Standard Operating Procedures of Village Task Forces (VTF) (Checklist for assessing preparedness for flood)

Transcription

1 Standard Operating Procedures of Village Task Forces (VTF) (Checklist for assessing preparedness for flood) A. Search and Rescue: The local community in the affected neighbourhood is always the first responder after a disaster. Experience has shown that over 80 percent of Search and Rescue is carried out by the local community before the intervention of the specialized teams. Thus trained and equipped teams consisting of local people will need to be set up in flood prone areas to respond effectively in the event of flood. Community level teams will need to be constituted in each district and imparted basic training on search and rescue. Training modules will need to be developed for training of the community level search and rescue teams by the Master Trainers/ Disaster Management training institutes. On the ground, besides others, the NDRF battalions will also assist the State Government/District authorities to build the capacity of communities. They will be further assisted by the SIPARD, CTI, TSR, Civil Defence and Home Guards and NGOs. The State Government, through SIPARD, will need to develop procedures for formally recognizing and certifying such trained search and rescue team members; they will also devise suitable safeguards to give indemnity to community level team members for their actions in the course of emergency response following flood situation. Youth organizations such as the NCC, NSS and NYKS will provide support services to the response teams at the local level under the overall guidance and super vision of the local administration. Objectives: To trace and locate people who are physically trapped and distressed, people living in low lying areas and on river banks and affected by flood, to rescue these persons, move them to the safer locations identified in advance and to organize further care for the rescued. Composition of the Village Task Force (VTF): Five to ten young who normally reside in the village during the expected disaster season, physically and mentally strong men and women with following skills sets will constitute the search and rescue 1

2 (S&R) task force: swimmer, cutter and climber. All members would have compelled training on basic knowledge of first aid and. Pre-Disaster Preparedness Activities for Flood: 1. The VTF will familiarize themselves with existing response mechanisms of the Government at all levels to ensure effective coordination and reduced response time during disasters. 2. The VTF may arrange to obtain necessary S&R equipment with the help of local selfgovernments, institutions and NGOs as and when required. 3. The VTF will keep the equipments in a pre-designated safe place, will be responsible for its continued maintenance. 4. The VTF will have with it a detailed map of the village indicating vulnerable areas, vulnerable individuals and households, safe areas & safe shelter, pre-identified evacuation routes and facilities 5. The VTF will devise search strategies and rescue plans, which are hazard specific. 6. The VTF will organize themselves into pairs (buddy system). 7. The VTF will have back up teams ready so that shifts and the rotation of personnel can be organized. 8. The VTF will prepare themselves mentally for what they expect to see and what they can expect in terms of emotional responses to themselves and others. They can also be trained in basic module of psycho-social counseling with passage of time. 9. Regular training to the search and rescue task force to be organized and periodic mock drill to be conducted. On Receipt of Flood Warning: 1. The VTF will organize a meeting of the S&R team members. 2. The VTF will contact the BDO/Pradhan for detailed information. 3. The VTF will identify the vulnerable areas in which their help is required and decide upon the action plan. 4. The VTF will gather the equipment they require. 5. The VTF will divide and allocate responsibilities amongst team members according to the need. 6. The VTF will assist the Search and Rescue team in moving people to the safe shelter. 7. The VTF will themselves move into the safe shelter for their safety. 2

3 During Flood: 1. The VTF will mobilize the swimmers and boats to rescue threatened persons/ groups. 2. The VTF will co-ordinate with the First Aid team to provide primary health care to the rescued persons on site. 3. The VTF will coordinate with the Evacuation Team to shift rescued persons to the safe shelter. Special care shall be taken for disabled, old, sick, pregnant women, children etc. 4. The VTF will shift the seriously injured persons to the nearest hospital/phcchc for further treatment. After Flood: 1. After receiving information on normalcy, the VTF will again demobilize the evacuated persons into their houses. 2. The VTF will conduct a general hazard assessment to determine the possible hazards that they may encounter during the post flood period (epidemic, communicable diseases, food and water scarcity etc). 3. The VTF will make a quick head count and maintain a list of missing persons. 4. The VTF will conduct a physical search involving a systematic movement across the site whilst listening to calls for help. 5. The VTF will clear debris and fallen trees alone or with help in order to reach trapped victim. 6. The VTF will communicate with the Block and District levels on matters of additional assistance manpower and equipment. 7. The VTF will coordinate closely with the First Aid Team to administer primary health care to rescued victims. 8. If persons are injured which needs special treatment, the VTF will transfer the victims to the hospital under command of the village disaster management committee. 9. The VTF will coordinate closely with families and the sanitation team to ensure that dead bodies are identified and cremated. 10. The VTF will coordinate with relief team to direct rescued victims to available relief assistance: water, food, public information and temporary shelter. 11. The VTF will act as support persons to firemen, home guards, police and other external agencies during the search and rescue operation. 3

