Title: 3RD ANNUAL DISASTER MANAGEMENT SUMMIT 2006 Disaster Management Planning and Implementation at National, Provincial and Municipal Level
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2CITY OF CAPE TOWN
- Municipal Disaster Risk Management Framework
Presented by Greg Pillay Date Tuesday, 13 June
2006
3Statutory Requirements
- Section 42 (1) of the Disaster Management Act,
Act 57 of 2002, provides for a Municipal Disaster
Management Framework - Each metropolitan and each district municipality
must establish and implement a framework for
disaster management in the municipality aimed at
ensuring an integrated and uniform approach to
disaster management in its area by
4Roleplayers
- (a) the municipality and statutory functionaries
of the municipality - (b) all municipal entities operating in its area
- (c) all NGOs institutions involved in DRM in
its area - (d) the private sector
- A MDMF must be consistent with the provisions of
the DM Act, NDMF and the PDMF.
5Synopsis of MDMF
- KPA 1 Integrated Institutional Capacity for DRM
- KPA 2 Disaster Risk Assessment
- KPA 3 Disaster Risk Reduction
- KPA 4 Response Recovery
- Enabler 1 Information Management Communication
- Enabler 2 Education, Training, Public Awareness
Research - Enabler 3 Funding Arrangements for Disaster Risk
Management
6KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- OBJECTIVE
- Establish integrated institutional capacity
within the municipality to enable the effective
implementation of disaster risk management policy
and legislation
7KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- Arrangements for the development of DRM Policy
through the establishment of - Municipal Disaster Risk Management Advisory Forum
(MDMAF) - Inter-Departmental Planning Risk Reduction
Management Committee (IDPRRMC) - Disaster Co-ordinating Team (DCT)
8KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- Key Performance Indicators (KPIs)
- The MDMAF has been established and is
operational - Inter-Departmental Disaster Risk Management
Planning Committee (IDRMPC) has been established
and is operational - Key roleplayers for different disaster situations
pre-identified for representation on the Disaster
Operations Committee (DOC). - Mechanisms for developing and adopting DRM Policy
have been established and put into operation.
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10KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- 2. Arrangements for Implementation of DRM Policy
through - Establishment of a fully resourced and funded
Municipal Disaster Risk Management Centre
(MDRMC) - Municipal Departments and Entities.
11KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- Key Performance Indicators (KPIs)
- Job description and KPIs have been developed for
the Head MDRMC - The appointment of the Head MDRMC
- The MDRMC has been established and is fully
operational - Sufficient staff have been appointed, trained and
developed for the effective functioning of the
MDRMC - The MDRMC has been equipped with modern
technological infrastructure
12KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- Key Performance Indicators (KPIs) (continued)
- Roles and responsibilities of municipal
departments and entities involved in DRM have
been identified - Staff in municipal departments and entities have
been identified and assigned as focal/nodal
points for DRM
13KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- 3. Arrangements for Stakeholder Participation and
Engagement through - Establishment of community involvement
- Identifying NGOs, CBOs, FBOs area of
specialization, capacity, resources, etc. - Establishing various categories of DRM volunteers
14KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- Key Performance Indicators (KPIs)
- Mechanisms for stakeholder participation in DRM
have been established and are operating
effectively - NGOs, CBOs, FBOs have been identified and
tasked for the responsibility for the provision
of services for DRM - A register of DRM stakeholders established and
maintained - A register of DRM volunteers established and
maintained.
15KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- 4. Arrangements for regional, national and
international co-operation for DRM through - Giving effect to the principle of co-operative
governance between the various spheres of
government - Provision of Mutual Assistance Agreements where
necessary - Provincial Co-operation
- National Co-operation
- Regional Co-operation
- International Co-operation
16KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
- Key Performance Indicators (KPIs)
- Mechanisms identified and implemented to ensure
the application of the principle of co-operative
governance - Guidelines have been development for entering
into partnerships in concluding mutual assistance
agreements and memoranda of understanding - Mechanisms have been identified and established
for regional and international participation in
DRM activities
17KPA 2 Disaster Risk Assessment
- OBJECTIVE
- Establish a uniform approach to assessing and
monitoring disaster risks that will inform
disaster risk management planning and disaster
risk reduction undertaken within the municipality
18KPA 2 Disaster Risk Assessment
- Disaster Risk Assessment and Risk Reduction
Planning through - Identifying hazards and situations requiring a
Disaster Risk Assessment (DRA) - Undertaking DRA
- Selecting DRA methods and approaches
- Consolidation and classification of disaster risk
information - Generating a Disaster Risk Profile
- Monitoring, updating and disseminating risk
information - Conducting quality control
19KPA 2 Disaster Risk Assessment
- Key Performance Indicators (KPIs)
- MDRMC applying the national standard /
methodology for conducting DRAs - MDRMC applying the national standard for
assessing priority disaster risks - MDRMC applying statutory requirements to lessen
disaster risk - Findings of the DRAs to be integrated into the
IDP and development plans of municipal
departments and entities.
20KPA 2 Disaster Risk Assessment
- Key Performance Indicators (KPIs)(continued)
- Producing disaster risk maps
- Disseminating DRA and monitoring information, for
ongoing planning - Establish SOPs to interpret and disseminate
early warnings for rapid- and slow-onset
disasters - Conduct field consultations with communities at
risks
21KPA 3 Disaster Risk Reduction
- OBJECTIVE
- Ensure all disaster risk management stakeholders
within the municipal area develop and implement
integrated disaster risk management plans and
risk reduction programmes in accordance with the
MDRMF.
22KPA 3 Disaster Risk Reduction
- Disaster Risk Reduction through
- Disaster Risk Management Planning by producing
Level 1, 2 and 3 DRM Plans - Prioritize municipal disaster risks
- Identifying most vulnerable areas, communities
and households - Giving priority to protecting strategic
infrastructure (life-line services, i.e. water,
electricity, etc.)
23KPA 3 Disaster Risk Reduction
- Key Performance Indicators (KPIs)
- MDRMC to ensure that the various levels of DRM
plans of municipal departments and entities are
consolidated for submission. - Municipal priority risks have been identified and
mapped by the MDRMC, for reporting to the NDMC in
the annual report - Specific priority areas, communities and
households within the municipal area have been
identified, mapped and documented by the MDRMC
for reporting to the NDMC in the annual report
24KPA 3 Disaster Risk Reduction
- Key Performance Indicators (KPIs)
- Focus initiatives to reduce priority disaster
risks in the municipal area have been identified
by the MDRMC and documented in annual reports to
the NDMC - Mechanisms to ensure input and involvement by the
MDRMC in development projects with disaster risk
potential. - Mechanisms to ensure input and involvement by the
MDRMC in sport, recreation, social, religious,
political and community events with a disaster
risk potential.
25KPA 4 Response Recovery
- OBJECTIVE
- Ensure effective an appropriate disaster response
and recovery within the municipal area by - Implementing uniform approach to dissemination of
early warnings - Averting or reducing the potential impact in
respect of personal injury, health, loss of life,
property, infrastructure and the environment - Implementing immediate integrated response and
relief measures - Implementing rehabilitation and reconstruction
strategies following a disaster in an integrated
and developmental manner.
26KPA 4 Response Recovery
- Disaster Response Recovery through
- Dissemination of Early Warnings
- Assessment, classification, declaration and
review of a disaster - Integrated response and recovery
- Relief Measures
- Rehabilitation and reconstruction
27KPA 4 Response Recovery
- Key Performance Indicators (KPIs)
- Effective and appropriate early warning
strategies and systems have been developed and
implemented - Communication of information to stakeholders to
enable appropriate responses - Guidelines and SOPs including templates for
assessment and costing of disasters have be
developed - Mechanisms for the rapid and effective
classification and declaration of a disasters
have been established.
28KPA 4 Response Recovery
- Key Performance Indicators (KPIs)
- Mechanisms for conducting and updating disaster
reviews and reporting, have been developed and
implemented - Municipal departments and entities that have
primary responsibility for contingency planning
and co-ordination of known hazards have been
identified and allocated such responsibilities - Stakeholders that bear secondary responsibility
for contingency planning and co-ordination of
known hazards have been identified and allocated
such responsibilities
29KPA 4 Response Recovery
- Key Performance Indicators (KPIs)
- Contingency plans for known hazards within a
municipal area have been developed - Response and recovery plans are reviewed and
updated regularly - Response SOPs and checklists have been developed
and understood by all stakeholders - Regular progress monitoring of the status of the
disaster have been developed.
