2022-083 Schedule AAppendix “A” By-law #2022-083 - TOWN OF TILLSONBURG EMERGENCY MANAGEMENT PROGRAM
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Town of Tillsonburg
Emergency Response
Program
(2022)
Appendix “A” By-law #2022-083 - TOWN OF TILLSONBURG EMERGENCY MANAGEMENT PROGRAM
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Contents
1. Introduction ...................................................................................................................... 6
1.1 PURPOSE ...................................................................................................................... 6
1.2 AIM ............................................................................................................................. 6
1.3 PUBLIC ACCESS TO THE ERP ............................................................................................... 6
1.4 DEFINITION OF AN EMERGENCY ........................................................................................... 7
1.5 LEGAL AUTHORITIES ......................................................................................................... 7
1.6 COUNCIL APPROVAL ......................................................................................................... 8
1.7 EMERGENCY MANAGEMENT PROGRAM COMMITTEE (EMPC) .................................................... 8
1.8 MUNICIPAL EMERGENCY CONTROL GROUP (MECG) ................................................................ 9
1.9 AD HOC COMMITTEE MEMBERS ......................................................................................... 9
1.10 COMMUNITY EMERGENCY MANAGEMENT COORDINATOR (CEMC) ............................................ 9
1.11 EMERGENCY INFORMATION OFFICER (EIO) .......................................................................... 9
1.12 DEPARTMENT AND SUPPORT AGENCY EMERGENCY PROCEDURES ............................................. 10
2. Hazard Identification & Risk Assessment & Critical Infrastructure ..................................... 10
2.1 HAZARD IDENTIFICATION AND RISK ASSESSMENT (HIRA) ........................................................ 10
2.2 CRITICAL INFRASTRUCTURE (CI) ........................................................................................ 10
3. Concept of Operations ..................................................................................................... 11
3.1 SITE RESPONSE ............................................................................................................. 11
3.2 CORPORATE RESPONSE AND MINIMAL (ESSENTIAL) SERVICES ................................................... 11
3.3 MINIMAL/ESSENTIAL SERVICES ......................................................................................... 11
3.4 POLICY GROUP ............................................................................................................. 12
3.5 HEAD OF COUNCIL (HOC) ............................................................................................... 12
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3.6 COUNCILLORS ROLE (WHEN NOT ACTING IN THE POLICY GROUP ROLE) ........................................ 12
3.7 MUNICIPAL EMERGENCY CONTROL GROUP (MECG) .............................................................. 13
4. Implementation of the Emergency Response Program ..................................................... 14
4.1 TOWN OF TILLSONBURG EOC NOTIFICATION SYSTEM - (FAN OUT) ............................................ 14
4.2 TOWN OF TILLSONBURG EMERGENCY OPERATIONS CENTRE (EOC) ............................................ 14
4.3 ESCALATION OF EMERGENCIES IN THE MUNICIPALITY .............................................................. 14
5. Declaration and Termination of an Emergency ................................................................. 16
5.1 PRIOR TO DECLARATION ................................................................................................. 16
5.2 DECLARATION OF AN EMERGENCY ..................................................................................... 16
5.3 TERMINATION OF AN EMERGENCY ..................................................................................... 16
6. Requests for Assistance ................................................................................................... 17
6.1 REQUESTING NEIGHBOURING JURISDICTION SUPPORT ............................................................. 17
6.2 REQUESTING PROVINCIAL ASSISTANCE ................................................................................ 17
6.3 REQUESTING FEDERAL ASSISTANCE .................................................................................... 17
6.4 SUPPORT AGENCY COMPOSITION ...................................................................................... 18
7. Incident Management System .......................................................................................... 18
7.1 INCIDENT COMMANDER (SITE) .......................................................................................... 18
7.2 RESPONSE GOALS .......................................................................................................... 19
7.3 INCIDENT MANAGEMENT SYSTEM FUNCTIONS ...................................................................... 19
7.3.1 Head of Council (Mayor or Deputy Mayor) 19
7.3.2 Policy Group (Council Members when sitting as Council) 20
7.3.3 Municipal Emergency Control Group (MECG) 20
7.3.4 Emergency Operations Centre Commander - (EOC) Commander 20
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7.3.5 EOC Coordinator (CEMC) 21
7.3.6 Emergency Information Officer (EIO) 22
7.3.7 Liaison Officer 22
7.3.8 Safety Officer 22
7.3.9 Planning Section Chief 22
7.3.10 Logistics Section Chief 23
7.3.11 Finance and Administration Section Chief 23
7.4 Operations Section ........................................................................................................ 23
7.4.1 Operations Chief 23
7.4.2 Operations Section Branch Coordinators 24
7.4.2.1 FIRE SERVICES BRANCH COORDINATOR ......................................................................... 24
7.4.2.2 Parks and Forestry Branch Coordinator 24
7.4.2.3 Public Works Branch Coordinator 25
7.4.2.4 Building Inspection Branch Coordinator 26
7.4.2.5 Police Services Branch Coordinator 26
Ensures all necessary emergency services are notified as required. 26
7.4.2.6 Paramedic Services Branch Coordinator (EMS) 27
7.4.2.7 Public Health Branch Coordinator (Medical Officer of Health) 27
7.4.2.8 Oxford County Human Services Branch Coordinator 28
7.5 Emergency Management Support Roles ......................................................................... 29
7.5.1 EOC SCRIBES 29
7.5.2 Information Technology (IT) & Geographic Information System (GIS) 29
7.5.3 Municipal Call Centre Coordinator 29
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7.5.4 Emergency Communications Team 29
8. Emergency Management Program Supporting Documents ............................................... 30
9. Compensation for Losses ................................................................................................. 30
10. Emergency Management Program Review and Maintenance ......................................... 30
10.1 EXERCISING OF THE EMERGENCY MANAGEMENT PROGRAM .................................................... 31
10.2 PROGRAM DISTRIBUTION .............................................................................................. 31
10.3 REVISION HISTORY ....................................................................................................... 31
10.4 ABBREVIATIONS .......................................................................................................... 32
11. SCHEDULE “A” Emergency Mutual Aid and Assistance Agreements................................. 33
12. SCHEDULE “B” List of Volunteer-Based Organizations ..................................................... 34
13. SCHEDULE “C” List of Support Agencies .......................................................................... 35
14. SCHEDULE “D” Hazard Identification Risk Assessment .................................................... 37
15. SCHEDULE “E” Critical Infrastructure List (CI) .................................................................. 38
16. SCHEDULE “F” Emergency Management Program Support Documents and Plans ............ 39
17. SCHEDULE “G” Emergency Declaration Checklist ............................................................ 40
18. SCHEDULE “H” Declaration of Emergency Form .............................................................. 44
19. SCHEDULE “I” Emergency Termination Form .................................................................. 45
20. SCHEDULE “J” Confidential Emergency Contact List ........................................................ 46
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1. Introduction
The Town of Tillsonburg Emergency Management Program establishes a framework for responding to a
number of risks the Town faces. Developed with key officials, agencies and departments, it is a guideline that
outlines collective and individual roles and responsibilities in responding to and recovering from an emergency.
The Emergency Management Program document describes the framework on how the Town of Tillsonburg will
respond to, recover from and mitigate the impact of an emergency. It describes the legal authorities, concept
of operations and functional roles and responsibilities.
1.1 Purpose
The purpose of the Town of Tillsonburg Emergency Management Program during an emergency is to facilitate
the effective co-ordination of human and physical resources, services and activities necessary to:
Protect and preserve life and property;
Minimize and/or mitigate the effects of the emergency on the residents and physical infrastructure of
the Town of Tillsonburg; and
Quickly and efficiently enable the recovery and restoration of normal services.
It also makes provisions for the efficient administration, coordination, and implementation of extraordinary
arrangements and response measures taken by the Town of Tillsonburg to protect the health, safety, and
welfare of the residents of the Town of Tillsonburg during any emergency by:
Identifying the governance structure for emergency response within the Town of Tillsonburg;
Identifying roles and responsibilities required in mitigating, preparing for, responding to and
recovering from emergencies and disasters;
Identifying standard response goals for emergency response operations and decision making; and
Providing for a coordinated response by the municipality and partner agencies in managing
emergencies.
1.2 Aim
As per the Emergency Management and Civil Protection Act (EMPCA), the Town of Tillsonburg has formulated
an Emergency Management Program (ERP) which is adopted by Council by By-law 2022-083.
1.3 Public Access to the ERP
The Town of Tillsonburg Emergency Management Program is available on the Town’s website
(www.tillsonburg.ca). The public may also request to access the Program through the Town’s Clerk’s Office.
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Supporting Plans do not form part of the ERP as they may be confidential and/or provide information that may
require frequent updating, be of a technical nature, or contain sensitive or personal information which could
pose a security threat or violate privacy legislation if released.
1.4 Definition of an Emergency
Emergencies are distinct from the normal daily operations carried out by municipal first response agencies and
Town departments.
