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2015-06-23 I&S Agenda - Item 5 - Memorandum of Understanding - Attachment 3
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I&S Agenda, 23 June 2015
Item 5 - ATTACHMENT 3
Ne, I&S Agenda, 23 June 2015 ace Gaibio aor
Item 5 - ATTACHMENT 3 TT
315
COUNCIL TO COUNCIL
DISASTER ASSISTANCE
\n Sunshine Coast. e SBSeaA
MEMORANDUM OF UNDERSTANDING
Between
SUNSHINE COAST REGIONAL COUNCIL
Locked Bag 72
Sunshine Coast Mail Centre Qid 4560
Lay
ap i om
Noosa Shire Council a \ ee hi
TEWANTIN QLD 4565 Copamon’/
01 July 2015 to 30 June 2018
(Version 1.1)
Rogers, John GallinaSee the original
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1 EXECUTIVE SUMMARY
The Sunshine Coast Council and Noosa Shire Council are committed to the provision of support for
each other and their communities during disaster events. It is acknowledged that disasters have the
capacity to overwhelm local resources and local capabilities, at which time external assistance may
be requested to support disaster management response and recovery activities.
This MoU acknowledges the 2013-2014 Queensland State Disaster Management Plan (the Plan) as
a strategic document which describes the Queensland disaster management arrangements (QDMA)
and approach to disaster management in support of the guiding principles and objects of the Disaster
Management Act 2003 (the Act).
This MoU recognises that each local government under s 80 of the Act is to ensure that it has a
disaster response capability, has an approved Local Disaster Management Plan (LDMP), and is
capable of coordinating a local disaster response and providing information about an event or a
disaster in its area to the District Disaster Coordinator (DDC).
It is the responsibility of District Disaster Management Group (DDMG) and the State Disaster
Management Group (SDMG) through the State Disaster Coordination Centre (SDCC) to provide
local government with resources and support to help carry out disaster operations in accordance with
s 4A of the Act. Both the Sunshine Coast and Noosa Councils are located within the Sunshine Coast
Disaster District.
The purpose of this MOU is to clearly articulate arrangements at the local level to ensure that staff
and resources are deployed in an effective and agreed manner between the Sunshine Coast and
Noosa Council areas when required in a disaster.
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 2Section 4
2 INTRODUCTION
This MOU recognises that local disaster management arrangements on the Sunshine Coast are
coordinated via the establishment of two separate Local Disaster Management Groups (LDMG’s),
and with both LDMG’s falling under the jurisdiction of one District Disaster Management Group
(DDMG).
This MOU provides clarity by two means:
a. Itserves as an education document, by providing information about the disaster management
arrangements in use within each Council area, so that both Councils can understand how a
request for assistance will be handled should a disaster event trigger the need for external
assistance
b. It outlines arrangements that can be activated at short notice without the need for undue
discussion and /or agreement to enable the assistance required.
3 COUNCIL LDMG STRUCTURES
Within Queensland, local government is responsible for appointing and managing the local disaster
management group (LDMG). Amongst other functions, the group has the legislated function to
coordinate disaster operations when a disaster is likely to, or has impacted a local government area.
It is recognised that both Council areas operate similar LDMG structures comprised of members of
key disaster management agencies that support each city’s disaster management arrangements.
Within the Sunshine Coast, the chair of the LDMG is the.Mayor, and the deputy chair is the Deputy
Mayor. The business of the Sunshine Coast LDMG is managed by the Local Disaster Coordinator
(LDC) and who holds the position of Director Infrastructure Services. Coralie Nichols is the Local
Recovery Coordinator (LRC) and who holds the position of Director Community Services. John
Gallina and Steve Linnane are Deputy Local Disaster Coordinators.
So MEMORANDUMOF UNDERSTANDING © |
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 3Section 5
Sunshine Coast Council also has a Disaster Management Unit, managed by the Coordinator
Disaster Management to provide support to the regions disaster management arrangements. The
Coordinator Disaster Management reports directly to the Director Infrastructure Services who in turn
reports to the Chief Executive Officer.