30Enabler 1 Information Management Communication
- OBJECTIVE
- Guide the development of a comprehensive
information management and communication system,
and establish integrated communication links
within the municipal area with all disaster risk
management roleplayers, internally and externally.
31Enabler 1 Information Management Communication
- 1. Establishing an information management and
communication system - An integrated uniformed system that provides for
information exchange between all the relevant
interest groups in all three spheres of
government, in communities and in the private
sector through a variety of communications
mechanisms - The system must provide for the receipt, storage,
analysis and dissemination of information - The information management and communication
system, which must be compatible, will include
the establishment of communication links between
various levels of Disaster Risk Management
Centres.
32Enabler 1 Information Management Communication
- 2. Integrated Information Management and
Communication Model - An integrated information management and
communication model must be established to
achieve the objectives of the four (4) KPAs and
three (3) Enablers - The model must encompass the following primary
functionalities - Data Gathering
- Be able to capture data based on the four (4)
KPAs and three (3) Enablers
33Enabler 1 Information Management Communication
- 3. Data Acquisition (Data Collection and
Capturing) - The following types of data amongst others, will
be required - Base Data (e.g. typographical, census, land
cover, infrastructure, deeds, environmental) - Dynamic Data (e.g. contact and other relevant
detail of all roleplayers) - Field Data (e.g. features of buildings and
infrastructure) - Research and Historical Data (e.g. research
projects, data on historical incidents) - Hazard Tracking (e.g. weather conditions, flood,
fire hazard conditions, etc.) - Early Warnings
- Situational Reporting System (e.g. incidents,
local conditions)
34Enabler 1 Information Management Communication
- 3.1 Key Performance Indicators
- Data needs for the MDRMC have been defined
- Data sources have been identified by the MDRMC
- Data collection and capturing methodologies have
been developed and implemented
35Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.1 KPA 1 Integrated Institutional Capacity for
DRM - Information management and communication system
must provide for the following functionality - A directory of names, contact details, roles and
responsibilities of all key roleplayers in
municipal, provincial and national organs of
state involved in DRM must be developed and
maintained - A record of decisions and recommendations made by
the Municipal Disaster Management Advisory Forum
(MDMAF) must be disseminated to all roleplayers
affected by the decisions
36Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.1 KPA 1 Integrated Institutional Capacity for
DRM - Minutes of meetings of the Municipal Disaster
Management Advisory Forum (MDMAF),
Inter-departmental Planning And Risk Reduction
Management Committee (IPRRMC) and the Disaster
Co-ordinating Team (DCT) must be recorded,
disseminated and records kept
37Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.1 KPA 1 Integrated Institutional Capacity for
DRM - A central 24-hours communications facility
(Disaster Operations Centre (DOC)) for reporting
purposes as well as for managing the
dissemination of early warnings, must be
established - The DOC must provide for the co-ordination of
response measures in the case of significant
events and disasters - Memoranda of Understanding, mutual assistance
agreements must be recorded and updated
38Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.1 KPA 1 Integrated Institutional Capacity for
DRM - An accurate record keeping system incorporating
disaster risk reduction contingency plans,
hazard-specific plans, minutes, reports,
memoranda and correspondence must be established
and maintained - A register of units of volunteers must be
established and maintained.
39Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.2 KPA 2 Disaster Risk Assessment
- Information management and communication system
must provide for the following functionality - Identifying hazards and their potential impacts
- Mapping of hazards and disaster risks
- Planning appropriate disaster risk reduction
measures - Monitoring and tracking hazards for the purposes
of early warnings and updating of information - Facilitating response management when significant
events or events classified as disasters occur - Assessing and tracking damage caused by hazards
- Planning appropriate response and recovery
measures
40Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.3 KPA 3 Disaster Risk Reduction
- Information management and communication system
must provide for the following functionality - Must be able to assist roleplayers within all
spheres with the development and updating of
disaster risk management plans - Be able to draw on risk profiles and a detailed
resource database in order to facilitate risk
reduction planning and contingency planning
41Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.3 KPA 3 Disaster Risk Reduction
- Must be able to facilitate the inclusion of
disaster risk reduction strategies and IDPs and
development programmes - Must enable tracking of status of initiatives,
programmes, plans, etc. in relation to disaster
risk reduction measures. - Must be linked to GIS for easy retrieval and
updating
42Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.4 KPA 4 Response Recovery
- Information management and communication system
must provide for the following functionality - Facilitate the management of response and
recovery operations - Provide for the recording, retrieval and updating
of specific real-time information during
incidents/disasters
43Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.4 KPA 4 Response Recovery
- Indicate area affected, type of event, analysis
of status of critical lifeline infrastructure
(e.g. water, electricity, etc.), - Provide analysis reporting of impacts
- Monitoring of progress of recovery operations
44Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.4 KPA 4 Response Recovery
- Information management and communication system
must provide for the following functionality - Situation reporting, tracking and analysis of
status of critical disaster operations such as
search and rescue, emergency medical care, access
routes and fires suppression
45Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.4 KPA 4 Response Recovery
- Manage a response and recovery database that
identifies primary agencies, response and
recovery plans, resources and support agencies,
and relevant service providers. - Information management and communication system
must provide for the following functionality - Manage a response and recovery database that
identifies primary agencies, response and
recovery plans, resources and support agencies,
and relevant service providers.
46Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.5 Enabler 2 Education, Training, Public
Awareness and Research - Information management and communication system
must provide for the following functionality - Education, training, public awareness and
research programmes pertaining to DRM must be
recorded and monitored - Content of education and training programmes as
well as records of participants (e.g. volunteers,
community members, etc.) must be recorded
47Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.6 Enabler 3 Funding Arrangements for DRM
- Information management and communication system
must provide for the following functionality - Record data relating to all funding matters (e.g.
OPEX, CAPEX, Projects, etc.) - Management of a Disaster Relief Fund
48Enabler 1 Information Management Communication
- 4. Information Management Communication Support
for KPAs and Enablers - 4.7 Key Performance Indicators
- For evaluating the information management and
communication system must cover the following
areas - Integrated institutional capacity
- Disaster risk assessment
- Disaster risk reduction programmes and plans
- Response and recovery
- Education, training, public awareness and
research - Funding mechanisms and financial controls
49Enabler 1 Information Management Communication
- 5. Specialised System Functionalities
- Information management and communication system
must provide for the following functionality - Document Management System
- Resource and Capacity Database
- Modelling and Simulations
- Monitoring and Evaluating Systems
- Management of DRM programmes and projects
- Quality Management System
50Enabler 1 Information Management Communication
- 5. Specialised System Functionalities
- 5.1 Key Performance Indicators
- A uniformed document management system has been
developed and implemented by the MDRMC - A comprehensive, uniform and easily resourced and
capacity database has been developed and
implemented - A modelling and simulation application has been
developed - An integrated monitoring evaluation system has
been developed and implemented - A uniform programme and project management tool
(Project Portfolio Office (PPO)) has been
developed and used by all roleplayers - A QMS has been developed and implemented, and a
designated individual in the MDRMC have been
assigned responsibility to administer the system
51Enabler 1 Information Management Communication
- 6. Development of an Integrated Information
Management and Communication System - Information management and communication system
must conform to the following requirements - Must provide the platform for a single, shared
DRM Common Operating Environment (COE) designed
for usage that facilitates - Inter-operatability between systems and systems
components - Sharing of common system components
- High-Performance communications
- Identifying and assigning clear roles and
responsibilities to roleplayers involved - Ensure secure access
- Generating of reports
52Enabler 1 Information Management Communication
- 6. Development of an Integrated Information
Management and Communication System - 6.1 Key Performance Indicators
- A DRM information and communication system has
been established and implemented - The DRM information and communication system
supports the KPAs and Enablers - Synergy and compatibility between the National,
Provincial and Municipal information and
communication systems
53Enabler 1 Information Management Communication
- 7. Information Dissemination and Display System
- Information management and communication system
must conform to the following requirements - Must ensure that DRM information is
electronically available to the public - Must develop, implement and maintain an
interactive website that provides controlled
access to the information management system based
on the information needs - Provide a facility for electronic dissemination
of information to the media
54Enabler 1 Information Management Communication
- 7. Information Dissemination and Display System
- 7.1 Key Performance Indicators
- Information dissemination system and channels of
communication between all roleplayers that
includes community and the media have been
established - DRM information is accessible to the public
55Enabler 2 Education, Training, Public Awareness
and Research
- OBJECTIVE
- Promote a culture of risk avoidance amongst
stakeholders within the municipality by
capacitating roleplayers through integrated
education, training an public awareness
programmes - The culture of risk avoidance will be promoted by
the following - Development of DRM training programmes
- Development of public awareness strategy
- Promotion of risk avoidance behaviour.