4 12. The VTF will communicate correct information of rescued persons to the Block/District Emergency Operation Centre and local community as well. Development/ Mitigation Activities: The VTF can train other members of the village community to form search and rescue sub-groups/ back up teams as well as assist the police and home guards at social events and mass rallies and mass mobilization efforts like immunization, vaccination campaigns. B. Relief Co-ordination Overall Objective: To co-ordinate the first stage response to the shelters by establishing contact with the Block Control Room, civil society organizations and NGOs and organize the distribution of assistance in terms of food, water, medicines, temporary shelter materials, blankets, household kits, candles and so on in a fair and equitable manner. Composition of the Village Task Force: The VTF for relief coordination will be comprised of five to ten people including representatives of all the communities of the village, important figure heads and respected leaders of the village including elected PRI members, women members of SHGs and the owner of the fair price shop. Pre-disaster preparedness Activities for Flood: 1. The VTF will familiarize themselves with damage and needs assessment formats. 2. The VTF will assess the estimated need of relief materials. 3. The VTF will mobilize from the Government, from donors within the village or from individual contribution and NGOs, stocks of food grains and medicines and store them in a central and safe location. 4. The VTF will stock food and medicines for animals. 5. The VTF will also stocks temporary building materials such as ropes, bamboos, tarpaulin and asbestos/ GCI sheets in the safe shelter identified. 6. The VTF will keep a record of the stock available and maintain and replenish them as required. 7. Regular training to the relief coordination task force to be organized and periodic mock drill to be conducted. 4

5 On Receipt of Flood Warning: 1. The VTF will coordinate with the evacuation and temporary shelter management team to move stocks of food, water and so on to the safe shelter. 2. The VTF will move to the safe shelter. Standard Operation Procedures for Flood: Post Disaster 1. The VTF will conduct a complete damage and needs assessment and transmit it to PRI heads/ BDOs etc. 2. Based on a preliminary needs assessment in line with the following check list the VTF will communicate their preferences to the Block Emergency Operation Center and NGOs. - The size, scope and likely duration of the distribution of relief material. - The estimated number of people affected and demographic characteristics. - Local capacity and resources as well as what will be required externally. - The needs of the groups affected. - Access to the affected population and the best methods for making assistance available. 3. The VTF will communicate the assessment findings to other Task Force groups, local authorities, and civil society organizations. 4. The VTF will establish a distribution center or community kitchen and immediately begin distributing what is locally available within the village for emergencies until external assistance arrives. 5. The VTF will ensure that food and other materials are distributed in an equitable manner addressing the needs of the most vulnerable. 6. The VTF will prioritize the elderly persons, pregnant women, children and injured persons in relief distribution. 7. The VTF will maintain a list of the households receiving assistance. 8. The VTF will provide information on the quantity and type of ration to be distributed for each distribution cycle. 9. The VTF will communicate with individuals and institutions along the supply chain in order to highlight anticipated shortfalls or problems with the supply of food and other commodities. 10. The VTF will make a physical inventory of stocks when external assistance arrives. 5

6 11. The VTF will co-ordinate with the communications group to keep people informed about the government policies which entitle them to assistance in cash and kind. 12. The VTF will work closely with the communication group to stay in constant touch with Block level Officials and external aid agencies. 13. The VTF will organize a Gram Sabha to evaluate the experience, internalize learning and ensure accountability when the relief phase is over. 14. The VTF will keep the undistributed relief material in a safe place/godown and preserve the stock. Development/Mitigation Activities: The VTF will mobilize stocks of dry food, medicines and temporary shelter materials from the government, civil society organizations, donors within the villages or from a community disaster fund, maintain these stocks, replenish them and account for them. The VTF can also develop grain, fodder and seed banks wherever possible. To equip the VTF, funding provision through rural development schemes/ programmes, local area development fund through local MLA and PRI bodies to be tapped. The Disaster Management Committee shall link up with the existing institutions for periodic training, awareness programmes and mock drills. C. Early Warning and Communication: Overall Objectives: To ensure that: (a) the warning of the impending disaster reaches every single household, thereby allowing people to take timely action to protect their lives and property (b) accurate information is provided regularly as events unfold (c) information flows quickly and reliably upwards to Block level and downwards from Block level to village level. Composition of the Village Task Force: Three to seven members, who can orally communicate confidently and accurately, are literate, mobile and energetic, who have a land line phone, mobile phone, radio or television and or read the newspapers regularly and who have preferably been trained in the use of HAM radio. 6