Within Noosa, the chair of the LDMG is Councillor Bob Abbot, the deputy chair is Councillor Tony
Wellington, the Local Disaster Coordinator (LDC) is Martin Drydale, and Alan (Fox) Rogers is the
deputy LDC and the Local Recovery Coordinator (LRC). The Noosa LDC reports directly to the Chief
Executive Officer.
4 OPERATING PRINCIPLES
In Australia when multiagency emergency responses to hazards are required, the concepts and
principles of the Australian Inter-service Incident Management System (AIIMS) are usually adopted;
and threat-specific lead agencies will exercise control horizontally across agencies that are
contributing to the management of the particular hazard. This means managing “what should be
done, when, by whom” to suppress the risks of a hazard. During disasters, functional lead agencies
are also engaged to deliver disaster management services; and the actions of all agencies are
coordinated by the relevant Council LDMG.
Under AIIMS, control does not extend to commanding the resources (personnel and equipment) of
other agencies. Each agency is responsible for commanding their own assets in accordance with
their own SOPs.
5 ROLE OF THE LDMG
When the Queensland Disaster Management Arrangements are activated, each Council LDMG is
responsible for the overall coordination of disaster events within their area. This includes setting of
strategic objectives and priorities for response, the systematic acquisition and deployment of
resources, coordinating the gathering and dissemination of intelligence and public warnings.
So MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 4Section 6
6 DISASTER COORDINATION CENTRES
Sunshine Coast Council provides a fulltime Local Disaster Coordination Centre (LDCC) at Sunshine
Coast Council - Large Committee Room, Level 1 Eddie de Vere Building, Currie Street, Nambour.
A redundancy LDCC site is located in the Beerwah Room and Council Chambers at Council’s
Caloundra Administrative Centre. During disasters the Sunshine Coast Council provides staff, trained
in disaster management, to assist with operation of the Centre.
Noosa Shire Council operates a Local Disaster Coordination Centre at the Tewantin Administration
Building, 3° Floor, Poinciana Avenue, Tewantin. During disasters the Noosa Shire Council provides
staff to operate the centre.
7 REQUEST FOR ASSISTANCE
To request Council to Council support in times of disaster, the relevant Local Disaster Coordinator
will make a formal request in writing to the Local Disaster Coordinator providing the assistance. The
formal request will specify the types of resources required and the duration of the required
deployment. To further clarify deployment conditions and requirements, Appendix A is attached to
this MoU to provide guidance to deployed staff.
8 DEFINITIONS
Unless the subject matter or context requires otherwise, in this agreement including the introductions,
schedules and appendices (if any) the following words and expressions whether commencing with
capital letters or not shall have the meanings respectively assigned to them.
8.1 The Sunshine Coast Regional Council:
The Sunshine Coast Council is the Local Government authority responsible for the areas as shown
in the map and locality table in Schedule 1.
8.2 The Noosa Shire Council:
The Noosa Shire Council is the Local Government authority responsible for the areas as shown in
the map and locality table in Schedule 2.
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 5Section 7
8.3 Deployment:
All deployments are to be managed in accordance with Appendix A — Sunshine Coast Council
Disaster Operations Deployment Procedure Version 1.3 (attached)
9 PARTIES
This MoU is made between the Sunshine Coast Council;
Locked Bag 72, Sunshine Coast Mail Centre, Qld 4560
and:
the Noosa Shire Council;
PO Box 141, Tewantin, QLD 4565
9.1 Scope
This MoU relates to all Sunshine Coast Regional Council staff and volunteers, and all Noosa Shire
Council staff and volunteers and any other available resources not required by either council to
respond to an event in their area.
10 PERIOD OF THE MOU
This agreement will operate from 1° July 2015 until 30" June 2018.