The Emergency Management and Civil Protection Act defines an emergency as:
‘A situation or impending situation that constitutes a danger of major proportions that could result in serious
harm to persons or substantial damage to property and that is caused by the forces of nature, a disease or
other health risk, an accident or an act whether intentional or otherwise.
1.5 Legal Authorities
The legislation under which the municipality and its employees are authorized to respond to an emergency, in
addition to each agencies’ respective legislative authorities, are:
The Emergency Management and Civil Protection Act, R. S. O. 1990, c.E.9, as amended (the “Act”)
Ontario Regulation 380/04 under the Act
The Town of Tillsonburg Emergency Management Program By-Law 2022-083
The Act requires municipalities to develop, implement, and maintain an emergency management program, and
adopt it through a by-law. An emergency management program must consist of:
An emergency Program;
Training programs and exercises for employees of municipalities and other persons with respect to the
provision of required services and procedures to be followed in emergency response and recovery
activities;
Public education on risks to public safety and on public preparedness for emergencies; and
Any other element required for municipalities in standards of emergency management programs that
may be developed by the Minister of the Solicitor General.
Ontario Regulation 380/04 under the Act describes emergency management standards for municipal
emergency management programs. There are a number of required elements including:
Designation of a Community Emergency Management Coordinator (CEMC) to coordinate the
development and implementation of the Municipality’s Emergency Management Program;
Appointment of an Emergency Management Program Committee (EMPC) to annually review the
municipality’s Emergency Management Program and make recommendations to Council for its
revision, if necessary;
Appointment of a Municipal Emergency Control Group (MECG) to direct the municipality’s response
in an emergency, including implementation of the municipality’s Emergency Response Program;
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Implementation of an Emergency Operations Centre (EOC) with appropriate technology
communications systems;
Designation of an Emergency Information Officer to act as the municipality’s primary contact for the
media and public during an emergency; and
Formulation of an Emergency Management Program that assigns duties to employees by position and
sets out the procedures to notify the MECG of an emergency.
The Town of Tillsonburg Emergency Management Program By-law approves the enactment of the Town of
Tillsonburg Emergency Management Program and other requirements for the Town’s Emergency Management
Program.
The Senior Official for the Town’s Emergency Management Program Committee is the CAO or designated
alternate.
The Town of Tillsonburg has Emergency Mutual Aid Agreements, adopted by bylaw, with other municipalities
and are listed in Schedule “A” to Tillsonburg Emergency Response Program.
1.6 Council Approval
Where significant portions of the Town of Tillsonburg Emergency Management Program are revised, Council is
required to adopt the revised Program by by-law.
1.7 Emergency Management Program Committee (EMPC)
The Emergency Management Program Committee as required by the Act consists of the following Council
appointed personnel and includes the appointment of the chair of the committee:
Mayor
Chief Administrative Officer
Community Emergency Management Coordinator
Communications Officer
Director of Operations and Development
Director of Recreation, Culture and Parks
Director of Corporate Services / Clerk
Director of Emergency Services / Fire Chief
Executive Assistant to CAO/Mayor
Development Commissioner
Director of Finance / Treasurer
General Manager of Hydro Operations
This committee reviews the emergency management program and plan annually, ensures training is provided
to employees on their functions, recommends changes to the program as deemed appropriate and refers
recommendations to Council for further review and approval.
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1.8 Municipal Emergency Control Group (MECG)
In the event of an emergency, the following personnel appointed by Council shall act as the Municipal
Emergency Control Group as defined by Ontario Regulation 380/04 under the Act to manage the Town’s
emergency response:
Mayor
Chief Administrative Officer
Community Emergency Management Coordinator
Communications Officer
Director of Operations and Development
Director of Recreation, Culture and Parks
Director of Corporate Services / Clerk
Director of Emergency Services / Fire Chief
Executive Assistant to CAO/Mayor
Development Commissioner
Director of Finance / Treasurer
General Manager of Hydro Operations
1.9 Ad Hoc Committee Members
Ad Hoc members to the Emergency Management Program Committee or Municipal Emergency Control Group
may include;
Oxford County Community Emergency Management Coordinator
Ontario Provincial Police Detachment Commander or Designate
Chief of Oxford County Paramedic Services or Designate
Southwest Public Health Medical Officer of Health or Designate
Oxford County Human Services Representative
Emergency Management Ontario Representative
Tillsonburg District Memorial Hospital Representative
Long Point Regional Conservation Authority Representative
Railway Representative
Other Subject Matter Experts as required
1.10 Community Emergency Management Coordinator (CEMC)
The Municipal employee designated as the Community Emergency Management Program Coordinator
(CEMPC) is the Municipality’s Community Emergency Management Coordinator (CEMC).
1.11 Emergency Information Officer (EIO)
The municipal employee designated as the Emergency Information Officer is the Municipality’s
Communications Officer.
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1.12 Department and Support Agency Emergency Procedures
Personnel in-charge (I/C) of each Municipal Department, Division and Section as well as each Support Agency
involved with this Program shall ensure that emergency response procedures or guidelines (i.e. Departmental
Emergency Plan) outlining how it will fulfill its own internal responsibilities under this Program during an
emergency, are prepared, reviewed annually and practiced as determined by the personnel in-charge.
Personnel in-charge of each Municipal Department, Division and Section as well as each Support Agency shall
ensure that their staff has sufficient knowledge, skills, training and understanding of the Emergency
Management Program to perform their respective duties in an emergency and that their contact information
is kept current for call-out purposes.
2. Hazard Identification & Risk Assessment & Critical
Infrastructure
In developing its emergency management program, every municipality shall identify and assess the various
hazards and risks to public safety that could give rise to emergencies and identify the facilities and other
elements of the infrastructure that are at risk of being affected by emergencies.
2.1 Hazard Identification and Risk Assessment (HIRA)
The Emergency Management Program Committee utilizes a Hazard Identification and Risk Assessment (HIRA)
Tool, designed by the Province of Ontario, to assess which hazards pose the greatest risk in terms of how likely
they are to occur and how great their potential impact may be. However, it is not intended to be used as a
prediction tool to determine which hazard will cause the next emergency. The HIRA groups the risks into three
categories: Natural; Human Caused; and Technological and Infrastructure Disruptions.
The EMPC uses HIRA in their planning to determine which risks are most likely to occur in order to devise
appropriate public education, focused training programs and exercises for the municipality.
The Town’s HIRA ranking is listed in Schedule “D” to the Emergency Management Program which shall be
reviewed annually by the EMPC to ensure relevance for emergency planning.
2.2 Critical Infrastructure (CI)
Every municipality must identify the facilities and infrastructure which could be impacted by an emergency and
which could have serious impacts on the residents of their municipality, on the local economy as well as the
municipality’s ability to deliver services. The facilities and infrastructure identified in a municipality’s critical
infrastructure list do not necessarily need to be owned or operated by the municipality, nor be located within
the municipality.
The Emergency Management Program Committee shall develop, maintain and annually review their Critical
Infrastructure List. Public access to the Municipality’s Critical Infrastructure List listed in Schedule “E” is
restricted as set out in the Act and section 1.3 of the Town’s Emergency Response Program.
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3. Concept of Operations
First responders and Town’s departments manage many emergencies that occur on a day-to-day basis. As
the magnitude of an emergency increases, so will the requirement for additional support from within the
Town. The Town may elect to call upon neighbouring municipalities to provide assistance. The Town may
also call upon the provincial government to provide supplemental financial and / or physical resources
necessary to deal with the overall impacts of the public emergency.
The Town’s Emergency Management Program adopts the principles of an existing Incident Management
System (IMS). IMS can be used in any size or type of emergency to manage response personnel, facilities
and equipment. IMS principles include the use of common terminology, modular organization, integrated
communications, unified command structure, action planning, manageable span-of-control, pre-
designated facilities and comprehensive resource management. The basic functional modules of the IMS
(Command, Operations, Planning, Logistics and Finance & Administration) can be expanded or contracted
to meet requirements as an event progresses.
There are multiple response parts to any emergency situation within the Town of Tillsonburg which are
as follow:
3.1 Site Response
The emergency responders at the site or sites of the emergency provide strategic and tactical response to the
emergency as they attempt to mitigate its effects and bring the emergency under control. Site command
assumes the responsibility to lead the municipality’s response to the emergency and receives support from the
MECG/EOC command staff.
3.2 Corporate Response and Minimal (Essential) Services
The Emergency Operations Centre (EOC) is a virtual or physical location, with appropriate technology and
telecommunications infrastructure to ensure effective communication, where the leadership (MECG) of the
Town of Tillsonburg can gather to collectively and collaboratively support emergency response, and manage
the consequences of an emergency. The EOC or virtual EOC is utilized, where necessary, to centralize and
coordinate efforts occurring at the site(s). The MECG operating in the EOC or virtually is responsible for
business continuity within the municipality and for supporting the site command’s response to the emergency.
