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2025 Annual Disaster MANAGEMENT REPORT · Att 1 - TC Alfred March 2025 - lessons identified
ATTACHMENT 1
TC Alfred (March 2025) - Lessons Identified
Process or
discipline Issue Future Action? Priority
Procedures Guidance around who should attend LDMG meeting in person Develop a clear attendance protocol for LDMG meetings High
Briefing template to be prepared for post LDMG meeting debrief to LDCC - for use by
Room Manager/LDC Support Officer
Procedures Meetings: Minutes cheat sheet Janette to prepare cheat sheet for inclusion in LDCC Admin resources iin Guardian IMS Medium
Procedures Meeting requests security and meeting invite proxies Standardize meeting invite process and access control Medium
Procedures In room “live updates” board. Traffic light system. Already available on whiteboards and additional Guardian IMS functionality implemented Medium
Technical A register is required to document forecast inputs and outputs, noting significant
discrepancies between NOAA and BOM model data. Establishing a tracking mechanism is
essential to ensure consistency and transparency
Communications Under state disaster grants seek funds for all Council trucks to have CB radios, enables coms 2024 radio proejct identified issues particularly around tower maintenance and Medium
network when power goes out and can talk to SES plus Police, truckies and LDMG. ownership. Project unlikely to be pursued.
Communications Customer Service only received 2 call after 9pm at night - is 24 hour shift warranted Noted that this process wokred during TC Alfred. Resources will be assessed for each Low
event and assigned to match the need on a case by case basis.
Technical Need to be clear on what questions need answered from the models in terms of direct High
impacts. Define key questions for model outputs
Technical Common language on likelihoods and probabilities for hazard forecasts to inform risk Consider an SOP guidance issued on how to prepare the SitRep including definitions for High
summaries/SitReps hazard, risk, etc. as well as reference sheet or lookup table on what existing Council
hazard information and risk information is available.
Procedures Communication (emails) – to be signed off by officer so people know who to contact for more All Duty shees to be amended to include requirement to sign off with officer name for Medium
info accountability
Communications FCC interaction improvements / Improved interaction with FCC at beginning of event. Duty sheet for Council Liaison Officer to be created and further training considered. High
Communications Information sharing between Noosa and Sunshine Coast Councils Cross Council collaboration was occuring - use Communications Log to capture High
Communications More consistent and specific Council wide communications were not specific enough – staff Develop clearer internal communication protocols High
were unsure if they needed to come in or stay home. Were outside workers being paid if they
stayed home.? (eg. 4 hourly)
Communications Need more detailed communication regarding rostering, pay, allowances, fatigue rules. Create and distribute HR communication templates High
Procedures Information sharing when decisions are made (i.e. CEO gave permission for people to fill Document and share tactical decisions promptly High
sandbags from the beach).
Communications Time for Comms after LDMG meeting to assist with populating key messages for Facebook. Allocate time for communication drafting post-meetings Medium
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Process or
discipline Issue Future Action? Priority
ICT LDMG meeting room – improved microphones to prevent feedback, static and dropouts. For budget consideration - Project brief to be prepared.
ICT PC not staying “awake” which means SmartTV goes to sleep while Guardian is revolving ICT to investigate ways to resolve Low
ICT Improved online access to share information with Agencies Sharepoint Single Source of Truth that has whitelisted profiles allowing external use. Medium
Procedures Evacuation Centres – guidelines required for resourcing (ratio emergency service vs. Develop staffing ratio guidelines for evacuation centres High
evacuees)
Procedures Ensure hand over to someone at end of event of all invoices and outstanding purchase orders. Review process and look at diversion methods after event
Procedures Review process and look at diversion methods after event Review process and look at diversion methods after event Medium
Implement financial handover checklist
Procedures Understanding of LDCC roles (i.e. Logistics get things etc), not clear what to do. Review and update duty sheet/ Position Desc / Duty Sheet for all roles. Copy of full suite High
to be provided in each Cells' desktop draws
Priority list/Focus
Procedures Tabards should be used in the LDCC Room briefing template to be created for use every day including use of tabbards, location Medium
of toilets etc.
