
  departments and entities.

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KPA 2 Disaster Risk Assessment

• Key Performance Indicators (KPIs)(continued)
• Producing disaster risk maps
• Disseminating DRA and monitoring information, for
  ongoing planning
• Establish SOPs to interpret and disseminate
  early warnings for rapid- and slow-onset
  disasters
• Conduct field consultations with communities at
  risks

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KPA 3 Disaster Risk Reduction

• OBJECTIVE
• Ensure all disaster risk management stakeholders
  within the municipal area develop and implement
  integrated disaster risk management plans and
  risk reduction programmes in accordance with the
  MDRMF.

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KPA 3 Disaster Risk Reduction

• Disaster Risk Reduction through
• Disaster Risk Management Planning by producing
  Level 1, 2 and 3 DRM Plans
• Prioritize municipal disaster risks
• Identifying most vulnerable areas, communities
  and households
• Giving priority to protecting strategic
  infrastructure (life-line services, i.e. water,
  electricity, etc.)

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KPA 3 Disaster Risk Reduction

• Key Performance Indicators (KPIs)
• MDRMC to ensure that the various levels of DRM
  plans of municipal departments and entities are
  consolidated for submission.
• Municipal priority risks have been identified and
  mapped by the MDRMC, for reporting to the NDMC in
  the annual report
• Specific priority areas, communities and
  households within the municipal area have been
  identified, mapped and documented by the MDRMC
  for reporting to the NDMC in the annual report

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KPA 3 Disaster Risk Reduction

• Key Performance Indicators (KPIs)
• Focus initiatives to reduce priority disaster
  risks in the municipal area have been identified
  by the MDRMC and documented in annual reports to
  the NDMC
• Mechanisms to ensure input and involvement by the
  MDRMC in development projects with disaster risk
  potential.
• Mechanisms to ensure input and involvement by the
  MDRMC in sport, recreation, social, religious,
  political and community events with a disaster
  risk potential.

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KPA 4 Response Recovery

• OBJECTIVE
• Ensure effective an appropriate disaster response
  and recovery within the municipal area by
• Implementing uniform approach to dissemination of
  early warnings
• Averting or reducing the potential impact in
  respect of personal injury, health, loss of life,
  property, infrastructure and the environment
• Implementing immediate integrated response and
  relief measures
• Implementing rehabilitation and reconstruction
  strategies following a disaster in an integrated
  and developmental manner.

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KPA 4 Response Recovery

• Disaster Response Recovery through
• Dissemination of Early Warnings
• Assessment, classification, declaration and
  review of a disaster
• Integrated response and recovery
• Relief Measures
• Rehabilitation and reconstruction

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KPA 4 Response Recovery

• Key Performance Indicators (KPIs)
• Effective and appropriate early warning
  strategies and systems have been developed and
  implemented
• Communication of information to stakeholders to
  enable appropriate responses
• Guidelines and SOPs including templates for
  assessment and costing of disasters have be
  developed
• Mechanisms for the rapid and effective
  classification and declaration of a disasters
  have been established.

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KPA 4 Response Recovery

• Key Performance Indicators (KPIs)
• Mechanisms for conducting and updating disaster
  reviews and reporting, have been developed and
  implemented
• Municipal departments and entities that have
  primary responsibility for contingency planning
  and co-ordination of known hazards have been
  identified and allocated such responsibilities
• Stakeholders that bear secondary responsibility
  for contingency planning and co-ordination of
  known hazards have been identified and allocated
  such responsibilities

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KPA 4 Response Recovery

• Key Performance Indicators (KPIs)
• Contingency plans for known hazards within a
  municipal area have been developed
• Response and recovery plans are reviewed and
  updated regularly
• Response SOPs and checklists have been developed
  and understood by all stakeholders
• Regular progress monitoring of the status of the
  disaster have been developed.

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Enabler 1 Information Management Communication

• OBJECTIVE
• Guide the development of a comprehensive
  information management and communication system,
  and establish integrated communication links
  within the municipal area with all disaster risk
  management roleplayers, internally and externally.

