The Corporation of the City of Belleville Municipal Emergency Control Group (MECG) has adopted the Province of Ontario Incident Management System (IMS) as the tool and process to assist them in managing an emergency incident should it occur. In doing so, it will allow them to be efficient and effective in acting in the best interest of the residents and citizens they serve.
The IMS applies a functional approach to emergency management. In doing so, allows for the utilization of available personnel to fulfil the required functional roles regardless of their normal daily positions and assignments within the City. It is however important to note that some functional requirements in the Emergency Operations Centre (EOC) are best suited by individuals who possess the required training, competency, and professional skills to fulfil the functional responsibilities.
The five functions of the Incident Management System are the responsibility of the Emergency Operations Centre (EOC) Director. The first arriving Municipal Emergency Control Group (MECG) member will assume the function of the EOC Director. The EOC Command function may be transferred as other members of the MECG arrive. The EOC Director has the authority to delegate functions as required (tool box approach) and in doing so may establish each level as the need arises. The general practice is the more complex the incident; the larger the command structure to effectively and efficiently manage the incident.
It is important to note the EOC Director is responsible for ensuring all functions of the IMS are completed regardless of if he/she chooses to delegate the function or not.
IMS Key Functions:
The five key functions of IMS are: Command, Operations, Planning, Logistics, and Finance/ Administration. Refer to the following chart for an IMS Functions Guide. Municipal Emergency Control Group members assuming the primary functions of IMS should have previously achieved the required training to do so.
Note: Detailed responsibilities for each of the IMS Functions are found starting in Section 7.
IMS Principles
It is important to note that the five (5) key Functions of the Incident Management System are consistent throughout the Planning, Emergency Response, Mitigation, and the Recovery stages of an Emergency. The following seventeen (17) standard principals provide guidance to the implementation of the key functions:
- Standard Terminology
- Applicability
- Management by Objectives
- Simplicity & Flexibility
- Standardization
- Interoperability
- Unity of Command
- Span of Control
- Consolidated Incident Action Plan
- Integrated Communications
- Sustainability
- Modular & Scalable Organization
- Information Management
- Inter-Organizational Collaboration
- Comprehensive Resource Management
- Designated Incident Facilities
- Accountability
EOC Standard Colours and Identification
The City of Belleville Emergency Operations Centre (EOC) adopts the Colour identification system set out in the Province of Ontario IMS Doctrine.
EOC Director, Command Staff, and Section Chiefs may wear a coloured vest with Function I.D. name and/or a Coloured Tag and Function I.D. Name.
Function I.D. and Colour
- EOC Director, Site Incident Commander & Command Staff: Green
- Operations Chief: Red
- Planning Chief: Blue
- Logistics Chief: Yellow
- Finance / Administration Chief: Grey
All other management, subordinates, and staff may be identified by lanyards with a Coloured Tag and Function I.D. Name.
EOC Functional Process
The following list outlines a typical functional cycle within the EOC. The IMS is reliant upon an approved EOC Action Plan with specific objectives and operational period of time.
i. Establish Command Function
ii. Set up EOC
iii. Begin information gathering process (size up) (Incident Briefing)
iv. Perform Planning Function (expand as required)
v. Determine Primary Objectives & Strategy
vi. Develop EOC Action Plan & Operational Period (acquire approval)
vii. Perform Logistics Function (expand as required)
viii. Perform Operations Function (expand as required) (Operations Briefing)
ix. Perform Finance Administration Function (expand as required)
x. Evaluate, Adjust, and Re-Evaluate
Once established, the functions remain ongoing until the demobilization of the IMS structure and Command is terminated.
a) Establishing Command
The “function” of EOC Command will be assumed by the first arriving MECG member based on the above noted hierarchy. The MECG member shall remain as the EOC Director until relieved by the arrival of a senior or higher ranking ECG member or when a shift change is necessary.
The CAO has the authority to assume and/or delegate EOC Command as he/she determines the emergency situation requires.
b) Transfer of Command
EOC Command and Command Staff level transfers will take place via a detailed face to face briefing and exchange of information, with the final approval and acceptance of the new EOC Director and Command Staff.
c) EOC Action Plan
The EOC Director is responsible for the development of the EOC Action Plan (EOC AP), either personally or by delegation with the assignment of a Planning Section Chief. The EOC AP will identify the strategy and objectives of the ECG for a specified operational period. The EOC AP requires final approval of the EOC Director prior to implementation. Once approved, the EOC AP shall be posted for all members of the ECG to reference throughout the duration of the event.
d) Operating Period
Members of the Municipal Emergency Control Group will gather at regular intervals to inform each other of actions taken, pertinent information, and problems encountered. The Operational Period is set as the specific time period in order to achieve the objectives of the EOC AP.