3.3 Minimal/Essential Services
Listed below are the minimal (essential) services that the municipality shall strive maintain throughout an
emergency. Each department will follow their Business Continuity (scale back) plans ensuring that essential
services identified are maintained during an emergency.
a. Wastewater Services
b. Water Treatment and Distribution
c. Paramedic Services
d. Police Services (OPP)
e. Fire Services
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f. Electrical Distribution (Tillsonburg Hydro Inc.)
g. Natural Gas Distribution (Enbridge)
h. Snow Clearing
i. Solid Waste Collection and Disposal
j. Cemeteries
k. IT Services
l. Finance
m. Legal
n. Human Resources
o. Clerks and Council Support
p. Social Services (Oxford County)
q. Fleet
r. Transit
s. Corporate Communications and Public Relations
t. Forestry Services
u. Road and Bridge Safety Services (activities to maintain safe vehicle movement)
v. Flood Control Services
w. By-law Enforcement
x. Construction and Building Inspection Services
While all services provided by the Municipality are important to its residents, the identified services are
considered to be essential and must be provided during an emergency to ensure the continued health, safety,
and wellbeing of the residents of the municipality.
3.4 Policy Group
The Policy Group is led by the Head of Council (HOC) in their assigned role and authority during an emergency
or the Mayor and comprised of members of Council sitting as Town Council at any regular or special meeting
called during an emergency situation.
The Policy Group may be established to receive information or reports during an emergency situation, and to
provide any necessary policy direction to the Municipal Emergency Control Group (MECG). The Act and
Emergency Management Program have assigned responsibility for management of emergency situations, so
the Policy Group does not have responsibility for emergency management during an emergency situation. The
HOC has the authority to declare or terminate an emergency.
3.5 Head of Council (HOC)
The Mayor or Deputy Mayor Acting Mayor as the HOC during an emergency. The HOC has all the powers set
out in the Act and Emergency Management Program for purposes of an emergency situation and/or declared
emergency. The HOC will receive training to ensure they understand their role during an emergency.
3.6 Councillors Role (When not acting in the Policy Group role)
The main responsibilities of Councillor are to:
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Assist relaying approved information to area residents;
Attend community or evacuee meetings;
Reassure constituents;
Support actions taking place in the community;
Liaise back through Mayor concerns from constituents; and
Follow leadership and requests of the Mayor
Councillors will receive training to ensure they understand their role and responsibilities during an
emergency.
3.7 Municipal Emergency Control Group (MECG)
The Municipal Emergency Control Group (MECG) is responsible for supporting the site command staff and
the management of business continuity for the unaffected portions of the municipality. The MECG is also
responsible for:
Notifying response agencies and coordinating the activities of the various departments and
organizations which are needed to effectively respond to and recover from the emergency;
Providing support to the Incident Commander and site personnel;
Collecting situational awareness information and prioritizing, evaluating, summarizing it, as well as
disseminating and displaying it;
Establishing priorities based on all the information gathered and developing EOC Incident Action Plans;
Obtaining, coordinating and managing payment of any additional resources (both personnel and
equipment) needed to support the emergency;
Liaising with Site Command to establish the geographic boundaries of the emergency;
Coordinating all internal and external information including communicating emergency information to
the general public; and
Maintaining the day-to-day activities of the community outside of the emergency area.
The MECG is listed in Section 1.8 and performs the following IMS functions, as required:
EOC Commander
EOC Coordinator (CEMC)
Emergency Information Officer (EIO)
Liaison Officer
Safety Officer
Operations Section Chief & key branch coordinators
Planning Section Chief
Logistics Section Chief
Finance and Admin Section Chief
MECG members may be required to perform multiple IMS functions depending on situational needs and
available staffing.
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4. Implementation of the Emergency Response Program
This Emergency Management Program can be implemented as soon as an emergency occurs, or is expected to
occur, which is considered to be of such magnitude as to warrant its implementation. An official declaration of
an “Emergency” does not have to be made for this Program to be implemented to protect the lives and
property of the inhabitants of the Town of Tillsonburg.
The Emergency Management Program authorizes employees of the Town of Tillsonburg to respond to an
emergency where an emergency exists or appears imminent, but has not yet been declared and take such
action(s) as may be necessary to protect the lives and property of the inhabitants of the Town of Tillsonburg.
Any of the Municipal Emergency Control Group members outlined in Section 4 shall have the training and
authority to effectively activate the EOC when they determine the activation of the EOC is necessary in
consultation with the CEMC. MECG members may receive an initial warning of a potential emergency and/or
arrive first at the scene of an emergency and determine the circumstances of the emergency, require the
support of the EOC.
The CEMC will be trained to utilize the emergency response messaging system to notify/alert the members
listed in section 4.1. In the event of a failure of the messaging system, CEMC members will contact the Town
of Tillsonburg Fire Rescue Services Communications Centre (Dispatch) to activate the EOC via the hardcopy
back-up telephone list and have personnel assemble at the appropriate EOC location.
4.1 Town of Tillsonburg EOC Notification System - (Fan Out)
All members of the MECG listed in Section 1.8 or their alternates if acting in place of the MECG member in
consultation with the CEMC may implement the Emergency Management Program through the municipality’s
emergency response messaging system.
4.2 Town of Tillsonburg Emergency Operations Centre (EOC)
There are primary, alternate and virtual EOC locations designated as EOC’s. In the event of implementation of
the Program for a declared or undeclared emergency, EOC personnel will be notified to attend virtually or
assemble at one of the designated confidential EOC locations.
4.3 Escalation of Emergencies in the Municipality
All Town departments and emergency service providers have agreed to use the following four emergency
management response levels as a guide to be used before, during and following emergencies. Each level
signifies the variation of the impact to the community caused by an emergency.
Response Level Actions Criteria Examples
Normal Operations Normal response by
operating departments
and responders.
Routine operations Small car accident,
isolated flooding, small
power outage, house
fire
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Level 1: Local MECG
monitoring level
Key members of the
Municipal Emergency
Control Group (MECG)
notified.
MECG monitors situation
and may communicate via
teleconference or other
electronic means.
Incident contained to one
area of the municipality.
Minor impact to citizens
and environment
Contained within inner
perimeter
Minor impact on resources
Apartment fire with
displacements,
contained hazmat, boil
water advisory, active
threat from person(s),
helicopter crash
Level 2: Partial
notification/ activation
local MECG
MECG notified and on
standby, key members of
MECG may convene in the
EOC.
Provincial Emergency
Operations Centre (PEOC)
may be notified. MECG
monitors situation and
may communicate via
teleconference or other
electronic means.
Incident contained within
one area of the
Municipality.
Significant impact to
citizens, property and
environment beyond the
outer perimeter
Significant media attention
Significant demand on
resources
May affect multiple
buildings
Chemical spill, multiple
fire locations, multiple
suspects/active threat
on the move,
municipal-wide boil
water advisory, isolated
communicable disease
outbreak
Level 3: Full activation
local MECG
MECG convened in EOC.
May require emergency
declaration.
PEOC notified.
Incident contained within
one Municipality
Possible activation
reception/evacuation
centre(s)
Major impact to citizens,
property and/or
environment beyond the
outer perimeter
Major media and/or public
interest
Major demand on
resources
Multiple
buildings/incidents
Ice storm, tornado,
chemical spill,
commercial airliner
crash, train derailment,
large propane
explosion, pipeline
leakage, potable water
emergency, epidemic,
terrorism, large scale
flood
Level 4: Municipal
Emergency
MECG convened in EOC.
May require emergency
declaration.
PEOC notified
Exceeds Municipal
resources / capabilities.
May affect the entire
municipality or multiple
portions of the
municipality.
Possible activation
reception /evacuation
centre(s)
Major impact to citizens,
property and/or
environment
Major media and/or public
Impact to facility or service
Level 3 examples that
Impact more than
one area of the
Municipality; or
Is contained
within one area of
the Municipality
but has major
municipal-wide
impact; or
Impacts Municipal
services
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5. Declaration and Termination of an Emergency
5.1 Prior to Declaration
When an emergency exists, but has not yet been declared, the Town of Tillsonburg employees and first
responders may take such action(s) under the authority of this Emergency Management Program necessary to
protect lives and property.
5.2 Declaration of an Emergency
The Mayor or Deputy Mayor, acting as Head of the Council, is responsible for declaring that an emergency
exists within the boundaries of the Town of Tillsonburg. In declaring an emergency, the Head of Council will
identify the geographical boundaries of the emergency area. The decision whether to declare an emergency
and the designation of geographical boundaries of the emergency area will be made in consultation with the
MECG and with reference to the provincial checklist (Schedule “G”) for declaring and terminating an
emergency.
The MECG will ensure that all personnel and Supporting Agencies concerned are advised of the declaration of
the emergency.
Upon declaration of an emergency in the Town of Tillsonburg the Mayor shall notify:
a. The Solicitor General and Office of Fire Marshal and Emergency Management (OFMEM) by email or
fax, through the Provincial Emergency Operations Centre (PEOC) using the form in Schedule “G” and;
b. Members of Town of Tillsonburg Council.
The following may also be notified of a declaration of emergency:
a. Local Member(s) of Provincial Parliament (MPPs);
b. Local Member(s) of Federal Parliament (MPs);
c. Local media;
d. The public; and
e. Heads of Council for neighbouring municipalities that may be impacted by the event or called upon for
assistance.