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Enabler 1 Information Management Communication

• 1. Establishing an information management and
  communication system
• An integrated uniformed system that provides for
  information exchange between all the relevant
  interest groups in all three spheres of
  government, in communities and in the private
  sector through a variety of communications
  mechanisms
• The system must provide for the receipt, storage,
  analysis and dissemination of information
• The information management and communication
  system, which must be compatible, will include
  the establishment of communication links between
  various levels of Disaster Risk Management
  Centres.

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Enabler 1 Information Management Communication

• 2. Integrated Information Management and
  Communication Model
• An integrated information management and
  communication model must be established to
  achieve the objectives of the four (4) KPAs and
  three (3) Enablers
• The model must encompass the following primary
  functionalities
• Data Gathering
• Be able to capture data based on the four (4)
  KPAs and three (3) Enablers

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Enabler 1 Information Management Communication

• 3. Data Acquisition (Data Collection and
  Capturing)
• The following types of data amongst others, will
  be required
• Base Data (e.g. typographical, census, land
  cover, infrastructure, deeds, environmental)
• Dynamic Data (e.g. contact and other relevant
  detail of all roleplayers)
• Field Data (e.g. features of buildings and
  infrastructure)
• Research and Historical Data (e.g. research
  projects, data on historical incidents)
• Hazard Tracking (e.g. weather conditions, flood,
  fire hazard conditions, etc.)
• Early Warnings
• Situational Reporting System (e.g. incidents,
  local conditions)

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Enabler 1 Information Management Communication

• 3.1 Key Performance Indicators
• Data needs for the MDRMC have been defined
• Data sources have been identified by the MDRMC
• Data collection and capturing methodologies have
  been developed and implemented

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.1 KPA 1 Integrated Institutional Capacity for
  DRM
• Information management and communication system
  must provide for the following functionality
• A directory of names, contact details, roles and
  responsibilities of all key roleplayers in
  municipal, provincial and national organs of
  state involved in DRM must be developed and
  maintained
• A record of decisions and recommendations made by
  the Municipal Disaster Management Advisory Forum
  (MDMAF) must be disseminated to all roleplayers
  affected by the decisions

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.1 KPA 1 Integrated Institutional Capacity for
  DRM
• Minutes of meetings of the Municipal Disaster
  Management Advisory Forum (MDMAF),
  Inter-departmental Planning And Risk Reduction
  Management Committee (IPRRMC) and the Disaster
  Co-ordinating Team (DCT) must be recorded,
  disseminated and records kept

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.1 KPA 1 Integrated Institutional Capacity for
  DRM
• A central 24-hours communications facility
  (Disaster Operations Centre (DOC)) for reporting
  purposes as well as for managing the
  dissemination of early warnings, must be
  established
• The DOC must provide for the co-ordination of
  response measures in the case of significant
  events and disasters
• Memoranda of Understanding, mutual assistance
  agreements must be recorded and updated

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.1 KPA 1 Integrated Institutional Capacity for
  DRM
• An accurate record keeping system incorporating
  disaster risk reduction contingency plans,
  hazard-specific plans, minutes, reports,
  memoranda and correspondence must be established
  and maintained
• A register of units of volunteers must be
  established and maintained.

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.2 KPA 2 Disaster Risk Assessment
• Information management and communication system
  must provide for the following functionality
• Identifying hazards and their potential impacts
• Mapping of hazards and disaster risks
• Planning appropriate disaster risk reduction
  measures
• Monitoring and tracking hazards for the purposes
  of early warnings and updating of information
• Facilitating response management when significant
  events or events classified as disasters occur
• Assessing and tracking damage caused by hazards
• Planning appropriate response and recovery
  measures

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.3 KPA 3 Disaster Risk Reduction
• Information management and communication system
  must provide for the following functionality
• Must be able to assist roleplayers within all
  spheres with the development and updating of
  disaster risk management plans
• Be able to draw on risk profiles and a detailed
  resource database in order to facilitate risk
  reduction planning and contingency planning