11 ROLES AND RESPONSIBILITIES OF PARTIES
11.1 Council to Council assistance
The parties agree and acknowledge that this MoU is not intended to create legal obligations between
them, and does not alter the normal roles and responsibilities of Local Government under the Local
Government Act 1993. The intent of this MoU is based on goodwill, mutual support and a willingness
to support local disaster operations to protect communities to the extent that is reasonably possible.
Through this MoU, the parties seek to achieve safer, better prepared, more sustainable and resilient
communities.
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 6Section 8
11.2 Communication
Good communication will ensure that the partnership works effectively. Both parties commit to:
e Open communication and rapid resolution of any issues, problems, and disputes;
e Consultation on changes that impact on each other’s operations and responsibilities.
11.3. Confidentiality and information sharing
Both parties acknowledge that effective disaster response is enabled when relevant information is
shared. As such, it is agreed that, wherever appropriate and relevant, both parties will make
information available during disaster operations. This information can only be requested through the
identified contacts and cannot be shared or disseminated without express written consent from the
other party.
11.4 Dispute Resolution
Both parties are committed to comply with all terms of the MoU. If a dispute arises, the parties will
meet to resolve the issue.
11.5 Amendments
Either party may request changes to this MoU. Any changes, modifications, revisions or
amendments to this MoU must be mutually agreed upon by and between the parties to this MOU.
The MoU will become effective when executed and signed by all parties to this MoU.
11.6 Contacts
All communication between the parties should be made between the representatives shown in
Schedule 1.
11.7 Cost Statement
The signatories to this Memorandum of Understanding acknowledge the provisions of the Natural
Disaster Relief and Recovery Arrangements (NDRRA) and State Disaster Relief Assistance (SDRA)
for the recovery of costs associated with assistance provided. The signatories acknowledge that the
requesting organisation will be responsible for meeting and recovering any costs incurred by the
provision of goods, services and assistance related costs (unless otherwise agreed).
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 7Section 9
12 SIGNATORIES
Signed for on behalf of the Sunshine Coast Regional Council
Name: Warren Bunker
Position: Acting CEO
Sunshine Coast Regional Council
DATE: op .lec IC
Signed for on behalf of the Noosa Shire Council
Name: Brett De Chastel
Position: CEO
Noosa Shire Co
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MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 8Section 10
SCHEDULE 1 —- KEY CONTACTS
Sunshine Coast Council — |\\fela eval ale) [fer iteya)
Mayor
Mark Jamieson 5441 8242 | 0418 775841 | [email protected]
LDMG Chairperson and Mayor
Councillor
Chris Thompson . .
LDMG Deputy Chair & 5475 9860 | 0447 712 443 | Chris. [email protected]
Councillor Division 4
Andrew Ryan
Local Disaster Coordinator 5420 8826 | 0417 006 365 | [email protected]
Director Infrastructure Services
Coralie Nichols
Local Recovery Coordinator 5441 8102 | 0488 980 458 | [email protected]
Director Community Services
Steve Linnane
ai os eves eee 5420 8762 | 0418 197741 | [email protected]
Coordinator Manager Property
Management
John Gallina
a peainenat = Eisai 5441 8348 | 0417 196574 | [email protected]
Management / Deputy Local
Disaster Coordinator
Cathy Buck
Emergency Management —s|_ 5444 8079 | 0407 679 281 | [email protected]
Coordinator(Contact - Council
Emergency Response
Melanie Ferguson
Project Support Officer, [email protected]
Disaster Management / LDMG BARI Se2) | C402 TEES u
Secretariat
Noosa Shire Council — fej delat aU) feria
Cr Bob Abbot
LDMG Chairperson 5329 6101 | 0417092186 | [email protected]
and Deputy Mayor
Cr
\ Tony Wellington 5329 6105 | 0417530547 | [email protected]
Deputy Chair LDMG
Martin Drydale 53296232 | 0419616447 | [email protected]
Local Disaster Coordinator
Alan (fox) Rogers 53296257 | 0417192543 | [email protected]
Deputy LDC and
Local Recovery Coordinator
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 9Section 11
Bryan O Connor 53296118 | 0402895933 | [email protected]
LDCC Room Manager
SCHEDULE 2 —- MAP OF SUNSHINE COAST REGIONAL COUNCIL AREA
(See Council’s Disaster Hub for detailed map information)
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MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 10Section 12
Areas within the Sunshine Coast Regional Council include:
BliBli___———|ForestGlen_—[Mons_—sValldora
Mountains
(Coolum Beach |KundaPark [Parklands | Cd
Crohambhuret ‘Kureelpa_—[Patrestra fe
Curramore [Landers Shoot__|Peachester [|
Currimundi___ [Landsborough __|PelicanWaters_ [
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 11Section 13
SCHEDULE 3 —- MAP OF NOOSA SHIRE COUNCIL AREA
Key J
+ Airfields :
Hospitals Bree aene.