- Focusing on research programmes
56Enabler 2 Education, Training, Public Awareness
and Research
- Key Performance Indicators
- Ongoing training interventions that includes
short courses, workshops, seminars, conferences,
are made available to stakeholders - Training porgrammes have been developed and
implemented - Facilitators, instructors and presenters have
become qualified and accredited - The DRM Training Centre situated at Hillstar,
Ottery, becomes registered with the applicable
SETA - Widespread community-based DRM training in taking
place - DRM Learnerships have been developed and are
operational
57Enabler 2 Education, Training, Public Awareness
and Research
- Key Performance Indicators
- Education and Training Quality Assurer (ETQA) has
been appointed - Disaster risk reduction is the focus of all DRM
awareness programmes - Awareness of DRM are promoted at schools and
communities at risk - Articles of DRM are regularly published in the
media - Good relationships have been established and
maintained with media representatives - A link between scientific research and policy is
exists - Research institutions (e.g. UCT DIMP) participate
in research programmes on an organised basis
58Enabler 2 Education, Training, Public Awareness
and Research
- Key Performance Indicators
- Research institutions (e.g. UCT DIMP) participate
in research programmes on an organised basis - Local, provincial, national, regional and
international exchange, co-operation and
networking on a regular basis - DRM research contributes to technology
development.
59Enabler 3 Funding Arrangements for Disaster Risk
Management
- LEGISLATIVE FUNDING ARRANGEMENTS
- The following legislation will be the statutory
framework for funding arrangements for DRM within
the municipality - Constitution of the Republic of South Africa Act
108 of 1996 - Disaster Management Act 57 of 2002
- Municipal Finance Management Act 53 of 2003
(MFMA) - Municipal Systems Act 32 of 2000
60Funding Sources / Mechanisms
ACTIVITY FUNDING SOURCE FUNDING MECHANISM
Start-Up activities (KPA1, Enabler 1) National Government Conditional grant for local government
DRM ongoing operations (KPAs 2 and 3) National and provincial government Own departmental budgets
Disaster risk reduction (KPAs 2 and 3) National Departments Provincial Departments Local Government Own budgets. Augmented as necessary.
Response, recovery and rehabilitation KPA4) National Government Provincial Government Local Government Own Budget. Also access to central contingency funds. Conditional infrastructure grants (i.e. Municipal Infrastructure Grant (MIG))
Education, training and capacity-building programmes (Enabler 2) All spheres of government Own Budget. Re-imbursement through SETAs. Also funding through private sector, research foundations, NGOs and donors
61Enabler 3 Funding Arrangements for Disaster Risk
Management
- Key Performance Indicators
- Minimum requirements for the MDRMC have been
costed - Conditional grants to fund start-up cost for
MDRMC has been allocated - Responsibilities of the MDRMC as set-out in the
Disaster Management Act 57 of 2002 has been
costed - These cost estimates inform the budget for the
MDRMC within the municipality - The MDRMC has access to a disaster relief fund
- The costs of a comprehensive disaster risk
assessment is included into the budget of the
MDRMC funded by the local government conditional
grant
62Enabler 3 Funding Arrangements for Disaster Risk
Management
- Key Performance Indicators
- The cost to provide for risk reduction
initiatives by line function departments within
the municipality are included in their respective
annual OPEX and CAPEX budgets - People, households and communities affected by
disasters have access to relief measures - Response and recovery actions are funded
- Rehabilitation and reconstruction efforts are
co-funded by the different spheres of government - Funds are available from government departments,
international donor organisations, private
companies, research organisations and NGOs for
research programmes.
63Conclusion
- Let us work togetherfor a better city