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.3 KPA 3 Disaster Risk Reduction
• Must be able to facilitate the inclusion of
  disaster risk reduction strategies and IDPs and
  development programmes
• Must enable tracking of status of initiatives,
  programmes, plans, etc. in relation to disaster
  risk reduction measures.
• Must be linked to GIS for easy retrieval and
  updating

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.4 KPA 4 Response Recovery
• Information management and communication system
  must provide for the following functionality
• Facilitate the management of response and
  recovery operations
• Provide for the recording, retrieval and updating
  of specific real-time information during
  incidents/disasters

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.4 KPA 4 Response Recovery
• Indicate area affected, type of event, analysis
  of status of critical lifeline infrastructure
  (e.g. water, electricity, etc.),
• Provide analysis reporting of impacts
• Monitoring of progress of recovery operations

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.4 KPA 4 Response Recovery
• Information management and communication system
  must provide for the following functionality
• Situation reporting, tracking and analysis of
  status of critical disaster operations such as
  search and rescue, emergency medical care, access
  routes and fires suppression

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.4 KPA 4 Response Recovery
• Manage a response and recovery database that
  identifies primary agencies, response and
  recovery plans, resources and support agencies,
  and relevant service providers.
• Information management and communication system
  must provide for the following functionality
• Manage a response and recovery database that
  identifies primary agencies, response and
  recovery plans, resources and support agencies,
  and relevant service providers.

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.5 Enabler 2 Education, Training, Public
  Awareness and Research
• Information management and communication system
  must provide for the following functionality
• Education, training, public awareness and
  research programmes pertaining to DRM must be
  recorded and monitored
• Content of education and training programmes as
  well as records of participants (e.g. volunteers,
  community members, etc.) must be recorded

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.6 Enabler 3 Funding Arrangements for DRM
• Information management and communication system
  must provide for the following functionality
• Record data relating to all funding matters (e.g.
  OPEX, CAPEX, Projects, etc.)
• Management of a Disaster Relief Fund

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Enabler 1 Information Management Communication

• 4. Information Management Communication Support
  for KPAs and Enablers
• 4.7 Key Performance Indicators
• For evaluating the information management and
  communication system must cover the following
  areas
• Integrated institutional capacity
• Disaster risk assessment
• Disaster risk reduction programmes and plans
• Response and recovery
• Education, training, public awareness and
  research
• Funding mechanisms and financial controls

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Enabler 1 Information Management Communication

• 5. Specialised System Functionalities
• Information management and communication system
  must provide for the following functionality
• Document Management System
• Resource and Capacity Database
• Modelling and Simulations
• Monitoring and Evaluating Systems
• Management of DRM programmes and projects
• Quality Management System

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Enabler 1 Information Management Communication

• 5. Specialised System Functionalities
• 5.1 Key Performance Indicators
• A uniformed document management system has been
  developed and implemented by the MDRMC
• A comprehensive, uniform and easily resourced and
  capacity database has been developed and
  implemented
• A modelling and simulation application has been
  developed
• An integrated monitoring evaluation system has
  been developed and implemented
• A uniform programme and project management tool
  (Project Portfolio Office (PPO)) has been
  developed and used by all roleplayers
• A QMS has been developed and implemented, and a
  designated individual in the MDRMC have been
  assigned responsibility to administer the system

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Enabler 1 Information Management Communication

• 6. Development of an Integrated Information
  Management and Communication System
• Information management and communication system
  must conform to the following requirements
• Must provide the platform for a single, shared
  DRM Common Operating Environment (COE) designed
  for usage that facilitates
• Inter-operatability between systems and systems
  components
• Sharing of common system components
• High-Performance communications
• Identifying and assigning clear roles and
  responsibilities to roleplayers involved
• Ensure secure access
• Generating of reports

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Enabler 1 Information Management Communication

• 6. Development of an Integrated Information
  Management and Communication System
• 6.1 Key Performance Indicators
• A DRM information and communication system has
  been established and implemented
• The DRM information and communication system
  supports the KPAs and Enablers
• Synergy and compatibility between the National,
  Provincial and Municipal information and
  communication systems

