COMMUNITY-BASED EARLY WARNING TRAINING … Training Manual.pdf · 3 Rationale for Pilot Site ... This training manual focuses on strengthening the capacity of the ... The Mayaro Rio

COMMUNITY-BASED EARLY WARNING TRAINING FOR THE MAYARO RIO CLARO REGIONAL CORPORATION

Training Manual

September 2013

Prepared by Rehanna Jadoo, MSc.

ACRONYMS

CBDRR Community Based Disaster Risk Reduction

CDEMA Caribbean Disaster Emergency Management Agency

CBEWS Community Based Early Warning System

DM Disaster Management

DRR Disaster Risk Reduction

DRM Disaster Risk Management

EWS Early Warning System

EWP Early Warning Point

FEMA Federal Emergency Management Agency

GIS Geographic Information Systems

IFRC International Federation of Red Cross and Red Crescent Societies

ISDR International Strategy for Disaster Reduction

MOLG Ministry of Local Government

MOWT Ministry of Works and Transport

MRCRC Mayaro Rio Claro Regional Corporation

ODPM Office of Disaster Preparedness and Management

RRMC Risk Reduction Management Center

SOP Standard Operating Procedure

TCPD Town and Country Planning Division

UNEP United Nations Environment Program

UNISDR United Nations International Strategy for Disaster Reduction

USGS United States Geological Survey

WRA Water Resources Agency

TABLE OF CONTENTS

1 Introduction............................................................................................................................................................ 1 2 Background ........................................................................................................................................................... 1 3 Rationale for Pilot Site Selection ........................................................................................................................... 3 4 Overview of Training ............................................................................................................................................. 4 5 Module 1: Disaster Risk Reduction and Early Warning Systems .......................................................................... 4

5.1 Topic 1: Disaster Risk Reduction.................................................................................................................. 4 5.1.1 Hazard ................................................................................................................................................. 5 5.1.2 Risk ...................................................................................................................................................... 6 5.1.3 Capacity ............................................................................................................................................... 6 5.1.4 Vulnerability ......................................................................................................................................... 6 5.1.5 Disaster ................................................................................................................................................ 7 5.1.6 Disaster Risk ........................................................................................................................................ 7 5.1.7 Disaster Risk Reduction ....................................................................................................................... 7 5.1.8 Community Based Disaster Risk Reduction (CBDRR) ........................................................................ 7 5.1.9 Resilience ............................................................................................................................................ 8

5.2 Topic 2: Early Warning Systems ................................................................................................................... 8 5.2.1 Session 1: Understanding Early Warning Systems .................................................................................. 8 5.2.2 Session 2: Key Elements EWS of ............................................................................................................ 9

5.3 Assessment ................................................................................................................................................ 11 6 Module 2: Roles and Responsibilities in Early Warning ...................................................................................... 12

6.1 Topic 1: Identification of Stakeholders ........................................................................................................ 12 6.2 Topic 2: Description of Roles, Responsibilities & Necessary Coordination ................................................ 13

6.2.1 Session 1: Responsibilities of the RRMC .......................................................................................... 13 6.2.2 Session 2: Responsibilities of the EWP ............................................................................................. 14 6.2.3 Session 3: Coordination of EW Activities ........................................................................................... 15

6.3 Topic 4: Effective Governance of EWS ...................................................................................................... 15 6.4 Assessment ................................................................................................................................................ 16

7 Module 3: Using Risk Knowledge for Early Warning ........................................................................................... 17 7.1 Topic 1: Collecting risk data........................................................................................................................ 17 7.2 Topic 2: Methods of assessing risk............................................................................................................. 17 7.3 Assessment ................................................................................................................................................ 18

8 Module 4: Monitoring and Observation in Early Warning .................................................................................... 18 8.1 Exploring Existing Observation and Monitoring Systems ........................................................................... 19 8.2 Monitoring Devices ..................................................................................................................................... 19 8.3 Early Warning Triggers ............................................................................................................................... 21 8.4 Assessment ................................................................................................................................................ 23

