TERMS OF REFERENCE Emergency Management Program Committee (EMPC) November 2011 Betsy Sayers CEMC Version: 5.0
Mission: (from CEMC handbook chapter 4 page 40) Every community shall have an Emergency Management Program Committee. (Ontario Regulation 380/04, s.11 (1)) The Emergency Management Program Committee (EMPC) is the critical management team that oversees the development, implementation and maintenance of a municipality s emergency management program. Background: In accordance with the Emergency Management and Civil Protection Act RSO 1990, and Ontario Regulation 380/04 s. 11, the Municipality had established (in 2005), a Committee which was charged with developing an emergency management strategy and providing the necessary equipment and training to respond to significant emergencies and disasters. A plan was developed and has been tested. It is reasonable and prudent to investigate if some cooperation and maximizing of efforts and resources can better serve the goal of serving our community in the event of an emergency. Objectives: (from CEMC handbook chapter 4 page 43 & 44) Role in Program Development The Committee s main responsibilities are to oversee the development of all aspects of the Emergency Management Program, including the response plan, public education, training and exercise. The Committee also possesses the legislated accountability to annually review the municipality s emergency management program (in accordance with the attached EMO Annual Compliance Report) and to make recommendations for program changes or enhancements to the Council. Committee members, at their first meeting of the year, should prepare a plan of action to ensure all aspects of the program are dealt with during the year. Once a plan of action has been developed, task forces or work teams shall be assigned to carry out the associated activities on an ongoing basis throughout the year. The work of these task forces is officially reviewed at the meetings of the formal committee. Role during an Emergency In general, the formal emergency management program committee does not play a role during emergencies, unless they are also a member of the Municipal Control Group, (MCG). Filename: 2011EMPC_ToR_final_5a_Nov Page 2 of 7
Responsibility for Annual Review One of the main responsibilities of the committee will be to review and evaluate the Emergency Management Program activities based on current year s goals and objectives. Once this is done, and after reviewing the after action reports from exercises and/or actual emergencies, new goals and objectives should be set for the coming year. Composition Role Mayor ex officio Councillor responsible for Community Health & Protection Services CEMC Alternate CEMC Community member Ward One Community member Ward Two Community member Ward Three Advisory role participation by EMO Field Officer all agencies and organizations that play a role in the municipality s emergency response system 2011 representative Peter Emon Glenda McKay Betsy Sayers to be determined David Pringle Bob Wilson Bill Graham Philippe Geoffrion Ad hoc - if and when required It is acknowledged that there are no per diems for any Committee positions and it is acknowledged that none of the above positions shall be paid for their services. Term of Appointment: Community members will be appointed for the term of Council. Committee members may withdraw from the Committee for personal reasons on 30 days notice. Resources: The Community Health and Protection Services Committee will be point of contact liaison with the Municipality, and reporting ultimately to Council. Staff Assigned: Staff resources are anticipated to be requested of Council and will be assigned as required by the CAO and Heads of affected Departments. Reports: Any recommendations requiring Council s approval (i.e., by-laws, budget requirements, etc.) shall be forwarded by the Community Health and Protection Services Committee to Council). The Annual Record of Program Completion (ANNEX A) submitted to EMO shall be reviewed and recommended for Council approval by the EMPC and forwarded to Council for Mayoral approval by the Community Health and Protection Services Committee. Filename: 2011EMPC_ToR_final_5a_Nov Page 3 of 7
Administration: Any responsibilities not clearly identified within these Terms of Reference shall be the responsibility of the Township of Greater Madawaska. Council may, at its discretion, change the Terms of Reference for this Committee at any time. Any changes proposed to these Terms of Reference by the Committee shall be recommended to Council via a report to the appropriate Committee of Council. Appointment of officers: The CEMC (or alternate CEMC) shall Chair the Committee and operate under the provisions of the Emergency Management and Civil Protection Act and Ontario Regulation 380/04. The Committee shall appoint a secretary to record the minutes in accordance with municipal practices and minute taking policies. Timing of meetings: Meetings shall be held on a set day and time as may be determined by the Committee. At a minimum a meeting is expected to be held quarterly throughout the four year term. Procedures: Meetings of the Committee shall be governed by the Municipal Procedural By-law and applicable Emergency Management Legislation and industry best practices. Consensus may be used through the process to encourage dialogue and decision-making in a collegial fashion. Closed meetings: The Committee may, upon affirmative vote of the majority of its members present at a meeting, determine to hold any meeting or part of a meeting as a closed session in order to discuss sensitive personal issues or legal matters. If the Committee elects to hold a closed session, all persons not entitled to vote shall vacate the premises where the meeting is taking place. Closed meetings can only be held