5.3 Termination of an Emergency
When it has been determined by the MECG, after referring to the Province of Ontario’s checklist (Schedule
“G”) for declaring and terminating an emergency, that the emergency should be terminated, the Mayor
and/or Council will make an official termination of declared emergency in writing (Schedule “H”).
The Premier of Ontario may also terminate an emergency at any time.
The EOC Commander will ensure that all personnel and Supporting Agencies concerned are advised of the
termination of the emergency.
Upon termination of an emergency in the Town of Tillsonburg the Mayor shall notify:
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a. Solicitor General and Office of Fire Marshal and Emergency Management (OFMEM) by email or fax,
through the Provincial Emergency Operations Centre (PEOC); and
b. Members of Town of Tillsonburg Council.
The following may also be notified of a termination of emergency:
a. Local Member(s) of Provincial Parliament (MPPs);
b. Local Member(s) of Federal Parliament (MPs);
c. Local media;
d. The public; and,
e. Heads of Council for neighbouring municipalities that may be impacted by the event or called upon for
assistance.
6. Requests for Assistance
It is possible that assistance from other levels of government, or external partner agencies with specialized
knowledge or expertise, may be required by the Town of Tillsonburg to help successfully respond to an
emergency situation.
Depending on the nature of the emergency and the assistance required, these agencies may be requested to
attend the emergency site(s) and/or EOC to provide assistance, or provide information and advice to the MECG
through the Liaison Officer or EOC Coordinator.
6.1 Requesting Neighbouring Jurisdiction Support
When the resources of the Town of Tillsonburg are at capacity or there is a need for support from neighbouring
municipal jurisdictions and with approval from the EOC Commander, the MECG Liaison Officer or EOC
Coordinator may request assistance by contacting the appropriate authorities in those municipal jurisdictions.
(See Section 1.5 of the ERP for Mutual Aid Agreements)
When the resources of the Town of Tillsonburg are at capacity or there is a need for support from private or
Non-Government Organizations (NGO), and with approval from the EOC Commander, the EOC Commander
may authorize an MECG member to make the request for assistance by contacting the appropriate
representatives for those organizations. A listing of the MOU’s with volunteer based organizations is contained
in Schedule “B” of the ERP.
6.2 Requesting Provincial Assistance
Where provincial assistance is required, which is outside of the normal departmental or service working
agreements, the request will be made to Office of the Fire Marshal and or Emergency Management through
the Provincial Emergency Operations Centre (PEOC).
6.3 Requesting Federal Assistance
Requests for personnel or resources from the Federal Government are requested through the Provincial
Emergency Operations Centre who in turn liaises with the Federal Government Operations Centre.
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6.4 Support Agency Composition
When requested by the MECG, Support Agencies work in support of the EOC and site and include but are not
limited to the agencies listed in Schedule “C”. Support agency representatives may be invited to attend MECG
or site meetings as required.
7. Incident Management System
The Town’s Emergency Management Program adopts the principles of the Incident Management System (IMS).
Based on five key functions that must occur during any emergency situation, IMS can be used for any size or
type of emergency to manage response personnel, facilities, and equipment. Principles of the Incident
Management System include the use of common terminology, modular organization, integrated
communications, unified command structure, action planning, manageable span of control, and
comprehensive resource management.
7.1 Incident Commander (Site)
The Incident Commander at site is a trained member from the lead agency for the emergency response
and is responsible for and/or has the authority to:
a. Establish a Unified Command structure for the purpose of information sharing, establishing
objectives regarding emergency site management and prioritizing resources where applicable
between the responding agency Incident Commanders;
b. Designate an emergency site media coordinator to liaise with EIO;
c. Implement the strategy established by the MECG at the emergency site(s), if required;
Policy Group
(HOC)
Council
EOC
Commander
Operations Logistics Planning Finance &
Administration
Safety Liaison
Information EOC Coordinator
CEMC
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d. Ensure that responding agencies make available the human and material resources that are
required at the emergency site;
e. Maintain a communication link with the MECG for the flow of information regarding the
management of the emergency site;
f. Maintain a record of events, decisions made and actions taken as Incident Commander;
g. Participate in a debriefing with MECG regarding the emergency, if required; and
h. Assist the CEMC in creating an after action report on the emergency.
Unified Command
The Unified Command system is a method used to carry out site command in which agencies responding to an
incident will share responsibility. This may be necessary when incidents meet the following criteria:
Multiple jurisdictions are involved,
A single jurisdiction with multiple responding agencies sharing responsibility, or
Multiple jurisdictions with multiagency involvement
If a Unified Command is needed, agency commanders representing agencies or jurisdictions that share
responsibility for the incident may manage the response from a single command post or alternatively County
or Municipal officials may be invited to the EOC as a member of the MECG to coordinate efforts. Under a
Unified Command, a single, coordinated incident action plan will direct all activities.
7.2 Response Goals
The following response goals are applied to all emergency situations. In order of priority they are:
1. Provide for the health and safety of all responders.
2. Save lives.
3. Reduce suffering.
4. Protect public health.
5. Protect critical infrastructure.
6. Protect property.
7. Protect the environment.
8. Reduce economic and social losses.
7.3 Incident Management System Functions
7.3.1 Head of Council (Mayor or Deputy Mayor)
Responsibilities of the Head of Council include:
Requesting County and/or Municipal level assistance.
Declaration of an emergency.
Termination of a declared emergency.
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Acting as an official spokesperson.
Ensuring members of Council are notified and regularly updated of the emergency.
Notifying the Mayors of adjoining municipalities of the emergency if required and providing any status
reports.
Leading the Policy Group
7.3.2 Policy Group (Council Members when sitting as Council)
Responsibilities of Councillors include:
Receive information or reports during an emergency situation
Provide any necessary overall policy direction to the MECG
Changing/amending bylaws or policies.
Termination of a declared emergency through the MECG
Assist in relaying approved information to area residents;
Attend community or evacuee meetings;
Reassure constituents;
Support actions taking place in the community;
Liaise back through Mayor concerns from constituents; and
Follow leadership and requests of the Mayor.
7.3.3 Municipal Emergency Control Group (MECG)
The primary responsibility of the MECG in an emergency is to support the emergency response activities
of the site command and to ensure business continuity for the municipality. It is also the responsibility of
the MECG to ensure that response priorities set out in section 7.2 are established, and that planning and
response activities are coordinated, both within the EOC (i.e. between sections) and between sites and
other EOCs.
The Municipal Emergency Control Group performs the following IMS positions:
EOC Commander
EOC Coordinator
Emergency Information Officer
Safety Officer (EOC)
Liaison Officer
Operations Section Chief
Planning Section Chief
Logistics Section Chief
Finance and Administration Section Chief
7.3.4 Emergency Operations Centre Commander - (EOC) Commander
Overall authority and responsibility for the activities of the EOC.
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Sets out priorities and objectives in conjunction with the MECG members for each operational period
and ensures they are carried out.
Liaises with the Policy Group (Head of Council) and advise whether or not a declaration and
termination of an emergency is recommended.
Ensures Council is updated
Designates the geographical boundaries of the emergency area.
Authorizes the extraordinary expenditure of municipal funds during the emergency.
Confirms the adequacy of the expenditure limits as identified in the purchasing by-law.
Approves emergency information releases.
Establishes procedures to be taken for the safety or evacuation of persons in an emergency area in
partnership with other agencies as needed.
Determines what agencies or experts are required in the EOC.
Determines which Command staff positions are required and ensures they are filled as soon as
possible.
o EOC Coordinator
o Emergency Information Officer
o Liaison Officer
o Safety Officer
Determines what General Staff positions are needed, assigns Section Chiefs as appropriate and
ensures adequate staffing in sections as required.
o Operations Chief
o Planning Chief
o Logistics Chief
o Finance and Administration Chief
7.3.5 EOC Coordinator (CEMC)
Ensures that the EOC is setup and operational
Assist the EOC Commander in determining EOC staffing levels
Provides EOC staff guidance and support regarding their roles and responsibilities
Serves as an advisor to the EOC Commander and Section Chief’s as needed, providing information and
guidance related to the internal functions of the EOC and ensure compliance with existing emergency
plans and procedures
Assists the Liaison Officer with the coordination of agencies and/or departments within the EOC.
Provides input on the strategic direction and advice to the MECG regarding emergency management
issues
Liaises with the neighbouring CEMCs, Office of Fire Marshal and Emergency Management, Provincial
Emergency Operations Centre (PEOC) and other provincial and federal representatives and agencies
as required.
In conjunction with the EOC Commander, facilitates a debriefing with the EOC personnel and other
appropriate agencies or organizations and prepares an After Action Report on the emergency.
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7.3.6 Emergency Information Officer (EIO)
Establishes and maintains media contacts.
Ensures the Emergency Communications Team members have the training, skills and equipment
required for the preparation of media releases and that pre-incident media releases are prepared for
the events listed in Section 2 HIRA to enhance emergency timely communications to staff, council and
the public in emergencies.
