Mitigation planning in Epirus- The case of frost and snowfalls. Thematic seminar Epirus September 2011
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1 Mitigation planning in Epirus- The case of frost and snowfalls Thematic seminar Epirus September
2 Structure of Mitigation Planning in Greece First Level: General Plan for Civil Protection Ksenokratis - General frame for planning and acting - It refers to all kinds of disasters and to all levels of public administration Second level: Plans for specific kind of disaster - Made by the General Secretariat of Civil Protection - They also refer to national level and are in accordance with Ksenokratis Third level: Plans on Regional/Local Level - Make more specific the plans of the General Secretariat of Civil Protection - Taking into consideration the needs/vulnerabilities of an area - Involving Regions, Municipalities, local traffic police, local fire brigade e.t.c.
3 Mitigation plan: Hazards relating to snowfalls and frost Lead partner on Regional Level: Region/Regional Units Partners: Local Traffic Police, Fire Brigade, Municipalities, National Center of Immediate help, Egnatia S.A., army, volunteers Scope: Region/Regional Units Contents: 6 Chapters 3
4 4 Basic Approach of the Plan
5 Contents of the Plan (1) Legal frame/relevant official documents CHAPTER I: 1.1 Introduction 1.2 Actions and works for tackling snowfalls and frost in the road network in different periods of the year CHAPTER II: 2. The competences of different bodies 2.1 The competences of de-icing and taking away the snow from the road network The competences of the Ministry of Infrustructure The competences of companies who have been contracted to take away the snow and de-ice parts of the road network The competences of Regions, ex-prefectures (Regional Units) and Municipalities The competences of EGNATIA S.A. 2.2 Traffic control, imposing prohibitions of traffic due to snowfall and frost 2.3 Inform bodies for the prevailing situation in road network 2.4 Removal of immobilized vehicles due to snowfalls and frost 2.5 Evacuation and rescue of drivers and passengers due to snowfalls or frost 5
6 Contents of the Plan (2) 2.6 Awareness of responsible bodies 2.7 Facing the difficulties from the temporary interruption of traffic due to snowfalls and ice CHAPTER III: 3. Planning in levels of Region, ex-prefectures (Regional Units) and local level 3.1 Regional planning for tackling snowfalls and frost on road network 3.2 Planning for tackling snowfalls and frost on road network in the level of ( Units ex-prefectures (Regional 3.3 Planning for tackling snowfalls and frost on road network in the level of Municipalities CHAPTER IV: 4.1 Volunteer Organizations 4.2 Public information for the risks of snowfalls and frost 4.3 Social Provisions and aids to those affected 6
7 Contents of the Plan (3) CHAPTER V: 5.1 Memorandum of Actions from involved bodies in tackling snowfalls and frost 5.2 Keeping data in Special Disaster Files CHAPTER VI: Role of General Secretariat of Civil Protection 7
8 I: Introduction According to the plan, although the winters in Greece are not extremely harsh, last years there are some intense snowfalls which cause various problems in ordinary life of citizens and businesses. Therefore it is important to improve the measures to mitigate the risks and the impacts from snowfalls and frost. 8
9 9 I: Actions and works for tackling snowfalls and frost in road network Pre- Winter period (April early October) Evaluation of the effectiveness of measures taken the last winter period and problems faced Capacity assessment of infrastructure and human resources for the next winter period. Supply and storage of materials (salt e.g.) Maintenance of equipment and machinery ( October ) Preparedness period Conclusion of procedures for hiring private equipment for de-icing, seasonal staff etc according to available funds. Allocation of staff, creation of working timetables, assignment of responsible for the organization and operation of related facilities, check of the condition of the equipment Setting priorities ( bodies Meeting of the Coordinating Body of the Regional Unit (representatives from all the involved ( April Winter period (November Assurance of information flow to the lead coordinator with meteorological predictions, alerts and information about the condition in the road net work Reallocation of resources and supply of more material if needed Repair of equipment
10 II. Defining the competences bvcbxb a) De-icing and tackling frost in Egnatia Egnatia S.A. b) De-icing and tackling frost in other roads c)traffic control, imposing prohibitions of traffic due to snowfall and frost d) Inform bodies for the prevailing situation in road network e) Removal of immobilized vehicles f) Evacuation and rescue of drivers and passengers due to snowfalls or frost, distribution of blankets and meals 10 g)transfer to Hospital h) Awareness of responsible bodies for weather conditions i) Facing the difficulties from the temporary interruption of traffic on the mountains Region and Municipalities Local Traffic Police Local Traffic Police The body which is responsible for the maintenance of the road Fire Brigade National Center of Immediate Help National Meteorological Services Region or municipalities in cooperation with competent ( e.g.army ) national authority