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Enabler 1 Information Management Communication

• 7. Information Dissemination and Display System
• Information management and communication system
  must conform to the following requirements
• Must ensure that DRM information is
  electronically available to the public
• Must develop, implement and maintain an
  interactive website that provides controlled
  access to the information management system based
  on the information needs
• Provide a facility for electronic dissemination
  of information to the media

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Enabler 1 Information Management Communication

• 7. Information Dissemination and Display System
• 7.1 Key Performance Indicators
• Information dissemination system and channels of
  communication between all roleplayers that
  includes community and the media have been
  established
• DRM information is accessible to the public

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Enabler 2 Education, Training, Public Awareness
and Research

• OBJECTIVE
• Promote a culture of risk avoidance amongst
  stakeholders within the municipality by
  capacitating roleplayers through integrated
  education, training an public awareness
  programmes
• The culture of risk avoidance will be promoted by
  the following
• Development of DRM training programmes
• Development of public awareness strategy
• Promotion of risk avoidance behaviour.
• Focusing on research programmes

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Enabler 2 Education, Training, Public Awareness
and Research

• Key Performance Indicators
• Ongoing training interventions that includes
  short courses, workshops, seminars, conferences,
  are made available to stakeholders
• Training porgrammes have been developed and
  implemented
• Facilitators, instructors and presenters have
  become qualified and accredited
• The DRM Training Centre situated at Hillstar,
  Ottery, becomes registered with the applicable
  SETA
• Widespread community-based DRM training in taking
  place
• DRM Learnerships have been developed and are
  operational

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Enabler 2 Education, Training, Public Awareness
and Research

• Key Performance Indicators
• Education and Training Quality Assurer (ETQA) has
  been appointed
• Disaster risk reduction is the focus of all DRM
  awareness programmes
• Awareness of DRM are promoted at schools and
  communities at risk
• Articles of DRM are regularly published in the
  media
• Good relationships have been established and
  maintained with media representatives
• A link between scientific research and policy is
  exists
• Research institutions (e.g. UCT DIMP) participate
  in research programmes on an organised basis

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Enabler 2 Education, Training, Public Awareness
and Research

• Key Performance Indicators
• Research institutions (e.g. UCT DIMP) participate
  in research programmes on an organised basis
• Local, provincial, national, regional and
  international exchange, co-operation and
  networking on a regular basis
• DRM research contributes to technology
  development.

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Enabler 3 Funding Arrangements for Disaster Risk
Management

• LEGISLATIVE FUNDING ARRANGEMENTS
• The following legislation will be the statutory
  framework for funding arrangements for DRM within
  the municipality
• Constitution of the Republic of South Africa Act
  108 of 1996
• Disaster Management Act 57 of 2002
• Municipal Finance Management Act 53 of 2003
  (MFMA)
• Municipal Systems Act 32 of 2000

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Funding Sources / Mechanisms
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Enabler 3 Funding Arrangements for Disaster Risk
Management

• Key Performance Indicators
• Minimum requirements for the MDRMC have been
  costed
• Conditional grants to fund start-up cost for
  MDRMC has been allocated
• Responsibilities of the MDRMC as set-out in the
  Disaster Management Act 57 of 2002 has been
  costed
• These cost estimates inform the budget for the
  MDRMC within the municipality
• The MDRMC has access to a disaster relief fund
• The costs of a comprehensive disaster risk
  assessment is included into the budget of the
  MDRMC funded by the local government conditional
  grant

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Enabler 3 Funding Arrangements for Disaster Risk
Management

• Key Performance Indicators
• The cost to provide for risk reduction
  initiatives by line function departments within
  the municipality are included in their respective
  annual OPEX and CAPEX budgets
• People, households and communities affected by
  disasters have access to relief measures
• Response and recovery actions are funded
• Rehabilitation and reconstruction efforts are
  co-funded by the different spheres of government
• Funds are available from government departments,
  international donor organisations, private
  companies, research organisations and NGOs for
  research programmes.

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Conclusion

• Let us work togetherfor a better city