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3RD ANNUAL DISASTER MANAGEMENT SUMMIT 2006 Disaster Management Planning and Implementation at National, Provincial and Municipal Level

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Title: 3RD ANNUAL DISASTER MANAGEMENT SUMMIT 2006 Disaster Management Planning and Implementation at National, Provincial and Municipal Level


1
(No Transcript)
2
CITY OF CAPE TOWN
  • Municipal Disaster Risk Management Framework

Presented by Greg Pillay Date Tuesday, 13 June
2006
3
Statutory 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

4
Roleplayers
  • (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.

5
Synopsis 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

6
KPA 1 Integrated Institutional Capacity for
Disaster Risk Management
  • OBJECTIVE
  • Establish integrated institutional capacity
    within the municipality to enable the effective
    implementation of disaster risk management policy
    and legislation

7
KPA 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)

8
KPA 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.

9
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10
KPA 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.

11
KPA 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

12
KPA 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

13
KPA 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

14
KPA 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.

15
KPA 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

16
KPA 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

17
KPA 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

18
KPA 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

19
KPA 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.

20
KPA 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

21
KPA 3 Disaster Risk Reduction
  • OBJECTIVE
  • Ensure all disaster risk management stakeholders
    within the municipal area develop and implement
    integrated disaster risk management plans and
    risk reduction programmes in accordance with the
    MDRMF.

22
KPA 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.)

23
KPA 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

24
KPA 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.

25
KPA 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.

26
KPA 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

27
KPA 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.

28
KPA 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

29
KPA 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.

30
Enabler 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.

31
Enabler 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.

32
Enabler 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

33
Enabler 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)

34
Enabler 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

35
Enabler 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

36
Enabler 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

37
Enabler 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

38
Enabler 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.

39
Enabler 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

40
Enabler 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

41
Enabler 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

42
Enabler 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

43
Enabler 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

44
Enabler 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

45
Enabler 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.

46
Enabler 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

47
Enabler 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

48
Enabler 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

49
Enabler 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

50
Enabler 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

51
Enabler 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

52
Enabler 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

53
Enabler 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

54
Enabler 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

55
Enabler 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

56
Enabler 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

57
Enabler 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

58
Enabler 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.

59
Enabler 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

60
Funding 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
61
Enabler 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

62
Enabler 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.

63
Conclusion
  • Let us work togetherfor a better city
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