[CJLGA Divisions 11 & 12 .
[JLGA Boundaries
—— Railway
—— Major road i :
—— Other road i ,
_ State Forest
© National and Conservation Parks af
a . \ i
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ly Boreen Point | fl
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MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 12Section 14
Areas within the Noosa Shire Council include:
Black Mountain Cooran «(0 North Ringtail Creek
Shore
Castaways Beach |Cootharaba IPeregian Beach [Sunshine Beach
(Cooroy Lake Macdonald
[Cooroy Mountain [NoosaHeads [Ridgewood Tid
""MEMORANDUMOF UNDERSTANDING ———C
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 13Section 15
\ Sunshine Coast.
COUNCIL
APPENDIX A —- STAFF DEPLOYMENT PROCEDURE
DISASTER OPERATIONS DEPLOYMENT (VERSION 1.3)
Personal Information Form and Procedures
This personal information form is to be completed by all Council employees
deployed outside of the Sunshine Coast Council regional area. Once completed
please scan and email to: [email protected]
Deployment Location:
DEPLOYEE DETAILS
Surname: (As per Council employment records)
Employee Payroll No: | Date of birth: Gender: [| Male|_ | Female
Residential Address:
MEDICAL DATA
| have no known medical condition that may affect my duties [ | Tick to
confirm
Known medical condition details:
Current medications:
Known allergies:
Special dietary requirements:
NEXT OF KIN
Relationship: Residential address:
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 14Section 16
Disaster Operations Deployment (Version 1.3)
1. Aim
1A This procedure outlines general standards or work performance and ethical conduct
expected of all Council employees deployed.
2 The Sunshine Coast Council Employee Code of Conduct will apply to each
deployed employee during the period of deployment.
2. Introduction
2.4 Deployed employees are representing the Sunshine Coast Council.
2.2 Council employees may be required to deploy alone, in a group, or with personnel
from other agencies or Councils.
2.3 Conditions on arrival at the disaster destination may be ambiguous, confusing and
at times confronting. Conditions are most often arduous requiring work in unfamiliar
and remote areas, working long shifts and working in sub-optimal conditions.
2.4 All deployed employees should be in good health and ensure they are physically
capable of withstanding long periods of focused work. Fatigue management is a
critical issue.
2.5 Deployment will in most circumstances consist of a seven day length comprising:
e Deployment (1 day)
e Rostered shifts (5 days)
e Demobilisation and return home (1 day)
2.6 Deployed employees should pack sufficient clothing, toiletries and personal items to
support themselves for 7 days (medications, special dietary needs, etc). Resupply
of personal items used and requiring replacement while on deployment may not
always be possible.
ea Deployment work environments usually involve working with unfamiliar people in
stressful:conditions. Tolerance, patience, flexibility, and the maintenance of
professional conduct and self-discipline will be key to a successful deployment.
2.8 Deployed employees may experience long periods of inactivity as well as long
periods of extremely busy activity. Shifting priorities that change the direction of
work effort should be expected.