The EOC Director will establish the frequency of briefings/meetings based on the EOC AP and the specified Operational Period. Meetings/briefings will be kept as brief as possible thus allowing members to carry out their assigned responsibilities.
Under the direction of the EOC Director and/or the Planning Section Chief, the Scribe will ensure the status board is maintained and information/maps etc. are to be prominently displayed and kept up to date.
Example: EOC Action Plan and Operational Period Development
Position Responsibilities
- EOC Director (green): Responsible for the overall management of the EOC facility and assigned resources within the EOC, and the provision of support to Site Incident Command.
- Safety Officer (Site) / Risk Officer (EOC) Command Staff (green): Monitors safety conditions and develops safety measures related to the overall health and safety of all incident responders. The Safety Officer must have the knowledge and professional experience to be able to control or reduce occupational hazards and exposures. The Risk Officer provides advice with respect to risk exposure, due diligence, and claims handling procedures, when applicable. (This function is not usually delegated, but remains as the Command responsibility.)
-
Emergency Information Officer Command Staff (green): Responsible for the development of emergency information regarding the incident and its release to the public. Command must approve all emergency information that the EIO releases.
-
Liaison Officer Command Staff (green): Serves as the primary contact for Assisting or Supporting Organizations and advises Command of issues related to outside assistance and support, including current or potential inter-organization needs.
- Operations Section Chief (red): Responsible for providing overall supervision and leadership to the Operations Section, including the implementation of the Emergency Operations Centre Incident Action Plan (IAP), as well as the organization and assignment of all operations resources.
- Planning Section Chief (blue): Responsible for providing overall supervision and leadership to the Planning Section, as well as the organization and assignment of all planning resources. Responsible for coordinating the development of the E.O.C. Incident Action Plan for each operational period and the collection, collation, evaluation, analysis and dissemination of incident information.
- Logistics Section Chief (yellow): Responsible for providing facilities, services and materials in support of the incident. Participates in the development of the logistics-related section of the E.O.C. Incident Action Plan and activates and supervises the Branches and Units as well as the organization and assignment of resources within the Logistics Section.
- Finance & Administration Section Chief (grey): Responsible for financial and administrative support to an incident, including all business processes, cost analysis, financial and administrative aspects, and ensures compliance with financial policies and procedures. Provides direction and supervision to Finance & Administration Section staff including their organization and assignment.
The EOC Director shall be responsible to assign and delegate the primary functions of the IMS. This process is governed by the “span of control” and modular organization. For example; the addition of branches, divisions and/or sectors may be required.
The IMS Structure may be expanded or contracted as required based on the span of control as needed.
Note: CEMC is to be present in the EOC to liaise with the PEOC/EMO until responsibility transferred.
EOC Director
Responsibilities:
- Exercise overall management responsibility for activation, coordination, and demobilization of site support activities in the EOC.
- Determine EOC priorities and objectives in consultation with MECG and monitor continuously to ensure appropriate actions are taken and modified as necessary.
- Ensure sufficient support, policy advice, and resources are made available to accomplish priorities and objectives.
- Ensure appropriate staffing levels for the EOC are established and maintained to support organizational effectiveness.
- Direct appropriate emergency public information actions in consultation with the Emergency Information Officer, ensure appropriate risk management measures, including worker care strategies, are instituted; and ensure communications are established with appropriate assisting and cooperating agencies.
- Maintain communication link with Policy Group.
Safety Officer/Risk Officer
Responsibilities:
- Ensure that good risk management practices are applied throughout the EOC and that every function contributes to the management of risk.
- Protect the interests of all EOC participants, agencies and organizations by ensuring due diligence in information collection, decision-making, and implementation.
- Monitor situations for risk exposures and ascertain probabilities and potential consequences of future events.
- Provide advice on safety issues.
- Ensure the implementation of appropriate safety measures and worker care practices in the EOC.