7 Pre-Disaster Preparedness Activities for Flood: 1. The VTF will ensure that all the communications equipment is well maintained and in working order. 2. The VTF will ensure that they have an updated disaster management plan containing a comprehensive contact directory with numbers of all functionaries, all departments, NGOs and Community leaders up to Block and District level. 3. Regular training to the early warning and communication task force to be organized and periodic mock drill to be conducted. On receipt of Flood Warning: 1. The Gram Panchayat Pradhan will contact the VTF by phone/special messenger or vice versa on the initial receipt of a warning. 2. The VTF will assemble in a central location and listen to the radio together to determine what the situation is like. 3. The VTF will also pay attention to local warnings and their interpretation (for example observing the abnormal behaviour of livestock and monitoring changes in cloud cover and winds). 4. The VTF will crosscheck the warning received on radio, with the nearest control room (Block Development Officer) via phone or any other means of communication. 5. The VTF will disseminate the warning using megaphones/mikes, sirens, door-to-door announcements, ringing of temple bells, banging of drums and placing signal flags. (This is village specific) 6. The VTF will carry with it a hazard map demarcating the most vulnerable areas and households, safe areas and shelters and evacuation routes. During Flood: 1. The VTF will remain in the safe shelter and provide the evacuees with regular updates. Standard Operation Procedures for Flood: Post Disaster 2. The VTF will be concerned with post-flood monitoring of the flood and confirm from the BDO/BDO office that the flood passed/ over. 7

8 3. The VTF together with the Gram Panchayat Pradhan and BDO will get the correct information about the de-warning from the Block Emergency Operation Center and then announce the de-warning once the Flood has passed. 4. The VTF will disseminate precautionary information on post-flood health hazards and remedies. Development/Mitigation Activities: The group will be involved in raising awareness of hazard specific do s and don ts by distributing leaflets and putting up posters within the village. The group will also maintain the communications equipment stored in the communications room which will be open to the local community for accessing news and for HAM operators to practice their skills. D. Water and Sanitation: Water: Overall Objectives: To make available safe drinking water to humans and livestock. Composition of Village Task Force: The task force will be comprised of five to ten members including members of the existing Pani Samiti in the village and individuals with some knowledge of water specific public health and sanitation. Pre-Disaster Preparedness Activities for Flood: 1. The VTF will ensure that there are sufficient supplies of chlorine tablets and calcium hypochlorite for disinfecting drinking water. 2. The VTF will ensure there are sufficient stocks of lime powder for disinfecting large water bodies. 3. The VTF will ensure that sufficient water is stored in proper tanks, rainwater harvesting tanks and jerry cans in safe shelters. 4. The VTF will ensure that there is a list of contact persons at Drinking Water and Sanitation (DWS) to contact for assistance. 8

9 5. The VTF will raise awareness amongst the community about how to treat contaminated water sources. 6. The VTF and VDMC will set minimum standards for the distribution of water in an emergency. 7. The VTF will ensure that a sufficient number of raised platform deep tube wells have been constructed in linkage with development programs. 8. Regular training to the water supply task force to be organized and periodic mock drill to be conducted. On Receipt of Flood Warning: 1. The VTF will assemble immediately at centrally located pre identified place. 2. The VTF will assess the Drinking Water Supply and available water resources 3. The VTF will organize for alternate power supply by procuring generators/diesel engines. 4. The VFT will move into the safe shelter. Standard Operation Procedures for Flood: Post Disaster 1. The VTF will make arrangement for immediate repairs to broken or burst pipes. 2. The VTF will coordinate with DWS department, BDO, Panchayat Samiti, Police, NGOs and Fire Service Department for procurement of water tankers if required. 3. The VTF will contact DWS for assistance in acquiring diesel engines and generators. 4. The VTF will contact TSECL for the restoration of power supply. 5. The VTF will raise awareness about the need for using chlorine tablets, calcium hypochlorite or the sajna seed, boiled and strained water. 6. The VTF will help public health agencies to disinfect large water bodies with lime powder. 7. The VTF will ensure that sufficient water is stored for drinking in clean and covered containers at the relief camp. 8. The VTF will coordinate with the sanitary Inspector for taking drinking water samples. 9. The VTF will ensure that water is distributed in an equitable manner and that the needs of the vulnerable are addressed. 10. The VTF will coordinate with the sanitation group to ensure sufficient water is available at common bathing units and toilets at relief camps. 11. The VTF will co-ordinate with the sanitation group to constrict channels and soak away pits for drainage of wastewater at relief camps. 9