in accordance with Section 239 of the Municipal Act. Conflicts of Interest: Members shall abide by the rules outlined within the Municipal Conflict of Interest Act and shall disclose the pecuniary interest to the Chair and absent himself or herself from the meetings for the duration of the discussion and voting (if any) with respect to that matter. Errors / Omissions: The accidental omission to give notice of any meeting of the Committee to its members, or the non-receipt of any notice by any member, or any error in any notice that does not affect its substance, does not invalidate any resolution passed or any proceedings taken at the meeting. Any member of the Committee may at any time waive notice of any meeting. Meeting Attendance: Any member of the Committee who misses two consecutive meetings, without being excused by the Committee, may be removed from the Committee. The Committee must make recommendations, by a closed report to Council for the removal of any member. Filename: 2011EMPC_ToR_final_5a_Nov Page 4 of 7
Location of Meetings: The location of the meetings will be set by the Committee. Purchasing Policy: All Committees that have purchasing responsibilities shall follow the Procurement Policy of the Municipality unless another purchasing policy has been endorsed by Council. Budget: Committees will not be responsible for a budget unless Council approves their budget and delegation of responsibility to the Committee through the Committee s Terms of Reference and only after a motion recommending the expenditure has been passed by the Committee. Volunteer Positions: Unless approved by Council, as part of the Terms of Reference or establishing by-law, all Committee members are considered volunteer positions. Mileage costs and other minor expenses related to Committee activities over and above meeting attendance may be eligible for reimbursement subject to budget approvals by Council. Activities and Responsibilities: In addition to legislative requirements outlined above, Committee members will be consulted by the Community Emergency Management Coordinator (CEMC) in the development and/or review of Emergency Preparedness and response: a) Recommendations to Council b) Advice to Council on operations, policies and procedures to achieve Council s goals c) Public education programs d) Situations, governmental reports and programs, or industry material and advice to Council of any impacts for the Municipality. e) Budgets and work programs for the succeeding year, for presentation to, and adoption by Council during the budget presentation process. Dissolution: At the discretion of Council or upon the mandate of the Committee being fulfilled, the Committee may be dissolved by resolution of Council. Expulsion of Member: The Committee may recommend to Council the expulsion of a member for reasons as listed, but not limited to, the member being in contravention of the Municipal Act, the Municipal Freedom of Information and Protection of Privacy Act, the Provincial Offences Act, the Municipal Conflict of Interest Act, disrupting the work of the Board/Committee or other legal issues. Filename: 2011EMPC_ToR_final_5a_Nov Page 5 of 7
ANNEX A The following checklist has been developed from the Emergency Management and Civil Protection Act RSO 1990 and Ontario Regulation 380/04. Municipality: Sector: Township of Greater Madawaska Capital Sector Requirement 1. Does the municipality have a Community Emergency Management Coordinator (CEMC)? (O.Reg.380/04,s.10(1)) 2. Has the CEMC (and any alternates) completed the required training? (O.Reg.380/04,s.10(2)) 3. Does the municipality have an Emergency Management Program Committee and has it met? (O. Reg. 380/04, s.11) 4. Does the municipality have a current by-law adopting its emergency management program? (EMCPA s. 2) 5. Has the municipality s Community Risk Profile been reviewed and is it current? (EMCPA s. 2) 6. Has the municipality s Emergency Response Plan been reviewed and has a copy been submitted to EMO if revised? (EMCPA s.3.1 (1), s.3.1(6) s. 6.2 (1) 7. Is the municipality s by-law adopting its emergency response plan current? (EMCPA s. 3 (1)) 8. Does the municipality have a designated Emergency Operations Centre? (O.Reg.380/04,s.13 (1)) 9. Does the municipality s EOC have appropriate communications systems? (O. Reg. 380/04,s.13 (2)) 10. Has the municipality s Critical Infrastructure Identification been reviewed and is the list current? (EMCPA s. 2.1 (3)) 11. Has the municipality conducted its required annual training for the Community Control Group and staff? (EMCPA s.2.1(2), O. Reg. 380/04,s.12 (3)) 12. Has the municipality conducted its required annual Exercise for the Community Control Group? (EMCPA s.2.1(2), O.Reg.380/04 s. 12 (6)) 13. Has the municipality designated an employee to act as its Emergency Information Officer? (O.Reg.380/04, s. 14 (1)) 14. Has the municipality completed a Public Education program? (EMCPA s. 2.1 (2c)) 15. Has the municipality s Emergency Management Program Committee conducted an Annual Review of the Program? (O.Reg.380/04,s.11 (6)) Date Confirmed by Field Officer Form C-1-10 Filename: 2011EMPC_ToR_final_5a_Nov Page 6 of 7
Annual Emergency Management Program Statement of Completion Municipality: Sector: Township of Greater Madawaska Capital Sector Verification: Please attach your completed Municipal Annual Maintenance Checklist and have officials sign below as indicated. We, the undersigned, declare that the Township of Greater Madawaska has completed all of the necessary requirements of the Emergency Management and Civil Protection Act RSO 1990 and Ontario Regulation 380/04. Community Emergency Management Coordinator Date Head of Council EMO Use Only: Data verified by (Field Officer): Date: Head Office receipt (EMA): Date: Form C-2-10 Filename: 2011EMPC_ToR_final_5a_Nov Page 7 of 7