Ensures the preparation of incident news releases; coordinating interviews, news conferences, media
briefings and internal staff updates.
Develops public information materials; providing messaging for use by Customer Service Centre,
Emergency Communications Team and EOC staff.
Establishes communications strategies for internal and external purposes.
Monitors media and information sources.
Liaises and coordinates messages with Site Media Officers and Emergency Communications Team.
Ensures public safety information is provided in accessible formats as required by provincial legislation.
Establishes a liaison at evacuation/reception centres to ensure the timely and accurate relaying of
information to the evacuees.
Ensures coordinated information messaging and releases with neighbouring jurisdictions and assisting
agencies, including the Southwestern Public Health Unit media representatives.
7.3.7 Liaison Officer
Invites required or requested agencies and stakeholders to the EOC, as identified by the EOC
Commander and MECG and maintains contact when required.
In coordination with the Emergency Information Officer, assist the EOC Commander in ensuring proper
procedures are in place for communicating with the Policy Group.
Establish and maintain contact with appropriate external agencies (such as: Utilities, Transportation,
Volunteer Organizations, Private Sector, etc.) and share situation information, as needed.
Liaises with the neighbouring Municipal officials, as needed
7.3.8 Safety Officer
Coordinate and initiate critical incident stress and employee assistance programs
Provides advice and assistance on matters related to occupational health and safety regulations for
EOC personnel.
Monitors, assesses, and recommends modifications to safety conditions in the EOC and halting unsafe
operations, as necessary.
Liaises and provides advice and support to site Safety Officer regarding health and safety issues for
site personnel, as required.
7.3.9 Planning Section Chief
Collects, processes, evaluates and displays situation information.
Develops EOC Incident Actions Plans in coordination with other functions.
Tracks the status of EOC issued resources.
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Plans for additional resources to ensure the continuity of the Municipal Emergency Control Group
during extended operations by liaising with the Logistics Officer.
Maintains all EOC documentation.
Conducts advance planning activities and makes recommendation for action.
Obtains technical experts for the EOC, as required.
Plans for EOC demobilization of personnel and resources.
Facilitates the transition to the recovery phase.
7.3.10 Logistics Section Chief
Provides/acquires requested resources including personnel, facilities, equipment and supplies.
Liaises with the Social Services Branch Coordinator and Police Branch Coordinator for the selection,
operation and maintenance of suitable facilities for Reception Centres and Evacuation Centres.
Opens and operates the facilities
Arranges access to technological and telecommunication resources and support.
Acquires and arranges resources for the transportation of personnel, evacuees and goods.
Organizes and coordinates volunteers with or without the assistance of Non-Government
Organizations
Provides other support services such as arranging for food and lodging for workers within the EOC and
other sites.
7.3.11 Finance and Administration Section Chief
Monitors the expenditure process, and response and recovery costs.
Coordinates claims and compensation.
Tracks and reports on personnel time.
Develops service agreements and/or contracts.
Oversees the purchasing processes.
Oversees the management of monetary donations
7.4 Operations Section
The Operations Section maintains direct contact with the site(s) and coordinates the overall site support
response, in conjunction with other agencies and/or departments. The Operations Section is also
responsible for gathering current situation information from the site and sharing it with the Planning
Section and other MECG personnel, as appropriate; coordinating resource requests from the site level;
and directing deployment of all EOC issued resources to the Incident Commander.
7.4.1 Operations Chief
Ensures coordination of the Operations function including supervision of the various Branches
required to support the emergency event.
Ensures that operational objectives and assignments identified in EOC Action Plans are carried out
effectively.
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Establishes the appropriate level of Branch and Unit organizations within the Operations Section,
continuously monitoring the effectiveness and modifying accordingly.
Consults with Planning Chief to clearly define areas of responsibility between the Operations and
Planning Sections.
Assists EOC command in determining the emergency boundary area and site vs. EOC responsibilities
Maintains a communications link between Incident Commanders (sites), and the EOC for the purpose
of coordinating the overall response, resource requests and event status information.
Ensures that the Planning Section is provided with Branch Status Reports and Incident Reports.
Conducts periodic Operations briefings for the EOC Commander and EOC Management Team, as
required or requested.
Approves special resource requests and/or obtains the EOC Commander’s approval of critical and
extra-ordinary resources.
Supervises the Operations Section.
7.4.2 Operations Section Branch Coordinators
Branch Coordinators oversee the operations of a particular municipal department, division, section or outside
agency. A Branch Coordinator is responsible for coordinating the activities of their department/agency site
personnel and dispatch centre (if one exists). Additional Branch staff may be needed, dependent on the size of
the emergency event and the support required. Branch Coordinators may include, but are not limited to:
7.4.2.1 Fire Services Branch Coordinator
Establishes ongoing communications with Fire Site Commander.
Provides a site Incident Commander as designated by the MECG.
Arranges and coordinates fire suppression, as well as hazardous materials support operations.
Coordinates fire branch activities with fire site personnel and fire dispatch centre.
Liaises with the Oxford / Elgin & Norfolk County Fire Coordinators about the emergency and the need
for additional resources required.
Acquires and coordinates all mutual aid fire resources as necessary.
Ensures an appropriate level of continuous fire protection services to the unaffected part of the
municipality in accordance with legal obligations and available resources.
Advises and provides consultation on the issue of evacuation / shelter in place relative to the number
of citizens involved, and/or the size of the geographical area involved, under the jurisdiction of Fire
Services.
Assists in the alerting of persons endangered by the emergency.
Implements the objectives of the EOC Action Plan assigned to the Fire Branch.
Completes and maintains Branch Status Reports throughout the emergency.
Maintains status of unassigned Fire Service resources.
Provides routine status reports to the Operations Section Chief.
7.4.2.2 Parks and Forestry Branch Coordinator
Coordinates activities and site personnel within the Parks and Forestry Services Branch.
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Coordinates parks, forestry, cemeteries and maintenance operations during the emergency, including
clearing, storage and disposal of debris on municipally-owned properties.
Liaises with the Public Works Branch Coordinator to prioritize resources according to the most critical
needs of the municipality.
Coordinates with the Planning Section Chief for mass burials in municipally-owned cemeteries.
Coordinates with Ministry of Natural Resources and local conservation authorities as required.
Provides routine status reports to the Operations Section Chief.
7.4.2.3 Public Works Branch Coordinator
Establishes ongoing communications with Public Works Site Commander.
Provides a site Incident Commander as designated by the MECG.
Coordinates Public Works Branch activities with public works site personnel.
Places all required Public Works employees on appropriate shifts upon being notified of activation of
the Program.
Advises the MECG with information and advice on transportation, engineering, critical infrastructure
and public works matters including recovery and rehabilitation of municipal services, fleet, water,
wastewater, environmental operations and levels-of-service.
Liaises with the Managers of Transportation and Environmental Services and senior public works
officials from neighbouring communities to ensure a coordinated response to transportation,
engineering, critical infrastructure and public works matters as required.
Provides assistance to other municipal departments and external organizations and agencies as
required.
Provides equipment in support of emergency site.
Liaises with utilities and agencies to discontinue, maintain, or restore any engineering service or utility
to consumers as required or determined by the MECG.
Liaises with local community partners to provide special equipment, vehicles and personnel as
required.
Liaises with Ministry of the Environment and other relevant agencies and departments with respect
to environment contamination.
Liaises with local Conservation Authorities with respect to water levels during times of flooding or
anticipated flooding.
Supports traffic control operations as required.
Surveys all other infrastructure systems, such as roads, bridges, sewer and water systems within the
area.
Ensures an appropriate level of continuous service to the unaffected part of the municipality in
accordance with statutory obligations and available resources.
Coordinates waste management issues including collection, processing and disposal.
Coordinates debris removal services as required.
Arranges, as required, for the Chief Building Official (or alternate) to inspect and take appropriate
action for the demolition of unsafe buildings or required remedial actions for unsafe buildings.
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Provides routine status reports to the Operations Section Chief.
Coordinates asset management for roads, bridges, water, wastewater and storm water and facilities
programs.
Ensures adequate emergency water supply/pressure for effective fire suppression operations.
Arranges for the provision of emergency potable water supplies and sanitation facilities in co-
ordination with the Medical Officer of Health and Logistics Section Chief.
Ensures the clearing of blocked passageways in coordination with the Site Incident Commander, either
inside or outside the emergency perimeter.
Coordinates the removal of rubble for emergency response.
7.4.2.4 Building Inspection Branch Coordinator
Provides and/or arranges for advice on the structural safety of buildings.
Identifies and prioritizes damaged structures to be inspected.
Coordinates building inspection personnel.
Takes action to ensure the protection of the public including, but not limited to:
o Upon a completion of an application, issues required building/demolition permits to property
owners;
o Prohibiting the use or occupancy of a building;
o Order a building to be renovated, repaired or demolished to remove an unsafe condition; and
o Take measures necessary to terminate the danger where a building is involved.
o Provides technical expertise regarding the construction of buildings, as required.
o Provides advice and assistance relating to the enforcement of municipal by-laws and property
standards
o Enforces by-laws by investigating to determine if there is a violation(s) and will take the
necessary measures to ensure the violation(s) is corrected (compliance obtained).
o Responds to citizen complaints and conducts proactive investigations.
o Provides routine status reports to the Operations Section Chief.