10 Sanitation: Overall Objectives: To ensure that the minimum basic facilities such as temporary toilets and common bathing units are constructed near the relief camp, that these facilities and the surroundings are kept clean, garbage disposed, dead bodies cremated and the normal drainage systems function smoothly. Pre-Disaster Preparedness Activities for Flood: 1. The VTF will work with other NGOs and the Government on raising awareness about personal hygiene, house cleaning and wider environmental protection and sustainability. 2. The VTF will help the community in stocking bleaching powder in required quantities. 3. The VTF will stock equipment such as long steel rods, kerosene and fuel wood to dispose of carcasses and dead bodies. 4. The VTF with the help of the panchayat, will construct temporary latrines and common bathing units near the safe shelters. 5. The VTF will identify the vehicles and labours and other equipments required for sanitation purposes. 6. Regular training to the sanitation task force to be organized and periodic mock drill to be conducted. On Receipt of Flood Warning: 1. The VTF will organize a meeting and distribute their responsibilities among the members. 2. The VTF will ensure that the sanitation facilities at the safe shelter are in working order and clean. 3. The VTF will move into the safe shelter. Standard Operation Procedures for Flood: Post Disaster 1. The VTF will help demarcate areas for safe excreta disposal around the relief camp until temporary toilets are constructed. 2. The VTF will coordinate with local self-government to construct a sufficient number of toilets for males and females close to dwellings to allow for rapid, safe and acceptable access at all times. 10

11 3. The VTF will guide the local authorities to construct latrines away from groundwater sources; the bottom of the latrine will be at least 105 meters above the water table and on higher ground in flood prone areas. 4. The VTF will coordinate with the local authority to construct sufficient bathing cubicles with separate cubicles for males and females. 5. The VTF will spray bleaching powder and other disinfectants in the village to prevent the spread of infectious disease. 6. The VTF will ensure trenches of latrines are cleaned and disinfected regularly. 7. The VTF will make sure evacuees use the sanitation facilities properly. 8. The VTF will enhance existing facilities such as toilets in school buildings for example providing water for washing. 9. The VTF will check that solid waster is put in refuse containers or buried in a refuse pit. 10. The VTF will ensure that there are no contaminated or dangerous medical wastes such as needles, dressings, drugs and are not lying around the relief camp or in public places. 11. The VTF will use both environmental and chemical vector control measures such as the proper disposal of human and animal excreta for fly control and the spraying of insecticides in temporary shelters. 12. The VTF will co-ordinate with the health and first aid team to inoculate against water borne and other diseases. 13. The VTF will construct temporary soak pits for onsite disposal of wastewater form water points and washing areas. 14. The VTF will co-ordinate with the search and rescue team for disposal of carcasses. 15. The VTF will ensure that dead bodies are identified, registered and then cremated after legal formalities. 16. The VTF will coordinate with relief co-ordination group to endure that the area surrounding the relief camps are kept clean and disinfected. Development/Mitigation Activities: The VTF will attempt to link relief with ongoing developmental activities already being undertaken by the government such as the NREGS, SGRY, Swajaldhara, Total Sanitation Programme and other programs of NGOs aimed at ensuring minimum quantity and quality parameters through the promotion of rain water harvesting techniques, ensuring the provision of drinking water free from bacteria and chemical contamination and raising awareness about conservation and reuse. The 11

12 VTF will also involve itself in raising awareness about personal hygiene, cleanliness in the home and wider environmental protection. E. First Aid and Health: Objective To provide primary health care to the ill or injured until more advanced care is provided and the patient is transported to a hospital. Composition of Village Task Force: The group will be comprised of five to ten people who are literate, have some health related knowledge and are respected members of the community. Anganwadi Worker, ANM, ASHA, teachers shall be involved as prime member of the task force. Pre-Disaster Preparedness Activities for Flood: 1. The VTF will maintain the village disaster management plan by listing of pregnant women, infants, the disabled, sick and old in the village to ensure that their medical needs are met. 2. The VTF will keep a First Aid kit ready and ensure that expired drugs are replaced with new ones. NREGA and ASHA first aid kits to be accessed. 3. The VTF will distribute basic medicines (chlorine tablets, ORS packets and so on) and demonstrate their use, to families in advance. 4. The VTF will keep stretchers/local alternative ready to carry injured people. 5. Regular training to the first aid task force to be organized and periodic mock drill to be conducted. On Receipt of Flood Warning: 1. The VTF will assemble together and ensure that all the contents of the First Aid kit are in place. 2. The VTF will move into the safe shelter. Standard Operation Procedures for Flood: Post Disaster 1. The VTF will attend to the injuries and trauma of rescued people. 2. The VTF will help doctors and paramedics shift the ill and the injured to hospitals. 3. The VTF will isolate cases with infectious diseases and prevent them from spreading. 12

