city of cape town municipal disaster risk management framework presented by: greg pillay date:...

CITY OF CAPE TOWN

Municipal Disaster Risk Management Framework

Presented by: Greg Pillay

Date: Tuesday, 13 June 2006

Statutory RequirementsSection 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 –

Roleplayers

(a) the municipality and statutory functionaries of the municipality;

(b) all municipal entities operating in its area;

(c) all NGO’s institutions involved in DRM in it’s area;

(d) the private sector;

A MDMF must be consistent with the provisions of the DM Act, NDMF and the PDMF.

Synopsis of MDMFKPA 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

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


1. 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);


Key Performance Indicators (KPI’s)

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.

C ITY O F C APE TO W NC O R PO R ATE D ISASTER R ISK M AN AG EM EN T STR U C TU R E

MAYCO / SAFETY & SECURITY PORTFOLIO COMMITTEE

RISK-SPECIFIC PLANNING &MITIGATIO N TEAM

RISK-SPECIFIC PLANNING &MITIGATIO N TEAM

CoCT DEPARTMENTAL PLANNING& MITIGATIO N TEAM

INTER-DEPARTMENTALPLANNING & RISK REDUCTIO N MANAGEMENT COMMITTE E

O N-SCENE INCIDENT MANAG EMENT TEAM- FO RW ARD CO NTRO L PO ST (FCP)

RESPONDING SERVICES ' CO NTRO L CENTRES MEDIA LIAISO N / PUBLIC COMMUNICATION

CoCT DISASTER OPERATIONS CENTRE (DOC )- DISASTER CO-ORDINATION COMMITTEE (DCC )

DISASTER RISK M ANAG EM ENT ADVISO RY F O RUM

CITY MANAGER

KPA 1: Integrated Institutional Capacity for Disaster Risk Management2. Arrangements for Implementation of DRM Policy through:

Establishment of a fully resourced and funded Municipal Disaster Risk Management Centre (MDRMC);

Municipal Departments and Entities.



Job description and KPI’s 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;


Key Performance Indicators (KPI’s) (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;

KPA 1: Integrated Institutional Capacity for Disaster Risk Management3. Arrangements for Stakeholder Participation and Engagement

through:

Establishment of community involvement;

Identifying NGO’s, CBO’s, FBO’s area of specialization, capacity, resources, etc.

Establishing various categories of DRM volunteers



Mechanisms for stakeholder participation in DRM have been established and are operating effectively;

NGO’s, CBO’s, FBO’s 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.

KPA 1: Integrated Institutional Capacity for Disaster Risk Management4. 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



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;


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


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

KPA 2: Disaster Risk AssessmentKey Performance Indicators (KPI’s)

MDRMC applying the national standard / methodology for conducting DRA’s;

MDRMC applying the national standard for assessing priority disaster risks;

MDRMC applying statutory requirements to lessen disaster risk;

Findings of the DRA’s to be integrated into the IDP and development plans of municipal departments and entities.

KPA 2: Disaster Risk AssessmentKey Performance Indicators (KPI’s)(continued)

Producing disaster risk maps;

Disseminating DRA and monitoring information, for ongoing planning;

Establish SOP’s to interpret and disseminate early warnings for rapid- and slow-onset disasters;

Conduct field consultations with communities at risks;

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.

KPA 3: Disaster Risk ReductionDisaster 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.)

KPA 3: Disaster Risk ReductionKey Performance Indicators (KPI’s)

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;

KPA 3: Disaster Risk ReductionKey Performance Indicators (KPI’s)

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.

KPA 4: Response & RecoveryOBJECTIVE

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.

KPA 4: Response & RecoveryDisaster Response & Recovery through:

Dissemination of Early Warnings;

Assessment, classification, declaration and review of a disaster;

Integrated response and recovery;

Relief Measures;

Rehabilitation and reconstruction;

KPA 4: Response & RecoveryKey Performance Indicators (KPI’s)

Effective and appropriate early warning strategies and systems have been developed and implemented;

Communication of information to stakeholders to enable appropriate responses;

Guidelines and SOP’s 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.