9 Module 5: Development of Communications Plan for Flood Early Warning ........................................................ 24 9.1 Communication in peacetime ..................................................................................................................... 25 9.2 Communication in emergency event .......................................................................................................... 26 9.3 Communications Plan for CBEWS ............................................................................................................. 26

9.3.1 Step 1: Identification of target audiences ........................................................................................... 27 9.3.2 Step 2: Identification of IEC materials ................................................................................................ 27 9.3.3 Step 3: Developing and Communicating EW Message Content ........................................................ 28 9.3.4 Step 4: Recommended Community Actions in Response to Warning ............................................... 29

9.4 Assessment ................................................................................................................................................ 32 10 Module 6: Use of Tools and Equipment for Early Warning .................................................................................. 32

10.1 Telephones ................................................................................................................................................. 32 10.2 Wireless Radios .......................................................................................................................................... 33 10.3 Sirens ......................................................................................................................................................... 33

10.4 Colored Flags/Lights ................................................................................................................................... 33 10.5 Hand Mikes/Megaphones ........................................................................................................................... 33 10.6 FM Radios and Television Stations ............................................................................................................ 33

10.6.1 Modes of Warning Message Dissemination ....................................................................................... 33 10.7 ODPM EWP Communications Training: Wireless Radios .......................................................................... 34

10.7.1 General Radio Terms......................................................................................................................... 34 10.7.2 Operating Practices and Procedures: Daily Operation ...................................................................... 35 10.7.3 Emergency Operations ...................................................................................................................... 35 10.7.4 Radio Clubs ....................................................................................................................................... 36

10.8 Assessment ................................................................................................................................................ 36 11 Module 7: Standard Operating Procedures ......................................................................................................... 37

11.1 Daily Operation of the CBEWS ................................................................................................................... 37 11.1.1 Standard Operating Procedures for the Early Warning Points ........................................................... 37 11.1.2 Standard Operating Procedures for the RRMC ................................................................................. 37

11.2 SOPs of the CBEWS in an Emergency Situation ....................................................................................... 38 11.2.1 Standard Operating Procedures: Before the event. ........................................................................... 38 11.2.2 Standard Operating Procedures: During the event. ........................................................................... 39 11.2.3 Standard Operating Procedures: After the event. .............................................................................. 39

11.3 Assessment ................................................................................................................................................ 39 12 Scenarios ............................................................................................................................................................ 40

12.1 Scenario 1 .................................................................................................................................................. 40 12.2 Scenario 2 .................................................................................................................................................. 40

13 Summary of Supporting Materials ....................................................................................................................... 41 References ................................................................................................................................................................... 42 Appendix 1: Form for identifying target audiences. ...................................................................................................... 43 Appendix 2: Template for Disaster Prevention Communiqué ...................................................................................... 44 Appendix 3: Warning Message Templates. ................................................................................................................. 45 Appendix 4: FEMA news release regarding Colorado floods: 16thSept 2013. ............................................................. 46 Appendix 5: Comparison of Warning Communication Methods . ................................................................................. 47 Appendix 6: Daily Weather Log Form .......................................................................................................................... 52 Appendix 7: Weekly Incident Report Form ................................................................................................................... 53 Appendix 8: Seasonal Chart Form ............................................................................................................................... 54 Appendix 9: Daily Equipment Check Form................................................................................................................... 55 Appendix 10: Daily Brief Form ..................................................................................................................................... 56 Appendix 11: Weekly Plan Form .................................................................................................................................. 58 Appendix 12: Communication Chain for Daily EW Operations at the Local Level in the MRCRC. .............................. 59 Appendix 13: List of Emergency Shelters 2013 ........................................................................................................... 60 Appendix 14: Communication Chain for Flood Emergency Operations at the Local Level in the MRCRC. ................. 66

LIST OF TABLES

Table 6-1Collaboration and Coordination in EWS (Workshop Output). ....................................................................... 15

Table 8-1Table illustrating flood warning / alert levels for a CBEWS. ......................................................................... 23

Table 13-1Summary of supporting materials. .............................................................................................................. 41

LIST OF FIGURES

Figure 2 -0-1 Map showing the location of the MRCRC. ................................................................................................ 2