11 III. Planning in the Level of Regional Unit It should be conducted in conformity with the three phases of Chapter 1 10 days after receiving the plan from the General Secretariat of Civil Protection a coordinating meeting between all bodies involved should take place in the Regional Units. In the meeting the operational responsibilities of the Regional Unit will be defined and problems of coordination between the different bodies involved should be solved. Restoring traffic to vulnerable buildings and areas high priority. Assess the risk for critical infrastructure and human lives 11
12 IV. Public Awareness Volunteer Organizations The actions that they undertake should be part of the actions defined during the meeting of the Coordinating Body of the Regional Unit Public information for the risks of snowfalls and frost -Campains by the General Secretariant of Civil Protection - Brochures and flyers distributed by the Civil Protection of the Region, Municipalities and volunteers -Emergency calls 100,199,166, and 112 -Dedicated information by the relevant Offices of the Regional Units for farms and livestock 12 Social Provisions and aids to those affected -First needs (shelter, food): Region and Municipalities -Compensations for disasters in crops, livestoc: ELGA
13 V. Emergency plans - Memorandum of Actions First of all Regions should consult the existing emergency plans for snowfalls and frost Second, they should draft memorandums of Actions which explicitly answer the following: Compulsory content of a memorandum The body responsible for preparedness. Information table with contact details of responsible persons per action. Communication protocol (main and alternative means of communication for early ( persons warning of responsible Updated catalog of capability of recourses that the body disposes to tackle snowfalls and icing (machinery, vehicles of ( e.g staff transferring 13
14 V. Emergency plans Special Disaster Files The General Secretariat holds Special Disaster Files for major disasters of a national, regional of even local scale. Data about the actions that have been done for tackling disasters and damage and the relevant plans Reports accounting the actions of each responsible body and proposals for their improvement All the data and the reports must be drafted in Chronological order in order to assess the effectiveness of the whole system of mobilization of Civil protection. Each Region should submit its data in case of Disasters of regional scale to the Secretariat to form its file. 14
15 VI: Role of General Secretariat of Civil Protection The role of the General Secretariant of Civil Protection is mainly coordinating Each body having a direct contact to the General Secretariant of Civil Protection is mentioned namely in the plan and is asked to give all the nessacery contact information (FAX, telephone numbers e.t.c.) for efficient information flow bdffdbf
16 Lessons: necessary steps in the process -The general plan is edited by the General Secretariant of Civil Protection -The plan is made more specific on a regional level -Taking into consideration the needs of the area and the experience of the local authorities -Taking into consideration available funds, and resources (staff, infrastructure, ( equipment ( SNO ) -Meetings of the Coordinating Body of the Regional Unit -Defining the exact role of each partner [i]. -The opinion of citizens is expressed through the participation of politicians and volunteers in the Coordinating Body of the Regional Unit -Feedback to the General Secretariat of Civil Protection through reports of the Civil Protection, which result to the enrichment and improvement of the general plan 16
17 Lessons: necessary contents of the plan -Introduction -Strictly defined competences of all partners (? why Each actor (who?) is connected to an action (what? when? how? In this way questions about the time (disaster scenario, stage of mobilization) of an action, funding, used resources and risk assessment of the problem are answered -Information flow a) Protocol of communication between partners b) Ways in which necessary information reaches the public -Involvement of local society -Data files Provision for keeping the data related to a disaster (causes, ways of reaction, evaluation of the methods used, proposals for improvement) in a way that can be used as feedback. -Legal frame, relevant official documents -List of receivers of the plan a) Those who are expected to act b) Those who should just have knowledge 17
18 Lessons: other recommendations -Operational exercises for testing and evaluating the plan and cultivating the degree of preparedness -Specialized training of those whore are involved in the implementation of the plan. -Updating / Revision of the plan (short term: e.g. lists of available material, medium term: adopting new technologies, long term: climate change) -Upgrading the offices of civil protection of the Municipalities => emphasis in Local Operational Level - The number of involved bodies in the mitigation of disasters might be big. - Cooperation is vital - The creation of bodies where all involved parts have a representative can be proved very helpful and constructive -Problems appear when it is not absolutely clear by whom or usually how an action is materialized. -The lack of hierarchy in the above bodies (since each partner is actually ( independent might cause some problems when making decisions, but from the other side it gives the body flexibility of actions, since each partner can achieve different tasks due to its structure and legal frame 18
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