7.4.2.5 Police Services Branch Coordinator
Ensures all necessary emergency services are notified as required.
When legally required to do so, ensures an investigation is conducted and further ensures all other
investigative agencies are notified and provides assistance as needed.
Ensures a communication link is established between the MECG/EOC and the OPP On-Scene Command
Post.
Provides trained staff to act as the site media officer and ensure they liaise with the EIO and Incident
Commander.
Provides the MECG with advice on public safety matters.
Ensures persons endangered by the emergency are alerted and provides coordination of evacuation
procedures and management, including traffic control on evacuation routes.
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Liaise with the Social Services Branch Coordinator and Logistics Chief regarding the site(s) selected for
reception centre(s) and the approximate time of arrival of the first evacuees.
Ensures a police presence and/or security (via Logistics Section) is provided at the site, EOC, reception
centres, holding areas and other facilities, as required.
When required, assists the Incident Commander (IC) in fulfilling his/her responsibilities.
Provides routine status reports to the Operations Section Chief.
7.4.2.6 Paramedic Services Branch Coordinator (EMS)
In conjunction with the IC, assesses the need and the initial request for (special) emergency resources
at the emergency site, e.g., multi-patient units, support units, air ambulances, etc., and any other
medical resources required.
Liaise with hospitals for the efficient distribution of casualties through the London Central Ambulance
Communication Centre (CACC) Dispatch.
Notifies and requests assistance of the Ontario Ministry of Health and Long-Term Care, Emergency
Health Services Branch through Ontario Health West.
Liaise with neighbouring Paramedic Services regarding areas of mutual concern which may include
coverage issues, distribution of patients to area hospitals and any other issues needed in pre-hospital
care.
In conjunction with the IC, assess the need and initial request for on-site medical teams from hospitals
and whether assistance is required from Police or other emergency services in providing
transportation to the scene for these medical teams.
When required, assists the Incident Commander (IC) in fulfilling his/her responsibilities.
Liaise with the Public Works Branch Coordinator in providing busses for low acuity patients.
Liaise with the Social Services Branch Coordinator and the Medical Officer of Health (MOH) regarding
the evacuation of persons requiring ambulance or other stretcher transportation and assist with the
organization.
Provides routine status reports to the Operations Section Chief.
Acts as a coordinating link with the LHIN for all health services at the EOC, as appropriate.
Note: Hospitals will not routinely provide on-site triage or medical teams. Medical assistance may be
requested to deal with extraordinary instances such as prolonged and extensive entrapment, etc.
Emergency Medical Assistance Team (EMAT) may be requested through the Provincial Emergency
Operations Centre (PEOC).
7.4.2.7 Public Health Branch Coordinator (Medical Officer of Health)
Liaise with the Provincial Ministry of Health and Long-Term Care (MOHLTC), Public Health Ontario
(PHO), and Ontario Health West as needed.
Notify the MECG/EOC of potential threats.
Liaise and coordinate with community health care partners as needed, as part of the Public Health
emergency response (e.g., physicians, hospitals, etc.).
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Provides advice and recommendations to the public on matters which affect the health of the
community (e.g., boil water advisory, preventive measures for infectious disease outbreaks).
Coordinates the health response to public health emergencies or emergencies with public health
impacts (e.g., infectious disease outbreaks, contamination of the drinking water, etc.), according to
Ministry of Health and Long-Term Care direction, the Ontario Public Health Standards, the Health
Protection and Promotion Act, and/or other relevant legislation (e.g., Safe Drinking Water Act). The
Public Health response would be aligned with the County’s emergency response.
Liaise with the Public Works Branch Coordinator to ensure the safety of drinking water and appropriate
sanitation services.
Liaise with the Social Services Branch Coordinator and provide support specific to
reception/evacuation centres, or other temporary lodging sites, in the areas of:
o environmental health consultation (food, water safety, sanitation and infection control
practices)
o participation in intake of clients at a reception/evacuation centre;
o infectious disease case management and surveillance; and
o infectious disease outbreak control
Provides routine status reports to the Operations Section Chief.
7.4.2.8 Oxford County Human Services Branch Coordinator
Implements the Emergency Social Services (ESS) Plan that is aimed at providing services to those
people displaced as a result of an emergency or disaster.
Ensures reception centres are established, operated, staffed and closed, with the assistance of Parks
and Recreation, Public Health and Police Branches and designated volunteer agencies for the
registration, feeding, care, clothing, welfare and shelter of persons using the centres.
Liaise with the logistics Section Chief with respect to determining the location of the reception centre
when using a municipal facility.
Ensures that property representative(s) is/are notified when a public or private facility(s) is/are
required as reception centre(s)
Determines whether additional reception centres need to be opened.
Liaise with the Police Branch Coordinator (or designate) and the Logistics Section Chief with respect to
the establishment of reception centres, security and other areas of mutual concern.
Liaise with the Logistics Section Chief and Public Health and Fire Branch Coordinators on areas of
mutual concern regarding operations in reception centres when requested by reception centre
personnel including:
o Food safety and water quality
o General sanitation and health hazards
o Infection prevention and control
o Accommodation standards for emergency lodging
o Assessment of the health risks of the affected community
o Fire protection
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Liaise with Public Works and local transportation companies (if needed) for the provision of
transportation of evacuees to and from reception centre.
Oversees the management of donated goods other than monetary donations
Provides routine status reports to the Operations Section Chief.
7.5 Emergency Management Support Roles
7.5.1 EOC SCRIBES
Reports to the EOC or Site Command as directed by the Planning Chief or delegate.
Performs duties as assigned by their Commander, Coordinator, or MECG member, including
maintaining event boards, accurate and organized records and logs.
Ensures a thorough briefing and transfer of information to anyone relieving them of their duties.
Ensures all records and logs are submitted to the Planning Section Chief at the conclusion of the
emergency/event.
7.5.2 Information Technology (IT) & Geographic Information System (GIS)
Reports to the EOC or Site Command as directed by the Planning Section Chief or designate
Performs duties as requested by the MECG or Site Command
Creates a common operating picture through the creation of GIS mapping.
Provides data estimates relating to the emergency, including affected population and the number of
structures or facilities.
Ensures their equipment and software is in a state of operational readiness.
7.5.3 Municipal Call Centre Coordinator
Reports to the Emergency Information Officer.
Manages the Customer Service Centre.
Ensures tracking of inquires/questions from the public are recorded at the Customer Contact Centre.
Disseminates approved emergency information and messages to the Customer Contact Centre
personnel for public inquiries.
7.5.4 Emergency Communications Team
During an emergency efficient communication with all stakeholders is essential. This will expedite the
municipality’s efforts to assist the public in coping with and recovering from a major emergency. The
Emergency Communications Team, led by the Emergency Information Officer, is comprised of trained
municipal staff and coordinates communications from the municipality and its supporting agencies. The Team
provides a direct link from the EOC to media, municipal staff, community leaders, businesses and public, to
deliver critical information before an impending emergency (if applicable), during and after a major disaster or
public emergency. In the event that a municipal emergency is escalated to a provincial or federal emergency,
the highest level of government will be the lead emergency information agency with support from the
municipality.
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The Emergency Communications Team is responsible for and not limited to:
Work with MECG re internal and external communication.
Develop communications strategy, key messages, etc. as the situation dictates.
Notify media, community support agencies, service providers, etc.
When applicable, arrange for 211 support to get incident-related messages to the public.
Work in coordination with other agencies and government communication teams.
Media monitoring, including traditional and various social media platforms to ensure concerns from the public
are received and accurate information is being relayed to the public. Corrections to inaccurate information are
made through the Town of Tillsonburg approved media releases and updates.
8. Emergency Management Program Supporting
Documents
This section outlines supporting documents and/or plans to help support the emergency response and recovery
issues. A list of supporting plans and critical support documents is outlined in Schedule “F”.
9. Compensation for Losses
The Municipal Disaster Recovery Assistance (MDRA) program may help municipalities address
extraordinary emergency response costs and damage to essential property or infrastructure like bridges,
roads and public buildings, as a result of a natural disaster.
The Disaster Recovery Assistance for Ontarians (DRAO) program may provide assistance to individuals,
small businesses, farmers and not-for-profit organizations that have experienced damage to, or loss of,
essential property as a result of a natural disaster.
For further information, visit the website of the Ministry of Municipal Affairs and Housing.
10. Emergency Management Program Review and
Maintenance
The Town of Tillsonburg will be maintained and distributed by the Community Emergency Management
Coordinator (CEMC) to the public via the Town of Tillsonburg public website.
The Program will be reviewed annually by the Emergency Management Program Committee. The review
and recommended revisions will be coordinated by the CEMC.
The Program shall be revised only by By-law; however, revisions to the schedules, appendices and minor
administrative or housekeeping changes may be made by the CEMC in consultation with the Emergency
Management Program Committee and the Town Clerk.
