MINUTES
THE HILLS SHIRE
LOCAL EMERGENCY MANAGEMENT COMMITTEE MEETING
MONDAY 6TH JULY 2015
COMMENCING AT 1.00PM
(LUNCH WILL BE PROVIDED FROM 12.30PM)
THE HILLS SHIRE COUNCIL
3 COLUMBIA COURT, BAULKHAM HILLS (NEXT TO NOVOTEL HOTEL)
COMMUNITY MEETING ROOMS 1 & 2
All correspondence to be addressed to the:
Local Emergency Management Officer
The Hills Shire Council, PO Box 7046, Baulkham Hills BC 2153 Telephone: (02) 9843 0205 Fax: (02) 9843 0409
1. WELCOME AND INTRODUCTION OF NEW MEMBERS/OBSERVERS Michael Lathlean (THSC – Chair LEMC/LEMO)
Steve Coleman (THSC – Alt LEMO)
Rob Critchlow (NSW Police, Hills LAC- LEOCON) Toby Austin (NSW Police, Hills LAC)
Phil Bow (NSW Rural Fire Service) Alex Scott (Fire & Rescue NSW)
Evelyn Lester (NSW State Emergency Service) Deborah Hinton (NSW Ambulance)
Daniel Kenner (REMO)
Trish Den (Western Sydney Local Health District) Glenn Streat (Red Cross)
John Booth (Hillsbus)
Ian Beasley (St John Ambulance)
Hank Gerdink (Norwest Private Hospital) Pat Hobday (Transurban)
Craig Samuels (Transurban) 2. APOLOGIES
Steve Egginton (NSW Police, Hills LAC – Deputy LEOCON) Josh Atkins (NSW Ambulance)
Daren McMurray (Endeavour Energy)
3. LOCAL EMERGENCY MANAGEMENT COMMITTEE MEMBERSHIP LIST
The list of the Committee’s current members and observers was circulated at the meeting for updating.
4. ADOPTION OF MINUTES OF LOCAL EMERGENCY MANAGEMENT COMMITTEE MEETING HELD ON MONDAY 9TH MARCH 2015
A copy of the minutes was distributed with the Agenda.
Resolved:
The Committee adopt the Minutes of the LEMC Meeting of 9th March 2015.
Moved by Alex Scott and seconded by Evelyn Lester.
5. OUTSTANDING MATTERS FROM PREVIOUS MEETING 5.1 Emergency Operations Centre (EOC)
At the previous meeting it was agreed to establish a working group to finalise the planning for the establishment of an EOC within the new Council Administration Centre.
The working group met on 4th May 2015. The members of the working group confirmed that the five community meeting rooms and associated facilities on the ground floor of the Administration Centre would be suitable for use as an EOC. A proposed floor plan was agreed upon for the emergency services and support agencies. New telephones have been purchased with associated power and data cable connections installed. Access cards for all personnel have also been updated.
A copy of the proposed floor plan was forwarded separately to all members and observers.
Matters remaining outstanding include:
delivery of new tabards for personnel (ordered from supplier)
installation of wireless amplifier for internet (if required)
installation of mobile phone amplifier (if required)
arrangement of DISPLAN phone line
setup of existing computer monitors for access to news and weather television stations
update of Standard Operating Procedures (SOPs)
white boards
agency/functional area name plaques
Once all of the outstanding matters for the EOC are finalised, it is intended to bring the working group together again to review the work done to date and identify any further matters that might be outstanding.
Prior to the November meeting of the LEMC, it is proposed to set-up the EOC for inspection by the Committee members.
Resolved:
The Committee note the actions to date regarding the establishment of the EOC.
Moved by Phil Bow and Seconded by Steve Coleman.
6. REGIONAL EMERGENCY MANAGEMENT COMMITTEE MEETING
The Regional Emergency Management Committee (REMC) meeting was held at the Sydney Metro (formerly North West Rail Link) Head Office at Macquarie Park on Friday 5th June 2015.
Presentations were made on the Sydney Metro Northwest (formerly the North West Rail link) project, the Hawkesbury Nepean Flood Sub-Plan and the Emergency Management Operations System (EMOS).
The REMO and Chair/LEMO provided a verbal report on those presentations and any other issues of significance discussed at the meeting.
Resolved:
The Committee receive the verbal report on issues of significance discussed at the Regional Emergency Management Committee meeting on 5th June 2015.
Moved by Rob Critchlow and Seconded by Toby Austin.
7. CRESTWOOD FAIR 2015
The Annual Crestwood Fair is to be held on Sunday 13th September 2015.
Each year the organising Committee asks members of the LEMC to participate in an Emergency Expo which generally includes a rescue scenario.
A request for participation in this year’s event has now been received and agreement is sought from Committee members and their organisations to participate in the 2015 Crestwood Fair Emergency Expo.
