Table of Contents 
8.0 Emergency Planning
Emergency legislation has been developed at both the Federal and Provincial levels to ensure a high level of emergency preparedness and response for all communities in Canada. Appendix 4 lists the key emergency management legislation that applies to MCSS, MCYS and OFA.
8.1. Hazard Identification and Risk Assessment (HIRA)
The Emergency Management & Civil Protection Act (s.5.1 (2)) requires that every ministry complete a Hazard Identification and Risk Assessment (HIRA) as one component of its Emergency Management Program.
Every MCSS/MCYS/OFA COOP plan was developed following the identification of risks, threats and vulnerabilities that could impede the delivery of ministry critical services in that location. The HIRA process addressed all types of risks to which the organizations may be susceptible. For 2008, each business unit was required to review and update their respective HIRA.
MCSS has refined its HIRA for Emergency Response planning using a “common consequence” model, which looks at the common outcomes of any emergency situation, rather than looking at each potential hazard individually.
8.2. Critical Infrastructure
The Emergency Management and Civil Protection Act section 5.1 (2) requires that every ministry identify infrastructure that is critical to its ability to maintain continuity of operations and to deliver necessary public services and public safety. The ministries’ corporate branches, regional offices, local offices and facilities have identified critical infrastructure in their COOP Plans, Emergency Response Plans and as part of Contingency Plans.
8.3. Ministry Pandemic Influenza Plan (MPIP)
The Emergency Management Unit is in a multi-year process to develop a Ministry Pandemic Influenza Plan. The purpose of the MPIP is to protect the health and safety of staff, clients and the general public insofar as possible, by implementing infection prevention and control measures and to assist the ministries in dealing with an influenza pandemic event in Ontario. The Ministry Pandemic Influenza Plan is intended to work in conjunction with the Ministries’ existing Continuity of Operations Plans (COOP) and Emergency Response Plans.
8.4. Annual Plan Review, Testing and Debriefing
The MCSS/MCYS/OFA Plan, and its related MCSS/MCYS/OFA Corporate Branch, Regional Office, Local Office and Facility Emergency Management Plans, are updated and tested on an annual basis to ensure that all aspects of the program support an appropriate ministry emergency response. Accountability for leading this annual process rests with the Ministry Emergency Management Unit, but is dependent on continuing support and involvement across the two ministries.
Each local COOP Plan (including annual reviews and updates) is approved by the appropriate Executive (e.g., ADM, Corporate Director, Regional Director, Facility Administrator). Regional Directors approve Emergency Response Plans. The Executive Lead, Emergency Management approves the COOP plan for the MCSS Deputy Minister’s office and the Assistant Deputy Ministers’ offices. The MCYS ADMs’ approve the COOP plan for the Deputy Minister’s office and two MCYS divisions.
At the end of 2007, most business units completed a simulated pandemic tabletop exercise of their COOP plans and revised the plans based on lessons learned. This accomplishment resulted in the Emergency Management and Security Branch, MGS awarding MCSS/MCYS the “Best Exercised Business Continuity Plans for 2007”. In 2008 the business units continued to test various aspects of their COOP plans. Simulated exercises are an efficient way to test the reliability of the local plans and to validate plan assumptions. Exercises also provide employees with an opportunity to gain proficiency in dealing with an actual emergency.
The EMU held a table-top Pandemic Exercise for the Ministry Action Group members in June 2008.
MCSS/MCYS/OFA participated in the OPS-wide Pandemic Emergency Exercise “Anti-Virus” held September 25, 2008. It was a functional full-day pandemic exercise that provided the participants with an opportunity to exercise their continuity of operations plans, emergency response plans and IT Disaster Recovery Plans. Exercise participants included a regional youth centre, a children’s facility, a probation office, a regional Youth Justice office, the CYSS I&IT Cluster, Legal Services Branch, the Ministry Emergency Information Officer, a Ministry representative at the PEOC, alternate MAG members and activation of the MEOC.
Following each ministry test exercise, an exercise debriefing is convened with all participants and a debriefing report is prepared, highlighting lessons learned and best practices. Best practices and lessons learned from each exercise are also incorporated into our plans and will be used in ongoing Emergency Management staff training and development.
A debriefing also takes place after each emergency or disruption to business operations to evaluate the effectiveness of local plans and/or the ministry plan.