Figure 2-0-2Map showing communities in the MRCRC ................................................................................................ 2

Figure 5-1 A case study that demonstrates the need for a flood EWS in the MRCRC. ................................................. 5

Figure 5-2 Image showing flooding in Trinidad. ............................................................................................................. 5

Figure 5-3 Image showing the destruction caused by the Indian Ocean tsunami in 2004. ............................................ 8

Figure 5-4Elements of a People Centered EWS. ........................................................................................................... 9

Figure 6-1Stakeholders currently identified by the MRC DMU. .................................................................................... 12

Figure 6-2Stakeholders in the CBEWS process. ......................................................................................................... 13

Figure 8-1Chart showing procedure for assessing observation and monitoring systems.. .......................................... 19

Figure 8-2Images showing different types of river level gauges. ................................................................................. 20

Figure 8-3Image showing the three colored pole used to indicate warning levels. ...................................................... 20

Figure 8-4Simply built rain gauge. ............................................................................................................................... 21

Figure 8-5Measuring rain water by ruler Source .......................................................................................................... 21

Figure 8-6Images showing locations where the Nariva River crosses the Cunapo Southern Main Road. ................... 22

Figure 8-7A case study demonstrating the importance of EWP monitoring. ................................................................ 22

Figure 8-8Possible Flood Classifications. .................................................................................................................... 23

Figure 9-1Chart illustrating general workflow for peacetime operations of the MRCRC. ............................................. 26

Figure 9-2Chart showing the general early warning workflow in the case of an impending flood. ............................... 28

Figure 9-3Image showing placement of barriers to prevent entry of floodwaters. ........................................................ 30

Figure 10-1Figure Showing General Modes of Warning Communication. ................................................................... 34

Figure 10-2Figure Showing Specific Modes of Warning Communication. ................................................................... 34

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1 Introduction The Government of Trinidad and Tobago through the Office of Disaster Preparedness and Management (ODPM) is currently engaged in a pilot initiative along with four other countries in the Caribbean region to learn from, adapt and replicate the Cuban Risk Reduction Management Centre (RRMC) model, to the local country context. This model constitutes an instrument of local governments designed to manage (collect, document, compile, analyze, share) information about hazards, risks and vulnerabilities in a given territory and support informed decision-making by local authorities. With financial and technical support being made available through project sponsors – UNDP and the Caribbean Risk Management Initiative (CRMI) and Cuban technical assistance, this country adapted RRMC pilot initiative is aimed at improving the performance of local governance institutions - primarily the Disaster Management Unit (DMU) system in their disaster risk reduction responsibilities, while fostering increased level of community interface and participation. This initiative is also expected to supplement the capabilities of the National Disaster Office, thereby maximizing the effectiveness of disaster risk reduction and management (DRR/DRM) interventions all round. Given the current DRR capacity gaps and constraints at the local level, the RRMC's main objectives will seek to improve and/or create better documentation, access to and transmission of critical disaster and emergency information within the disaster management system in Trinidad and Tobago. In view of this, the pilot RRMC implementation will focus on strengthening capacity within the selected pilot site - Mayaro Rio Claro Regional Corporation (MRCRC), specifically in the areas of: a) Community-based Early Warning (EW) capacity and b) GIS technical capacity This training manual focuses on strengthening the capacity of the MRCRC by providing guidelines on the implementation of a CBEWS particularly as it relates to the establishment of Early Warning Points (EWP) in the RRMC pilot initiative.

2 Background The MRCRC has been selected for the pilot RRMC initiative. The Municipality of Mayaro Rio Claro is located in the south east of Trinidad and is bounded by the Sangre Grande, Couva/Tabaquite Talparo and Princes Town Municipal Corporations to the North, North West and South West respectively. See Figure 2.1. The Region is limited by the Atlantic Ocean to the East and Columbus Channel to the South giving it a large expanse of coastline. The MRCRC covers a land area of 814 square km and it is largely rural in character with 27 communities that are located along the major arterial network and at their main intersections. A number of these are coastal in nature i.e. those lining the east and southern boundaries of the municipality (See Figure 2.2). The area has low to mildly sloping topography and is drained by several major river systems, namely the Pilote, Moruga, Poole-Ortoire and Navet Rivers. A significant proportion of the country’s biodiversity (forest and wetlands) is found in this area and more that 50% of the land area is protected by legislation. The Nariva Swamp, which is the largest and most diverse wetland in the country, is located in the MRCRC.