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It is the responsibility of each person, agency, service or department identified within the Program to
notify the CEMC forthwith, of the need for any administrative changes or revisions to the ERP or
supporting plans.
The CEMC or designate is responsible for maintaining a current confidential contact list for EOC personnel
and Support Agencies.
Each Department and Support Agency involved with this Plan should prepare emergency response
procedures or guidelines (i.e. Departmental Emergency Plan) outlining how it will fulfil its own internal
responsibilities under this Plan during an emergency.
Each Department and Support Agency should designate a member of its staff to review, revise and
maintain its own functional emergency response procedures or guidelines on a periodic basis.
10.1 Exercising of the Emergency Management Program
At least one exercise will be organized and conducted annually by the CEMC and EMPC in order to test
the overall effectiveness of the ERP. Recommendations arising from the annual exercise shall be
considered by the Emergency Management Program Committee for revisions to the ERP.
10.2 Program Distribution
Electronic or hardcopy of the Emergency Management Program will be provided to EOC personnel,
partner organizations and agencies, the Province, and bordering municipalities and regions that may have
a role to play in responding to or providing assistance for emergencies in the Town of Tillsonburg.
10.3 Revision History
Rev. No. Revised by Revision Date
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10.4 Abbreviations
AAR After Action Report
CACC Central Ambulance Communication Centre
CAO Chief Administrative Officer
CEMC Community Emergency Management Coordinator
CN Canadian National Railway
CP Canadian Pacific Railway
CPIPP Community Pandemic Influenza Preparedness Plan
DRAO Disaster Recovery Assistance for Ontarians
EIO Emergency Information Officer
EMCPA Emergency Management and Civil Protection Act
EMPC Emergency Management Program Committee
EMO Emergency Management Ontario
EMS Oxford County Paramedic Services
EOC Emergency Operations Centre
GIS Geographic Information System
HAZMAT Hazardous Materials
HIRA Hazard Identification and Risk Assessment
HOC Head of Council
IAP Incident Action Plans
IMS
LPRCA
OHW
Incident Management System
Long Point Region Conservation Authority
Ontario Health West
MDRAO Municipal Disaster Recovery Assistance for Ontarians
MECG Municipal Emergency Control Group
MOECP Ministry of Environment, Conservation and Parks
MOH Medical Officer of Health
MOHLTC Ministry of Health and Long-Term Care
MOU Memorandum of Understanding
MNRF
MOSG
Ministry of Natural Resources and Forestry
Ministry of the Solicitor General MP Local Members of Federal Parliament
MPP Local Members of Provincial Parliament
MTO Ministry of Transportation
OCHS Oxford County Human Services
OFM
OPP
Office of the Fire Marshal
Ontario Provincial Police PEOC Provincial Emergency Operations Centre
RCP Recreation, Parks & Culture
REACT Radio Emergency Associated Communications Team
SPCA
TDMH
Society for the Prevention of Cruelty of Animals
Tillsonburg District Memorial Hospital
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11. SCHEDULE “A” Emergency Mutual Aid and Assistance
Agreements
To be added.
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12. SCHEDULE “B” List of Volunteer-Based Organizations
To be added.
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13. SCHEDULE “C” List of Support Agencies
Southwestern Public Health Unit
Tillsonburg Hydro Inc.
Hydro One
Enbridge
Tillsonburg District Memorial Hospital
Salvation Army
Red Cross
Dodsley Propane / Superior Propane
Ontario Society for the Prevention of Cruelty to Animals (OSPCA)
Provincial and Federal Ministries as required, i.e. MOECC, MTO, MNR
Long Point Regional Conservation Authority (LPRCA)
Thames Valley District School Board
London District Catholic School board
Representatives from any other service organization or agency deemed necessary by the Municipal
Emergency Control Group.
NGO Alliance is contact for agencies listed in chart below
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14. SCHEDULE “D” Hazard Identification Risk Assessment
Hazard / Emergency Frequency Severity RISK Level of Risk
Tornado 2 Unlikely 8 Major 16 HIGH
Explosion / Fire 5 Certain 5 Moderate 25 HIGH
Snowstorm / Blizzard 5 Certain 5 Moderate 25 HIGH
Transportation Emergency - Air 2 Unlikely 8 Major 16 HIGH
HAZMAT Spill - Fixed Site Incident 4 Likely 5 Moderate 20 HIGH
Freezing Rain / Ice Storm 5 Certain 5 Moderate 25 HIGH
HAZMAT Spill - Fixed Site Incident 4 Likely 5 Moderate 20 HIGH
Terrorism / CBRNE 2 Unlikely 8 Major 16 HIGH
Human Health Emergency - Pandemic 2 Unlikely 8 Major 16 HIGH
Critical Infrastructure Failure 3 Probable 5 Moderate 15 MEDIUM
Cyber Attack 3 Probable 5 Moderate 15 MEDIUM
Flood - Urban 3 Probable 5 Moderate 15 MEDIUM
Transportation Emergency - Rail 3 Probable 5 Moderate 15 MEDIUM
Extreme Temperatures - Cold Wave 3 Probable 5 Moderate 15 MEDIUM
Extreme Temperatures - Heat Wave 3 Probable 5 Moderate 15 MEDIUM
HAZMAT Spill Transportation Incident 3 Probable 5 Moderate 15 MEDIUM
Human Health Emergency - Epidemic 3 Probable 5 Moderate 15 MEDIUM
Oil / Natural Gas Emergency 3 Probable 5 Moderate 15 MEDIUM
Special Event 3 Probable 5 Moderate 15 MEDIUM
Drinking Water Emergency 3 Probable 5 Moderate 15 MEDIUM
Building / Structure Collapse 3 Probable 5 Moderate 15 MEDIUM
Transportation Emergency - Road 3 Likely 5 Moderate 15 MEDIUM
Lightning 5 Certain 2 Minor 10 LOW
Windstorm 5 Certain 2 Minor 10 LOW
Flood - Riverine 3 Probable 2 Minor 6 LOW
Fog 5 Certain 2 Minor 10 LOW
Drought / Low Water 3 Probable 2 Minor 6 LOW
Earthquake 2 Unlikely 5 Moderate 10 LOW
Dam Failure 2 Unlikely 5 Moderate 10 LOW
Drought / Low Water 2 Unlikely 5 Moderate 6 LOW
Earthquake 2 Unlikely 5 Moderate 10 LOW
Energy Emergency (Supply) 2 Unlikely 5 Moderate 10 LOW
Forest / Wildland Fire 3 Probable 2 Minor 6 LOW
Hurricane 2 Unlikely 2 Minor 4 LOW
Land Subsidence 2 Unlikely 4 Minor 8 LOW
Hail 5 Likely 2 Minor 10 LOW
Food Emergency 2 Unlikely 5 Moderate 10 LOW
Erosion 2 Unlikely 2 Minor 4 LOW
Civil Disorder 2 Unlikely 2 Minor 4 LOW
Geomagnetic Storm 2 Unlikely 4 Moderate 6 LOW
Farm Animal Disease 2 Unlikely 2 Minor 4 LOW
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15. SCHEDULE “E” Critical Infrastructure List (CI)
(Omitted intentionally)
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16. SCHEDULE “F” Emergency Management Program
Support Documents and Plans
(Omitted intentionally)
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17. SCHEDULE “G” Emergency Declaration
Checklist
Town of Tillsonburg Emergency Declaration Form based on Provincial Emergency
Declaration Checklist in Consideration of a Declaration of Emergency
(Note: All references in this document refer to the Emergency Management and
Civil Protection Act, R.S.O. 1990, Chapter E.9, as amended 2006)
* This checklist is for use by municipal heads of council considering the declaration of an emergency within
their municipality. This checklist is not intended to provide any sort of legal advice – it is merely a reference
tool.
An emergency is defined under the Emergency Management and Civil Protection Act as “a situation, or an
impending situation that constitutes a danger of major proportions that could result in serious harm to
persons or substantial damage to property and that is caused by the forces of nature, a disease or other
health risk, an accident or an act whether intentional or otherwise [Section 1, definition of an emergency].
Under the Emergency Management and Civil Protection Act, only the head of council of a municipality (or his
or her designate) and the Lieutenant Governor in Council or the Premier have the authority to declare an
emergency. The Premier, the head of council, as well as a municipal council, have the authority to terminate
an emergency declaration [Sections 4 (1), (2), (4)].
An emergency declaration may extend to all, or any part of the geographical area under the jurisdiction of
the municipality [Section 4 (1)].
If the decision is made to declare an emergency, the municipality must notify Emergency Management
Ontario (on behalf of the Minister of Community Safety and Correctional Services) as soon as possible
[Section 4 (3)]. Although a verbal declaration of emergency is permitted, all declarations should ultimately be
made in writing to ensure proper documentation is maintained. Written declarations should be made on
municipal letterhead, using the template provided by Emergency Management Ontario, and should be faxed
to (416) 314-0474. When declaring an emergency, please notify the Provincial Emergency Operations Centre
at 1-866-314-0472.