8.5. Staff and Public Awareness Program
Employees have had the opportunity to learn the components of the Ministry Emergency Management Program through the following communication and awareness training formats:
- Emergency Preparedness Week events across the ministry;
- the MCSS/MCYS/OFA emergency management Intranet site;
- emergency management articles in the quarterly MCSS newsletter “The Comet”;
- emergency management articles in the MCYS newsletter “Stages”;
- the development and distribution of the EMU Pandemic Influenza Pamphlet; and
- the hand washing campaign and distribution of hand sanitizers.
The Emergency Preparedness Guide for People with Disabilities / Special Needs was launched on May 11, 2007 during Emergency Preparedness Week. The Guide provides tips and advice geared to specific categories of disabilities or special needs. In September 2008, Ministry of Community and Social Services, the Ontario Seniors’ Secretariat and the Ministry of Community Safety and Correctional Services received the Canadian Red Cross Partners in Humanitarian Award. The award honours organizations that have demonstrated the principle of humanity through initiatives that support vulnerable people in Canada.
The EMU is now partnering with Emergency Management Ontario on the development of a second public information guide that will focus on the needs of children and youth affected by a community emergency. The intent of the new guide is to provide parents, care givers and emergency management professionals with some practical suggestions about how they can support the physical safety, emotional health and recovery needs of children and youth after an emergency occurs. Publication of this new booklet is tentatively scheduled for Emergency Preparedness Week 2009.
8.6. Public Information / Communication
The Ministers of Community and Social Services and Children and Youth Services have designated a manager in the Communications and Marketing Branch as the Ministry Emergency Information Officer (MEIO). This individual is the focal point for the preparation and dissemination of ministry information related to MCSS/MCYS emergency management. The alternate MEIO is the Director, Communications and Marketing Branch, MCSS.
During an emergency, the MEIO works closely with the Ministry Emergency Management Coordinator, MAG and the PMD Regional Emergency Managers, as well as the EMO/MCSCS Communications Director and Cabinet Communications as the situation warrants.
Communication protocols are in place in regional offices, corporate branches and facilities. Media requests related to any emergency are directed to the MEIO who will respond to the inquiries and support MAG, the regional offices and corporate branches in media relations activities. The MEIO also ensures the Deputies and Ministers are consulted/involved, as required.
The 2007 MCSS/MCYS Emergency Management Plan was shared with all ministries. In addition, the 2007 Plan is available to the public in both English and French on the MCSS/MCYS internet sites. The 2008 Plan will be translated and available on the public website in early 2009 and will include a “Read Aloud” function as an accessibility enhancement. MCSS/MCYS/OFA are identifying opportunities to increase accessibility to plans and emergency services.
8.7. Internal Information / Communication
The Executive Lead for Emergency Management in MCSS/MCYS/OFA, (ADM/BPCSD) provides updates on the emergency management program and also briefs Deputy Ministers and Ministers, as required, regarding emerging issues of significance to the ministries. Briefing Notes will be used to update the Ministers.
The EMU co-ordinates information gathering for executive briefing notes, housebook notes and, as appropriate works with the MEIO and other Branch and Regional Emergency Managers in developing and ensuring approval of notes and/or ministry input to requests for information from EMO. The Ministry Emergency Information Plan is in Appendix 6.
8.8. Coordination with Other Provincial Ministry Plans
MCSS has a supporting role in many different types of emergencies for which other ministries have the lead, per the OIC.
MCSS Order-In-Council roles and responsibilities have been developed to coordinate with and to support the following ministries’ plans:
- Ministry of Health and Long Term Care: Ontario Health Pandemic Influenza Plan
- Ministry of Health and Long Term Care: Smallpox Plan
- Ministry of Transportation: Border Crossing Incident Traffic Management Plan
- Ministry of Agriculture, Food and Rural Affairs: Foreign Animal Disease Plan
- Emergency Management Ontario (MCSCS): Provincial Coordination Plan for Influenza Pandemic
- Emergency Management Ontario (MCSCS): Provincial Nuclear Emergency Response Plan
- Emergency Management Ontario (MCSCS): Severe Weather Plan
The above plan components have been developed in consultation with MOHLTC, MTO, EMO and OMAFRA and have been shared with the respective ministries.
OIC ministries develop their plans independently, but MCSS provides support to their plans with respect to our OIC responsibilities. Development of coordinating plans is ongoing.