13 4. The VTF will provide preventive medication if there is a danger of epidemics like cholera, gastroenteritis, dysentery, and malaria spreading. 5. The VTF will inform the relief group about medical supplies that are running low. Development/Mitigation Activities: The group will work with the local PHC during normal times, assisting in government programs such as polio and leprosy camps and imparting training to other interested volunteers in the village. The group will also launch an awareness campaign about HIV/AIDS. F. Evacuation and Shelter Management: Objectives To help and construct/identify, maintain and make repairs to the cyclone or flood shelters, to evacuate people on receipt of a warning and to make all the necessary arrangements to accommodate evacuees during a flood. Composition of Village Task Force: The group will constitute between five and ten people with knowledge of construction and preferable including a civil engineer if available in the village. Pre-Disaster Preparedness Activities for Flood: 1. The VTF will monitor the infrastructural needs of the village such as roads, water tanks, water posts, community shelters, Panchayat office, school, temples and community hall. 2. The VTF will coordinate with the local authority to identify/construct flood shelters and safe houses if required. 3. The VTF will help to identify safe and appropriate locations in the village for the construction of immediate shelter. The information to be incorporated in the disaster management plan. 4. The VTF will check for plaster cracks and damp patches in the safe shelters that require repairs. 5. The VTF will stock dry food/pre-cooked food, water, milk powder, medicines, candles and kerosene sufficient to last the evacuees a week with the help of the community, local authority, local traders & business associations and NGOs. 13

14 6. The VTF will coordinate with the local authority to construct some water tanks in the shelter, which can be filled during the cyclone and flood season. 7. The VTF will ensure that the approaches to the shelter are kept clear and advance panning is done to ensure clear to and fro passage. 8. The VTF will ensure that the shelter wherever possible used during normal times is cleaned regularly. 9. Regular training to the evacuation and shelter management task force to be organized and periodic mock drill to be conducted. On Receipt of Flood Warning: 1. The VTF will help to evacuate people from their homes and clear the area as rapidly a possible. 2. The VTF will move stocks of dry food, water, utensils and medicines to the shelters and safe houses. 3. The VTF will organize in advance to protect the houses likely to be evacuated with help of the local police/home Guard, NSS and NCC cadets. 4. The VTF will organize space to accommodate evacuee families. 5. The VTF will help evacuees especially the old, disabled, pregnant women the sick and children to settle into the shelter. 6. The VTF will ensure that strict sanitary practices are adhered to in the shelter. 7. The VTF will register the evacuees and give them identification slips/cards which they will carry in order to receive food, water, medicine, other relief material and monetary relief from the government authority. 8. The VTF will move into the safe shelter. Standard Operation Procedures for Flood: Post Disaster 1. The VTF will ensure that evacuees are fed and housed until the De-warning is received from the Block Emergency Operation Centre or designated office and it is safe to leave. 2. The VTF will organize for tents and materials for the construction of temporary shelters to be provided to the local community, if need be. 3. The VTF will replenish stocks of food, clothing, and fuel wood from government sources, village grain banks or another source. 4. The VTF will clean and disinfect the all shelters throughout the stay and before leaving. 14

15 5. The VTF will help the community to reconstruct their permanent shelters (providing and identifying local material which can be used for reconstruction). 6. The VTF will help NGOs and their officials in reconstruction work and other rehabilitation and reconstruction related activity. 7. The VTF will monitor the rehabilitation and reconstruction process of the community. 8. The VTF shall coordinate with the line departments for restoration of basic facilities which are damaged due to flood. Development/Mitigation Activities: The VTF will contribute to government programs such as the IAY and the reconstruction programs of other NGOs and aid agencies operating in the village which would meet the flood resistant features. Regular awareness on flood resistant construction shall be organized at Gramsabha, Panchayat samiti meetings. 15