When considering whether to declare an emergency, a positive response to one or more of the following
criteria may indicate that a situation, whether actual or anticipated, warrants the declaration of an
emergency:
General and Government:
Is the situation an extraordinary event requiring extraordinary measures?
[Section 4 (1) permits a head of council to “take such action and make such orders as he or she
considers necessary and are not contrary to law” during an emergency.]
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Does the situation pose a danger of major proportions to life or property? [Section 1, definition of
an emergency]
Does the situation pose a threat to the provision of essential services (e.g., energy, potable water,
sewage treatment/containment, supply of goods or medical care)? [Some situations may require
extraordinary measures be taken or expenditures be made to maintain or restore essential services. A
declaration of emergency may allow a head of council to expend funds outside of his or her spending
resolutions and/or the regular approval process of the municipality.]
Does the situation threaten social order and the ability to govern? [Whether due to a loss of
infrastructure or social unrest (e.g., a riot), a crisis situation has the potential to threaten a council’s
ability to govern. In such cases, extraordinary measures may need to be taken. Section 4 (1)
provides for extraordinary measures, not contrary to law. Section 55 (1) of the Police Services Act
provides for the creation of special policing arrangements during an emergency.]
Is the event attracting significant media and/or public interest? [Experience demonstrates that the
media and public often view the declaration of an emergency as a decisive action toward addressing
a crisis. It must be made clear that an “emergency” is a legal declaration and does not indicate that
the municipality has lost control. An emergency declaration provides an opportunity to highlight
action being taken under your municipal emergency response plan.]
Has there been a declaration of emergency by another level of government? [A declaration of
emergency on the part of another level of government (e.g., lower-tier, upper-tier, provincial,
federal) may indicate that you should declare an emergency within your municipality. For example,
in the event of a widespread disaster affecting numerous lower-tier municipalities within a county,
the county will likely need to enact its emergency response plan and should strongly consider the
declaration of an emergency. In some cases, however, a declaration of emergency by a higher level
of government may provide sufficient authorities to the lower-tier communities involved (e.g.,
municipalities operating under the authority of a provincial or federal declaration).]
Legal:
Might legal action be taken against municipal employees or councillors related to their actions
during the current crisis? [Section 11 (1) states that “no action or other proceeding lies or shall be
instituted against a member of council, an employee of a municipality, an employee of a local
services board, an employee of a district social services administration board, a minister of the
Crown, a Crown employee or any other individual acting pursuant to this Act or an order made
under this Act for any act done in good faith in the exercise or performance or the intended exercise
or performance of any power or duty under this Act or an order under this Act or for neglect or
default in the good faith exercise or performance of such a power or duty.” Section 11 (3), however,
states “subsection (1) does not relieve a municipality of liability for the acts or omissions of a
member of council or an employee of the municipality….”]
Are volunteers assisting? [The Workplace Safety and Insurance Act provides that persons who assist
in connection with a declared emergency are considered “workers” under the Act and are eligible
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for benefits if they become injured or ill as a result of the assistance they are providing. This is in
addition to workers already covered by the Act.]
Operational:
Does the situation require a response that exceeds, or threatens to exceed the capabilities of the
municipality for either resources or deployment of personnel? [Section 4 (1) permits the head of
council to “take such action and make such orders as he or she considers necessary and are not contrary
to law to implement the emergency plan.” Section 13 (3) empowers a municipal council to “make an
agreement with the council of any other municipality or with any person for the provision of any
personnel, service, equipment or material during an emergency.”]
Does the situation create sufficient strain on the municipal response capability that areas within
the municipality may be impacted by a lack of services, thereby further endangering life and
property outside areas directly affected by the current crisis? [Some situations may require the
creation of special response agreements between the municipality and other jurisdictions, private
industry, non-government organizations, etc. Section 13 (3) states that the “council of a municipality may
make an agreement with the council of any other municipality or with any person for the provision of
personnel, service, equipment or material during an emergency.”]
Is it a consideration that the municipal response may be of such duration that additional
personnel and resources may be required to maintain the continuity of operations? [In the event of
a large-scale crisis, such as an epidemic or prolonged natural disaster, municipal resources may not be
able to sustain an increased operational tempo for more than a few days. This is particularly true if
emergency workers are injured or become ill as a result of the crisis. In such a case, the municipality may
need to utilize outside emergency response personnel. Section 13 (3) provides for mutual assistance
agreements between municipalities.]
Does, or might, the situation require provincial support or resources? [Provincial response (e.g., air
quality monitoring, scientific advice, airlift capabilities, material resources, etc.) may involve
numerous ministries and personnel. Activation of the municipal emergency response plan, including
the opening of the Emergency Operations Centre and meeting of the Community Control Group, can
greatly facilitate multi-agency and multi-government response.]
Does, or might, the situation require assistance from the federal government (e.g., military
equipment)? [Section 13 (2) authorizes the Solicitor General, with the approval of the Lieutenant
Governor in Council, to make agreements with the federal government. In Canada, federal
emergency assistance is accessed through, and coordinated by, the province. The declaration of an
emergency may assist a municipality in obtaining federal assistance.]
Does the situation involve a structural collapse? [Structural collapses involving the entrapment of
persons may require the deployment of one or more Heavy Urban Search and Rescue (HUSAR)
teams. Ontario has a HUSAR team. This team is specially equipped and trained to rescue persons
trapped as a result of a structural collapse. Any municipality in the province can request a HUSAR
deployment to a declared emergency. Requests for HUSAR resources should be made through your
local mutual aid fire coordinator. Approval for the dispatch of the HUSAR team comes from the
Commissioner of Emergency Management.]
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Is the situation a large-scale or complex chemical, biological, radiological, or nuclear (CBRN)
incident? [Response to CBRN incidents requires specialized resources and training. Ontario is
developing three CBRN teams to respond to incidents throughout the province. CBRN teams are
only dispatched to declared emergencies. Requests for a CBRN deployment should be made through
your local mutual aid fire coordinator. Approval for the dispatch of CBRN teams comes from the
Commissioner of Emergency Management.]
Does the situation require, or have the potential to require the evacuation and/or shelter of
people or animals [livestock] from your municipality? [Evacuee and reception centres often use
volunteers as staff. As noted above, the declaration of an emergency enacts certain parts of the
Workplace Insurance and Safety Act related to volunteer workers. Secondly, an evacuation or sheltering
of citizens has the potential to generate issues pertaining to liability. Section 11 of the Emergency
Management and Civil Protection Act may provide municipal councillors and employees with certain
protections against personal liability.]
Will your municipality be receiving evacuees from another community? [The issues discussed in
the previous bullet may apply equally to municipalities accepting evacuees.]
Economic and Financial:
Does the situation pose a large-scale disruption to routine patterns of transportation, or re-
routing of large numbers of people and vehicles? [The rerouting of people and vehicles poses a
potential liability risk. Keeping persons from their homes and delaying commercial traffic are both
sensitive issues. Section 11 of the Act may provide certain protection from liability. Section 4 (1) allows
for extraordinary measures to be taken, providing they are not contrary to law.]
Is an event likely to have a long term negative impact on a community’s economic
viability/sustainability, including resulting unemployment, lack of available banking services and
restorative measures necessary to re-establish commercial activity? [The declaration of an
emergency may facilitate the ability of the municipality to respond to economic losses.]
Is it possible that a specific person, corporation, or other party has caused the situation? [Section
12 states that “where money is expended or cost is incurred by a municipality or the Crown in the
implementation of an emergency plan or in connection with an emergency, the municipality or the
Crown, as the case may be, has a right of action against any person who caused the emergency for
the recovery of such money or cost….”]
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18. SCHEDULE “H” Declaration of Emergency Form
Town of Tillsonburg Declaration of Emergency Form
Declaration of Municipal Emergency
I ___________________________________________ hereby declare an
(Mayor or Elected Head of Council)
Emergency in accordance with the Emergency Management and Civil Protection Act, R.S.O. 1990, c.E.9, s.4.
(1) Due to the emergency described herein
For the Emergency Area or part thereof described as:
Signed ____________________________________
Title ______________________________________
This ______day of _______ 20___ at _______A.M/PM
In the Municipality of the Corporation of the Town of Tillsonburg
Fax to Provincial Emergency Operations Centre Duty Officer at 416-314-0474 and call the PEOC at 1-866-314-
0472 when completed.
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19. SCHEDULE “I” Emergency Termination Form
Town of Tillsonburg Termination of an Emergency Form
Termination of Emergency
I ____________________________________________ hereby declare that
(Mayor or Elected Head of Council)
the emergency related to __________________________________ is terminated
(State the general description of the declared emergency)
in accordance with the Emergency Management and Civil Protection Act, R.S.O. 1990.
Signed ________________________________________
Title __________________________________________
This ______day of _______ 20___ at _______A.M/PM
In the Municipality of the Corporation of the Town of Tillsonburg
Fax to Provincial Emergency Operations Centre Duty Officer at 416-314-0474 when completed.
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20. SCHEDULE “J” Confidential Emergency Contact List
(Omitted intentionally)