Drainage infrastructure in the MRCRC is poor and inadequate which compounds flooding and waste management requires improvement: collection and disposal. There is a need for a hospital to service the area specifically due to the proximity of industrial areas to communities. Housing ranges from elite accommodations, mainly holiday homes in certain sections of the Mayaro Coastline, to very poor conditions in squatter settlements in Biche, Rio Claro and Guayaguayare. While some housing development recently occurred in the form of housing estates, dilapidated housing and the need for community upgrading is clearly evident in areas such as Plaisance, Mayaro, and Guayaguayare and along sections of the Cunapo Southern Main Road.

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Figure 2 -1 Map showing the location of the MRCRC (Source: ODPM).

Figure 2-2Map showing communities in the MRCRC (Source: ODPM)

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The region is particularly vulnerable to flooding (riverine and coastal), high winds and land slippage. Areas along Navet and Poole-Ortoire Rivers are prone to flooding. Particularly vulnerable communities include Navet/Cushe, Biche, Mafeking, Bristol, Union, Radix, Ortoire, St Joseph, Kernahan. Soil erosion and massive land movement are major occurrences; landslip damage is common along major access roads, namely the Naparima Mayaro Road and Cunapo Southern Main Road. Coastal erosion is prominent along the coastline which is vulnerable to storm surge and coastal flooding. Climate change impacts are being felt in the MRCRC. There is also heightened potential risk by the presence of an industrial area in proximity to several communities - offshore drilling is a prominent activity in this region.

3 Rationale for Pilot Site Selection The Mayaro Rio Claro Regional Corporation (MRCRC), Trinidad was proposed as the general location of the pilot RRMC initiative based on the following criteria:

Hazard occurrence and severity – While Mayaro /Rio Claro Regional Corporation in relation to surface area experienced low overall level of hazard occurrence over the period 2006-2011, localized impacts tend to be intensified due to remoteness, relatively poor access and low levels of community resilience (coping capacity) compared to other areas of the country.

Area is susceptible to various natural hazards - landslips, riverine and coastal flooding, storm surges, impact of climate change.

Additionally, heightened potential risk by the presence of industrial area in proximity to several communities and offshore drilling; the (facility/centre) can be doubled for use by the Energy Sector

Presence of factors impacting coping capacity and resilience (low relative to other municipalities) – Mayaro Rio Claro attained the lowest ranking country wide in the Inequality Adjusted Human Development Index (INHDI) study published by the Central Statistical Office (CSO) in 2012, particularly in the dimensions of income, health and education.

The selection of Mayaro is excellent from the perspective that there are tangible signs of the effects of climate change and climate variability e.g. sea level rise and coastal erosion, weather patterns - more intense rainfall, drier dry seasons and hotter days affecting livelihoods. (Reference: Pilot Workshop based on the Module Mainstreaming Climate Change into Community-Based Disaster Risk Reduction, CANARI, October 2010)

The need for decentralization of resources away from urban areas and providing opportunities for improved access, communication and capacity building for marginalized communities such as those in east coast rural areas.

Availability of land space; permission granted from Lands and Surveys Division Willingness of DMU to assist as well as good level of community / social capital

o Generally low conflict area o High number of community groups including active women's group which also provide opportunity

to incorporate gender sensitivity in DRR measures Opportunity to build on previous training and initiatives e.g.

o Prior exposure to DRR type initiatives & training via ODPM and Red Cross - First Aid, Community Disaster Response Teams/CERT, Vulnerability and capacity assessment; CANARI - Climate Change Adaptation

o Corporate social responsibility initiatives / programmes by the energy sector - e.g. The East Coast Operators Community Awareness and Emergency Response (ECO-CAER) Committee was established as a collaborative effort to manage disaster and risk in the Beachfield basin, Galeota, where the majority of the area’s upstream energy activities are carried out. CAER aims to inform stakeholders of the possible health, safety, security and environmental (HSSE) risks that the Industrial Estate poses on their lives and prepare them to handle any possible emergency in an educated manner. One of the aspects of the CAER initiative is the School Partnership Programme

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which was developed to improve business and community interaction and relations as it pertains to emergency preparedness and response.