3. Travelling
ou Deployed employees are to follow normal road traffic regulations including speed
limits when travelling to and from deployments.
32 Travelling in groups is preferred to travelling alone to and from deployment
locations.
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 15Section 17
4. Safety
4.1 Deployed employees must bring appropriate PPE as required for their work task.
The Workplace Health and Safety team will be able to advise the most appropriate
PPE based on a risk assessment of prevailing hazards expected.
4.2 All accidents and injuries are to be reported to the relevant supervisor at the
deployed location and to the normal work supervisor at the Sunshine Coast Council
location.
4.3 Deployed employees are responsible for their own health and safety during
deployment and shall take suitable measures to maintain personal safety. Incidents
of fatigue, illness or undue stress are to be reported to both deployment and normal
supervisors.
5. General Deployment
oul Deployed employees are expected to present themselves for commencement of
their rostered shift in a fit, clean and proper state to carry out their assigned duties.
O22 While “off shift” deployed employees are expected to be resting (in order to mitigate
the effects of fatigue) and should remain together.
5.3 Deployed employees are to behave in an appropriate and mature manner that at all
times reflects well on the professional image of the Sunshine Coast Council. The
SCC Employee Code of Conduct and all relevant HR policies and procedures must
be adhered to throughout the deployment period.
6. General Briefing
6.1 Deploying employees will be briefed before commencing deployment.
6.2 Employees will be debriefed upon return from a deployment.
6.3 Sunshine Coast Council will cover all food, accommodation and travelling costs
associated with the deployment.
6.4 All deployed employees will be paid as per their current Award and Certified
Agreement (CA) or Local Area Work Agreement (LAWA).
6.5 Personnel should note that personal costs will not be reimbursed by Council (such
as clothing and comfort items, alcohol, mini bar/room expenses, etc). Standard
accommodation costs such as room hire will be met by Sunshine Coast Council or
other applicable agency.
6.6 Deployed employees should not bring items of value, or items that may be attractive
and susceptible to loss or theft.
6.7 Supervisors are to ensure that contact is maintained throughout the deployment
period with deployed employees to provide support and to check that individual
welfare needs are being met.
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 16Section 18
7. Supervisor’s Checklist
rt Employee(s) briefed before commencing deployment?
Ta Deployed employee’s skill set is suited to the deployment role?
7.3 Is the deployment location likely to have basic sanitation, electricity, potable water,
medical and other facilities? Has the employee been informed of any known
restrictions?
7.4 Will the deployment provide benefit to the location requesting the support?
7.5 Are there special accommodation needs at the deployment location (are stretchers,
linen, sleeping bags, pillows and own towels required?)
7.6 What resources does Council need to supply for the deployment (PPE, equipment,
lap top computer, etc.)?
7 What type of vehicle is required for the deployment (mini bus, dual cab, 4wd, utility,
etc.)?
7.8 Ensure deployed employee understands WH&S requirements of the deployment by
supplying a hard copy of key documents to employee before departure (such as
fatigue management, remuneration fact sheet, personal hygiene precautions,
working in a high risk environment, etc.)? Inform Council’s Workplace Health and
Safety Manager of the pending deployment to ensure accurate safety advice and
correct PPE is issued.
7.9 In conjunction with the Workplace Health and Safety Manager determine whether
Workplace Health and Safety fact sheets should be provided in accordance with the
identified hazards of the deployment.
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
Page 17Section 19
| have read and understand my responsibilities within this procedure
DEPLOYEE
Name:
Signature: Date:
SUPERVISOR
Name:
Signature: Date:
PRIVACY - Council will use any personal information provided for the intended purpose only and for remaining in contact with you.
Council is authorised to collect this information in accordance with the Local Government Act 2009 and other local government Acts.
Your personal information is only accessed by persons authorised to do so. Your personal information is dealt with in accordance with
council's Privacy Policy.
MEMORANDUM OF UNDERSTANDING
SUNSHINE COAST COUNCIL AND NOOSA
COUNCIL
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