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;


Contingency plans for known hazards within a municipal area have been developed;

Response and recovery plans are reviewed and updated regularly ;

Response SOP’s and checklists have been developed and understood by all stakeholders;

Regular progress monitoring of the status of the disaster have been developed.

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.


Enabler 1: Information Management & Communication1. 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.

Enabler 1: Information Management & Communication2. 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;

Enabler 1: Information Management & Communication3. 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)

Enabler 1: Information Management & Communication3.1 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;

Enabler 1: Information Management & Communication4. Information Management & Communication Support for KPAs and

Enablers4.1 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;

Enabler 1: Information Management & Communication4. 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;


and Enablers4.1 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;


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.

Enabler 1: Information Management & Communication4. Information Management & Communication Support for KPAs and Enablers

4.2 KPA 2: Disaster Risk Assessment


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;


and Enablers

4.3 KPA 3: Disaster Risk Reduction


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;


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;


and Enablers

4.4 KPA 4: Response & Recovery


Facilitate the management of response and recovery operations;

Provide for the recording, retrieval and updating of specific real-time information during incidents/disasters;


and Enablers


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;


and Enablers



Situation reporting, tracking and analysis of status of critical disaster operations such as search and rescue, emergency medical care, access routes and fires suppression


and Enablers4.4 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.


Manage a response and recovery database that identifies primary agencies, response and recovery plans, resources and support agencies, and relevant service providers.


and Enablers

4.5 Enabler 2: Education, Training, Public Awareness and Research


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;


and Enablers

4.6 Enabler 3: Funding Arrangements for DRM


Record data relating to all funding matters (e.g. OPEX, CAPEX, Projects, etc.);

Management of a Disaster Relief Fund;


and Enablers4.7 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;

Enabler 1: Information Management & Communication5. Specialised System Functionalities


Document Management System;

Resource and Capacity Database;

Modelling and Simulations;

Monitoring and Evaluating Systems;

Management of DRM programmes and projects;

Quality Management System

Enabler 1: Information Management & Communication5. 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;

Enabler 1: Information Management & Communication6. 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;

Enabler 1: Information Management & Communication6. Development of an Integrated Information Management and

Communication System


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;

Enabler 1: Information Management & Communication7. 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;


7. Information Dissemination and Display System


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;

Enabler 2: Education, Training, Public Awareness and ResearchOBJECTIVE

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;

Enabler 2: Education, Training, Public Awareness and ResearchKey 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;


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;


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.

Enabler 3: Funding Arrangements for Disaster Risk ManagementLEGISLATIVE 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

Funding Sources / MechanismsACTIVITY FUNDING SOURCE FUNDING MECHANISM

Start-Up activities

(KPA1, Enabler 1)

National Government Conditional grant for local government

DRM ongoing operations

(KPAs 2 and 3)

National and provincial government Own departmental budgets

Disaster risk reduction

(KPAs 2 and 3)

National Departments

Provincial Departments

Local Government

Own budgets. Augmented as necessary.

Response, recovery and rehabilitation

KPA4)

National Government

Provincial Government

Local Government

Own Budget. Also access to central contingency funds. Conditional infrastructure grants (i.e. Municipal Infrastructure Grant (MIG))

Education, training and capacity-building programmes

(Enabler 2)

All spheres of government Own Budget. Re-imbursement through SETAs. Also funding through private sector, research foundations, NGOs and donors

Enabler 3: Funding Arrangements for Disaster Risk ManagementKey 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;

Enabler 3: Funding Arrangements for Disaster Risk ManagementKey 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.

Conclusion

Let us work togetherfor a better city

city of cape town municipal disaster risk management framework presented by: greg pillay date:...

Documents

disaster risk management

disaster management

disaster risk reduction

disaster risk assessment

disaster operations

drm kpa

synopsis of mdmf kpa

implementation of drm