Systems Guardian IMS - Standardised list of tags for better categorisation of bulletins Create and implement a standard tag list Medium
Systems Button to automatically send Sitrep to DDMG Sitrep set up with who Sitrep should be emailed to. Review and update as required High
Systems Bulletins - updates do not bring the updated Bulletin to the top of the bulletin list Guardian improvement - request to QIT+ Medium
Systems Onboard state government stormtide manual info procedure eg. Townsville evacuation maps Investigate how to include in future plans and actions, ie. Townsville Disaster Dashboard Medium
Storm Tide layers
Systems Consider using work orders for every expense & activity during event as info contained in Investigate improvement process. Medium
work order aligns with QRA requirements for CDO claim
Systems Stable, flexible platform to create the morning forecast
Procedures Continue to ensure the sign in and out log is completed for accountability Add to briefing note template for beginning of day briefing Low
Training Terminologies – training on what might be used. Glossary to be prepared Medium
Training Minimum job list per type of emergency Create tick sheet for each cell
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Process or
discipline Issue Future Action? Priority
Training Develop template for “five days ahead” for Noosa – easy to fill out summary Create a template and store in central location High
Training Regular Guardian IMS training for LDCC staff (e.g. monthly) Reinstigate monthly practical training Medium
Resources WHS presence in FCC and LDCC Amend LDCC & FCC resourcing document to include FCC presence High
Resources Parking concerns whilst collecting live data, attending to issues or meeting with community Need to arrange parking permit for teams collecting data on the ground before, during
and after events. Action with local laws for parking permit.
Resources Pre-populated recovery plan templates. Pre-populated recovery plan templates. High
Resources Ensuring constant resupply of demanded resources were maintained ie sandbags and Establish logistics tracking and resupply protocols High
sand
Resources Ensuring constant resupply of demanded resources were maintained ie sandbags and Establish logistics tracking and resupply protocols High
sand
Resources Ensuring sandbag filling stations were managed appropriately including traffic Develop site management plans including traffic control High
management at all sites
Resources Heightened risks at most sandbagging stations Implement safety protocols and supervision at sandbagging sites High
- public injury due to inexperienced filling and handling of heavy sandbags
- inappropriate/aggressive behaviour
- dangerous driving practices
Resources Flood mapping and stormtide inundation – implement easy access via websites/disaster High
dashboards.
Resources State-level requirements for storm surge mapping focused on its availability, accuracy, Clarify mapping standards and ensure consistency in use during activations High
and operational use in planning, briefings, and public messaging throughout the
activation period
Resources Expand use of satellite phones and VHF radios Medium
Communications vulnerability during power outages. If mobile phones disabled, there is
a need for alternatives such as satellite phones and VHF radios.
Resources Fatigue management and back-up support for key positions. Implement shift rotations and backup staffing plans High
Assets Pomona Depot – need for permanently located generator Budget / grant funding required Medium
Assets LDCC gate access. Building services rep to update live. Camera access. Security working group project to install camera access to allow LDCC to 'buzz' in visitors Medium
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Process or
discipline Issue Future Action? Priority
Assets Front end loader required to make it easier and safer to remove trees off the road Repair of current fleet item is under investigation Medium
Assets Ground protection mats & connectors to protect the ground when setting up Incident Control Research available ground protection mats and put in PID for future funding. Medium
Centres.
https://groundnurse.com.au/
Assets Maintenance of Peregian Beach coastal drainage system Storm action procedure for Council/contractor use.
Assets Cyclone proof windows of LDCC. Create PID to upgrade LDCC windows to cyclone-rated High
Evacuation Centres Requirement for permanently located generator at Leisure Centre and The J Budget/grant funding - Quote being requested for design & construct for Leisure Centre
and The J to inform future budgets.
Evacuation Centres Outside Leisure Centre - ability to get power from generator when power fails. Discuss with B&F in conjunction with Line above
Evacuation Centres Request for upgrade to four power sockets in the power box we used not just one outlet. To be discussed with Building & Facilities
(Library & Leisure Centre)
Evacuation Centres Recommendation of placement of a large flood spotlight on top wall in front of Leisure Centre Investigate Medium
building lighting up front of Leisure Centre onto grass area. Existing lighting dull
Evacuation Centres Noosaville Library - consider use as a secondary medical centre for nearby Hospital. Noosaville Library is secondary Evauation Centre location should there be a need for Low
evacuees with health concerns.
Letter to be drafted to Tewantin Noosa Lions
Evacuation Centres Consider liaising with Waves of Kindness or a local charity to have sets of clothing and towels Investigate Medium
for people who may be wet or need blankets.
Evacuation Centres Have agencies on hand to provide comfort (counselling). Continue to have Red Cross onsite to provide counselling High
Evacuation Centres Establish flood threat for Lake Doonella into the tributary beside Leisure Centre. Flood information provided on Council's Disaster Flood mapping.
Letter to be drafted to Tewantin Noosa Lions
Technical Need to have up to date survey data before storm season Need a clear format for tracking model runs and forecasts. Date, Input Model, Version,
Output, etc. Use Excel spreadsheet in Teams/Sharepoint
Technical Need pre-storm season prep with every SME. Also cannot always rely on individuals in BMT, Need a panel of suppliers or designated Hazard & Risk Taskforce with key subject matter
UniSC & UQ experts working on coastal system in Noosa. Meet prior to disaster season on foreward
outlook. Ensure models are fit for purpose ahead of time as these events begin to occur
more frequently. Need to establish availabilities prior to storm season starting .