- Exercise authority to halt or modify any and all unsafe operations within or outside the scope of the EOC Action Plan and notify the EOC Director of actions taken.
- Ensure that appropriate security measures have been established to allow for only authorized access to the EOC facility and documentation.
Liaison Officer
Responsibilities:
- In consultation with the MECG, ensure procedures are in place for working and communicating with the Hastings County Emergency Operations Centre and other government and Non-Government Organization (NGO) agency representatives.
- Request agency representatives for the EOC, as required by the MECG, to ensure all necessary roles and responsibilities are addressed, enabling the EOC to function effectively and efficiently.
- Maintain a point of contact and interact with representatives from other agencies arriving at the EOC.
- Liaise with relevant operation/coordination centres or agencies/departments not represented in the EOC.
- Assist and advise the EOC Director and the ECG as needed, and provide information and guidance related to external agencies and organizations.
- In coordination with the Emergency Information Officer, assist the EOC Director in ensuring proper procedures are in place for communicating with the Policy Group, and conducting VIP/visitor tours of the EOC facility.
- Liaise with local authorities, other EOCs and Provincial and Federal organizations and share information in accordance with EOC and organizational policies.
Emergency Information Officer
Responsibilities:
- Serve as the coordination point for all public information, media relations and internal information sources for the EOC.
- Ensure that the public within the affected area receive information about life safety procedures, public health advisories, assistance and recovery programs and other vital information.
- Coordinate media releases with officials representing other affected municipalities, county and emergency response agencies and other levels of authority.
- Develop the format for news conferences and briefings in conjunction with the EOC Director.
- Maintain a positive relationship with the media representatives, monitoring all broadcasts and written articles for accuracy.
- In consultation with EOC Director and Liaison Officer, coordinate VIP and visitor tours of the EOC facility.
- Liaise with the Emergency Information Officers at site(s), relevant operation/coordination centres and with external agencies.
- As directed, activate a Public Inquiry Centre.
Scribe
Responsibilities:
- Perform Check-in/ Check-out registration functions for the EOC and record the arrival and departure of the ECG members.
- Keep a sequential events time log/documentation of information on the main events status board and other required forms.
- Ensure log supplies, forms and office supplies are of adequate supply for the EOC.
- Ensure ECG members individual Position Logs are being completed and collected at the end of each shift.
- Establishes a shift change schedule for the ECG members and alternates when necessary.
If/when the Functions of Logistics and/or Planning have been assigned the Scribe will report/supply the Check-in/registration information to Logistics, and the Events Log documentation/ information to Planning.
To avoid confusion and pending staff availability, in conjunction with the size and requirements of the emergency situation, the EOC Director should give consideration to splitting the responsibilities of this position between two persons.
The Scribe supports the efficient functioning of the Emergency Operations Centre and IMS Structure.
Operations Section Chief
Responsibilities:
- Exercise overall responsibility for coordination and supervision of all required functions within the EOC Operations Section.
- Establish the appropriate level of branch and/or unit staffing within the Section, continuously monitoring the effectiveness of the Section and modifying as required.
- Ensure that Section objectives and assignments identified in EOC Action Plans are carried out effectively.
- Maintain a communications link between Incident Commanders (sites) and the EOC for the purpose of coordinating the overall site support response, resource requests and event status information.
- Provide timely situational and resource information to EOC Director, and as assigned Planning Section.
- Keep the EOC Director informed of significant issues relating to the Section.
- Conduct periodic briefings for the EOC Director and the MECG.
- Supervise Operations Section personnel.
Planning Section Chief
Responsibilities:
- Exercise overall responsibility for coordination of all required functions within the EOC Planning Section.
- Establish the appropriate level of branch and/or unit staffing within the Planning Section, continuously monitoring the effectiveness of the organization and modifying as required.
- Ensure Section objectives and assignments identified in EOC Action Plans are carried out effectively.
- Ensure the EOC Director is informed of significant issues affecting the Planning Section.
- In coordination with the other Section Chiefs, ensure that Situation Reports are submitted to Planning Section and used as the basis for the EOC Action Plans.
- Supervise Planning Section personnel.
Logistics Section Chief
Responsibilities:
- Exercise overall responsibility for coordination of all required functions within the EOC Logistics Section.