Resolved:
The Committee’s member and observer organisations agree to participate in the 2015 Crestwood Fair Emergency Expo on Sunday 13th September 2015.
Moved by Phil Bow and Seconded by Alex Scott.
8. UPDATE ON EMPLAN
Local EMPLANs (previously called DISPLANs) are developed by LEMCS to:
clearly define roles and responsibilities of responders and community partners
demonstrate a level of preparedness by the LEMC
inform disaster management responses at Region and State levels
detail how support will be co-ordinated to a combat agency and affected communities
provide a flexible set of arrangements that can be used a cross reference by LEMC
ensure compliance with the SERM Act 1989.
The Committee’s current DISPLAN was adopted in April 2011
A review of the local emergency management planning processes is required following changes made to the State Emergency and Rescue Management Act 1989 (SERM Act) in 2010 and the State EMPLAN in April 2011.
To assist LEMCs in this process, a template EMPLAN has been developed. The template is divided into three parts:
Administrative
Community profile and risk assessment
Restricted operational information
The majority of the information for all three parts of the EMPLAN is obtained from existing sources including the recently adopted Emergency Risk Management (ERM) Study. This information has been collated and populated into a Draft EMPLAN that was forwarded separately to members and observers.
Key components of the restricted operational information section of the EMPLAN are the Consequence Management Guides (CMGs).
A CMG is a hazard specific document that provides agreed emergency management arrangements in a ‘checklist’ concept. A CMG may need to be prepared for each hazard identified in the recently adopted ERM Study with a Risk Level of Moderate or above. The CMGs will be prepared on a priority basis.
CMGs will not be required if it is determined not to prepare such a documents/s by a resolution of the Committee, or in circumstances where there are higher level plans already in place for a specific hazard.
Based on the ERM Study adopted at the last LEMC meeting, the hazards in the following table may require a CMG.
Upon reflection and following discussion with the REMO, it is considered that the risk level assigned to a Tsunami was too high given that the upper reaches of the Hawkesbury River located within The Hills Shire are a considerable distance from the sea. Therefore it is recommended that the Consequence Rating in the Risk Assessment for a Tsunami in the recently adopted ERM Study be amended from Major to Moderate. This will result in the Risk Level being reduced from High to Moderate. The Risk Priority would remain as Low.
According to the Local Emergency Management Planning Guideline (January 2015) prepared under the auspices of the SEMC, the individual combat agencies are responsible for leading discussion and preparing CMGs relevant to their hazard. However the Committee may wish to consider whether a Working Party
consisting of all relevant combat agencies should be established to prepare the CMGs. The Committee has up to the end of 2016 to prepare the CMGs.
An example of a CMG was forwarded separately to members and observers.
Hazard Risk Level Risk Priority
Agricultural disease (animal/animal) Bridge collapse
Building collapse
Communicable disease (human/animal) Dam failure
Earthquake
Fire (bush or grass) Fire (industrial) Fire (commercial) Fire (residential)
Flood (flash)
Flood (riverine) Hazardous release
Landslip
Storm
Transport emergency (air) Transport emergency (road) Transport emergency (sea) Tsunami Utilities failure
Heatwave
High High High Extreme High High Extreme High Extreme Extreme Extreme Extreme Moderate High High Extreme Extreme High High Extreme Extreme
High Medium Low Medium Medium Low High Medium Medium Medium Medium High Low High High Low Low Low Low Low Medium
Resolved:
1. The information on the update of EMPLAN be received.
2. The Consequence Rating for a Tsunami in the Emergency Risk Management (ERM) Study previously adopted by the Committee be amended from Major to Moderate with the Risk Level being reduced to Moderate.
3. The Chair convene a meeting of representatives from the relevant combat agencies to commence work on the preparation of CMGs for those hazards with a Risk Level of Extreme that are not already covered by higher level plans.
Moved by Michael Lathlean and Seconded by Toby Austin.
9. EOC INFORMATION MANAGEMENT SYSTEM
An EOC Information Management System Working Group was established by the SEMC in June 2013 to review information management requirements for Local and Regional EOCs. This work was subsequently incorporated into the local emergency management planning review process mentioned previously.
The Emergency Management Operations System (EMOS) project was jointly sponsored by MPES and the RFS and endorsed by the SEMC in March 2014.
The system is based on the NSW RFS Incident Control Online (ICON) functionality and will be made available to Councils at no cost. Phase 1 of the project is now complete and will allow all agencies to view and share information using web based technology through:
state wide operational oversight
electronic reporting
contact database
document library
common operating picture
The REMO has been conducting a number of training courses on the system over the past few weeks with the LEMO attending a course at the Warringah Pittwater RFS headquarters on 16th June.
Further training will be delivered in the coming months to LEMC members and liaison officers.
Phase 2 of the EMOS project will incorporate additional functionality including (but not limited to) request for assistance tracking, group notification and interoperability with other systems.
The REMO provided a brief demonstration of the system at the meeting.