Technical Had to install camera ad hoc to capture data on Noosa Main Beach Consider establishing permanent camera monitoring (for water position, waves, elevation
/ real-time slope) due to geomorphilogical complexities at NMB
Technical Spent a lot of time trying to figure out wave and erosion potential. Every 6hrs the TC forecast Seek QRA funding to develop disaster ready models and produce storm tide map series
seemed to change. Storm tide hazard - BMT did one for SEQ - had to expand spatial area on (and property/people consequence tables) that are closest to State storm tide forecasts
the fly as the cyclone was so large that could be provided during an event. Need to establish maps and lookup tables so
SDCC data can be interpreted at speed. This must include tidal attenuation within the
river.
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Process or
discipline Issue Future Action? Priority
Technical Needed models to continuously be running with updated TC forecast data, not a static Need to ensure models are setup for this ahead of storm season, with most recent survey
snapshot at the start of event. Computational requirements are high, need to rerun at speed. data inputted. Council should consider holding SWAN Model calibrated version in
SWAN is okay but Xbeach is harder to loop. platform for any of the taskforce or panel to use in case one group isn't available during
an event.
Technical Data on ETA lines and elevation that Council has been collecting for the past two years was Continue coastal monitoring program and ensure there is sufficient contingency budget
essential to inform impact forecast models. Beach survey data (existing beach slope) was used for surveys pre and post major storms as disaster funding does not cover it
in the empirical calculation for overtopping on NMB
Technical Regional Coastal Process Model needs to calculate refraction well and calibrate wave models Ensure Regional Coastal Process Model scope takes this into account.
(Over-refracting waves coming around Moreton Island affected wave model
(overestimating/underestimating as models not calibrated)
Technical COASTS Dashboard was not too far off the mark. Needs calibration but relatively close in Need to consider what platform is best for info sharing during a disaster
forecasting during ex TC-Alfred.
Technical Bathymetric river/beach survey data Is this information able to be provided through use of drones
Technical Disaster Vendors – Strategic list of vendors to engage. Included in Guardian Resources the contractor list prepared and updated by Procurement.
Also noted that LGAQ are working on a Disaster Preferred Contractor list.
Meeting protocols LDMG meeting times – difficult to get to meeting in person when meeting times coincide Adjust meeting times to avoid peak traffic periods Low
with school drop off/pick off times – traffic bottlenecks
Meeting protocols Clarity around who should attend LDMG meetings in person vs. via Teams Develop attendance guidelines Medium
Meeting protocols Need for people to identify themselves and their role before speaking meetings Reinforce meeting etiquette Low
Meeting protocols Confirm LDMG membership and contacts before event, send out contact list on a rolling Administration duty sheet to be adjusted to include Low
basis
Meeting protocols Meeting invites and paperwork to be sent from one email address so it is not missed. Admin - all informatin and meeting invites to come from Medium
LDCC Admin profile
Communications Consider Sunshine Coast & Noosa Mayoral messaging with District Disaster Coordinator Explore technology options to allow this regardless of location of participants Medium
Technology A way to track Requests for Assistance would be handy Include in briefing of available tools during standup of LDMG Medium
Communications Sandbags – improved community messaging around What to do with sandbags after the Include post-event sandbag guidance in public messaging Medium
event
Resources Commercial vs residential premises and habited vs vacant holiday accommodation – Develop sandbag distribution policy through sandbag working group Medium
policy required to outline who should take precedence for sandbags.
Resources Sandbag supply to all 11 locations across the region was timely, efficient and constant. N/A
Resources Sandbagging locations – finalise formal locations. Confirm and document official sandbagging sites High
Compliment LDMG Agenda – was great having LDC report immediately after BoM briefing. Medium
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Process or
discipline Issue Future Action? Priority
Resilience Preparedness and resilience of staff – important for agencies to function that staff are Incorporate personal preparedness into training and exercises Medium
well prepared at home. Build messaging into workshops/exercises, creation of a
sharable resource.
Resources / BCP Agency BCP’s to ensure arrangements for generators are in place. Review and update BCPs with generator provisions High
Communications Increased number of NDIS patients presenting at hospitals due to private providers closing. Coordinate with NDIS providers for Medium
continuity of care
Meeting protocols Consider timings of LDMG meetings with neighbouring LDMG's to ensure representation at Coordinate meeting schedules regionally Low
meeting
Resources Limited information on aged care facilities in the wider Sunshine Coast area. Compile and maintain aged care facility contact list Medium
Meeting protocols Standing Up - Better communication around when we were required to completely stand up Clarify activation protocols and expectations Medium
and be present in the LDCC