- Establish the appropriate elements within the Logistics Section, continuously monitoring the effectiveness of the organization and modifying, as required.
- Ensure Section objectives/assignments in the EOC Action Plans are carried out.
- Keep the EOC Director informed of significant issues relating to the Logistics Section.
- Coordinate closely with the Operations Section Chief to establish priorities for resource allocation within the operational area.
- Ensure critical resources are allocated according to approved plans.
- Ensure necessary food and lodging is provided for EOC and site personnel.
- Supervise Logistics Section personnel.
Finance/Administration Section Chief
Responsibilities:
- Exercise overall responsibility for coordination of all required functions within the EOC Finance/Administration Section.
- Establish the appropriate level of branch and/or unit staffing within the Finance/Admin Section, continuously monitoring the effectiveness of the organization and modifying as required.
- Ensure Section objectives and assignments identified in the EOC Action Plans are carried out effectively.
- Keep the EOC Director informed of significant issues relating to the Finance/Admin Section.
- Supervise Finance Section personnel.
Incident Commander (Site)
Activation:
The first arriving agency, officer or senior personnel will establish Incident Command.
The Incident type will generally dictate the agency who will assume command, and the type of command structure, be it single or unified.
Transfer of Command:
The transfer of command will take place as per agency protocols; normally the arrival of higher-ranking officers will initiate the transfer of command.
The transfer of command will take place with a detailed face to face briefing.
Incident Command
There is one Incident Commander per Incident/Site. In the event there is more than one Incident location/site there will be an Incident Commander (IC) established for each location/site.
Area Command may be established in the event of multiple sites.
The Incident Commander's role is to provide the necessary on-site management, direction, control and coordination of the emergency response by establishing Incident Command, an Incident Command Post, and by implementing the Provincial Incident Management System (IMS).
Responsibilities of the Incident Commander
The IC shall:
- Assume and establish the appropriate Command Structure for the Incident (Single or Unified).
- Implement the IMS and direct, control and coordinate the on-site emergency response.
- Establish and provide for Planning, Logistics, Administration and Operations, as required.
- Establish an Incident Command Post (ICP).
- Establish and maintain emergency response communications.
- Establish and maintain communications with the Emergency Operations Centre.
- Provide Situational Reports to on-site personnel and agencies.
- Provide Situational Reports to the Municipal Emergency Control Group.
- Conduct size-up and develop an Incident Action Plan and set the Operational Period.
- Conduct the necessary briefings as required.
- Seek approval from EOC on financial limits for procurement of resources.
- Provide for site visits and tours of Municipal and other Government Officials, as required.
- Take such action as deemed necessary to minimize the effects of the emergency or disaster.
- Maintain a log of all actions taken.
Community Emergency Management Coordinator (CEMC)
Responsibilities:
- Successfully complete all training, as required by Emergency Management Ontario and maintain familiarity at all times with current standards and legislated community accountabilities, ensuring that senior management and elected officials are aware of the latter.
- Identify emergency management program financial and resource requirements and prepare, or assist in the preparation of, an annual emergency program budget submission.
- Form a Community Emergency Management Program Committee.
- Conduct the community’s Hazard Identification and Risk Assessment process.
- Prepare community emergency response plan and submit changes to the Emergency Management Ontario.
- Ensure the designation and development of an appropriate community Emergency Operations Centre.
- Conduct the critical infrastructure identification process.
- Document the existing community emergency response capability and identify and attempt to address additional needs.
- Conduct annual training for the members of the MECG and Emergency Operations Centre staff.
- Conduct an annual exercise to evaluate the community emergency response plan.
- Identify individual(s) to act as community emergency information staff.
- Develop and implement a community emergency management public awareness program.
- Conduct an annual review of the community emergency management program.
- Assist the Municipal Emergency Control Group during an emergency.
- Maintain the response plan to ensure it is up to date and accurately reflects the community risk assessment and emergency management program priorities.
- Liaise with the Emergency Management Ontario Loyalist Sector Field Officer, at all times, to ensure that the community emergency management program maintains the legislated standards.
- Monitor the community’s level of mandated emergency program achievements and process the required verification documents to Emergency Management Ontario.
- Ensure that equipment and supplies are available in the designated Emergency Operations Centre.
- Compile a final report on the emergency.
- Complete compliance documentation and submit to Emergency Management Ontario on an annual basis.