Resolved:
The presentation on EMOS be received.
Moved by Michael Lathlean and Seconded by Alex Scott.
10. SYDNEY METRO NORTHWEST
Since the Committee last met, the LEMO and other members of the Committee have attending a number of briefings on the Sydney Metro Northwest (formerly North West Rail Link) project.
These have included three separate briefings on the fire engineering and life safety systems for the Operations, Trains and Systems (OTS) component of the project, as well as a general briefing on the project that was targeted at emergency service representatives.
Resolved:
The information on the Sydney Metro Northwest briefings be received.
Moved by Evelyn Lester and Seconded by Phil Bow.
11. LEMO LEAVE
The LEMO will be overseas on annual leave from Tuesday 22nd September until Saturday 17th October 2015 and will obviously not be able to be contacted. The Alternate LEMO Steve Coleman will be acting LEMO during that period.
The LEMO will send out a reminder email to all members and observers closer to the commencement of his leave.
Resolved:
The Committee note the LEMOs unavailability from Tuesday 22nd September until Saturday 17th October 2015 inclusive, due to annual leave.
Moved by Phil Bow and Seconded by Rob Critchlow.
12. RESIGNATION OF REMO
Daniel Kenner, our REMO for many years, has announced that he has accepted a position as Deputy Region Controller at the Southern Sydney Region of the SES and will be leaving his current role as REMO of the North West Metropolitan Region. In fact today is his last official day as REMO.
Throughout his involvement with this Committee, Daniel has been of great assistance and has always provided pragmatic, knowledgeable and sensible advice to the Chair/LEMO and Committee members. His support and wise counsel will be greatly missed.
Kevin Blackwell will be filling in for Daniel until arrangements for a permanent replacement REMO can be sorted out.
Resolved:
The Committee note Daniel Kenner’s resignation as REMO and thank him for his assistance and support over many years.
Moved by Michael Lathlean and Seconded by Rob Critchlow.
13. REPORTS FROM MEMBER AND OBSERVER ORGANISATIONS (i) REMO
Advised that the Training Calendar is now available on the Emergency NSW website www.emergency.nsw.gov.au.
(ii) NSW Police Force Nothing to report (iii) Fire and Rescue NSW
Concerns have been raised by the Kellyville Fire Station about the narrow width of some streets within what is referred to as the North Kellyville release area.
The Chair suggested that further details be provided and he would follow up on possible solutions. He did point out that the road widths were determined by the former Growth Centres Commission (now part of the Department of Planning) and not by Council.
(iv) NSW Ambulance Service Nothing to report.
(v) Rural Fire Service
Preparation is underway for a number of hazard reduction burns in the lead up to the bush fire season. Two new appliances had recently been delivered to brigades.
(vi) State Emergency Service
As a result of the wet weather in April and May the unit had responded to approximately 100 jobs. Teams were also sent to the Hunter Valley and Central Coast.
(vii) Red Cross
Members have been involved in recovery operations in the Hunter Valley and Central Coast.
(viii) Hills Private Hospital
Emergency Department is being expanded.
(ix) Western Sydney Local Health District Nothing to report.
(x) Transurban
Work has commenced in the NorthConnex project. A presentation will be provided at the next LEMC meeting.
(xi) St John Ambulance Nothing to report.
(xii) Hillsbus
Hillsbus has some concerns with the NorthConnex/M2 integration works in the vicinity of the Oakes Road and Barclay Road bus stops on the M2.
Discussions on how to alleviate those concerns are being undertaken with the NortConnex project team.
14. GENERAL BUSINESS 14.1 Castle Hill RSL
Rob Crtichlow suggested that that Dave Wood, a representative from the Castle Hill RSL, should be invited to join the Committee as an observer. As the Club is the largest nominated evacuation centre within The Hills Shire, it was agreed that Dave’s attendance at future meetings would be beneficial.
Resolved: Dave Wood be invited to join the committee as an observer.
Moved by Rob Critchlow and Seconded by Michael Lathlean 14.2 Anglicare
Michael Lathlean advised that Heather Gwiliam, the Nepean Team Leader for Anglicare Disaster Recovery has also expressed an interest in joining the Committee as an observer. As Heather is based in the Blue Mountains she may not be able to attend meetings regularly but would like to be involved in the Committee as The Hills Shire is located within her area of responsibility for Anglicare.
Resolved: Heather Gwilliam be invited to join the Committee as an observer.
Moved by Michael Lathlean and Seconded by Evelyn Lester.
15. DATE OF NEXT MEETING
The next meeting of the Local Emergency Management Committee is scheduled to be held on Monday 2nd November 2015. However as the LEMO will require sufficient time to prepare an Agenda for the meeting following his return from leave, it is suggested that the meeting be deferred until Monday 9th November 2015.
As usual the meeting will be held at the Council Administration Centre commencing at 1.00pm, preceded by lunch at 12.30pm.