4 Overview of Training This training manual aims to facilitate the exchange of knowledge among participants by having a participatory approach. In a 2 day workshop, each module will be presented and led by a facilitator, who will work to encourage and ensure an interactive environment. The course content will be balanced among lectures, group exercises, group discussions, practical exercises, and hands-on use of equipment. The training manual is broken down into 7 modules and 2 scenarios. A focus is kept on the main hazard in the MRCRC, which is flooding. The modules are as follows:

Module 1: Disaster Risk Reduction and Early Warning Systems Module 2: Roles and Responsibilities in Early Warning Module 3: Using Risk Knowledge for Early Warning Module 4: Monitoring and Observation in Early Warning Module 5: Development of Communications Plan for Flood Early Warning Module 6: Use of Tools and Equipment for Early Warning Module 7: Standard Operating Procedures

The Scenarios will be conducted as tabletop simulations where groups of participants are presented with a situation involving an impending hazard. They are then required them to come up with a step by step procedure to be followed in the situation presented.

5 Module 1: Disaster Risk Reduction and Early Warning Systems The objective of this module is to provide participants with an understanding of the concepts of Disaster Risk Reduction and Early Warning Systems especially as they relate to the community level. This module begins by reviewing the basic terminology used in disaster risk reduction (DRR) and then describes the key elements of an Early Warning System (EWS) and the concept of the Early Warning Point (EWP).

5.1 Topic 1: Disaster Risk Reduction

This topic will allow participants to understand the terminology and concepts commonly used in the fields of disaster management and early warning. Floods are the most common, frequent and serious hazards among all disasters in the Caribbean. According to EM-DAT, in the past ten years floods in the Caribbean have resulted in 3639 deaths, have affected almost 500,000 people and caused approximately US$54.5 million in damages. Preventive measures such as the construction of reservoirs and dykes, can be taken, and are aimed at reducing the impact of floods. However, when preventive measures are not sufficient, flood damage can still be reduced through raised preparedness. Hence the need to develop and improve strategies in DRR with the aim of reducing risks, loss of life, injury and impacts on livelihood that are related to disasters. The United Nations International Strategy for Disaster Reduction (UNISDR) has developed DRR terminology to allow for uniformity and consistency in the use of terminologies in any material produced for DRR and EWS. Therefore, this training manual will adhere to these terminologies to ensure a common understanding by all those participating in the training. UNISDR (2009) definitions of the relevant terminology commonly used in DRR and EWS follow.

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Figure 5-1 A case study that demonstrates the need for a flood EWS in the MRCRC.

5.1.1 Hazard

A hazard is defined as a dangerous phenomenon, substance, human activity or condition that threatens to cause: Loss of life Injury or other health impacts Property damage Loss of livelihoods and essential services Social and economic disruption or Environmental damage.

Figure 5-2 Image showing flooding in Trinidad.

GROUP DISCUSSION: It is important at this point to discuss the main hazard(s) affecting the area

targeted for the EWPs pilot. In the case of the MRCRC the hazard of focus is flooding. The causes

of flooding as well as the severity experienced in the study area will influence the design and

operation of the EWS. Other natural hazards that have been noted to affect the MRCRC include

landslides, tornados, swells and gusty winds.

CASE STUDY: Published Tuesday, November 2, 2010, Trinidad & Tobago Guardian Online.

Market vendors had to climb up on their stalls on Sunday morning as floodwaters from heavy rains, a backlash of Hurricane Tomas, overtook the Mayaro market. Strong Atlantic winds felled coconut trees in the east Trinidad village, damaging houses, while dozens of residents were marooned for hours yesterday as their homes were surrounded by water. Personnel from the Office Disaster Preparedness and Management (ODPM), Cepep workers and officers from the Mayaro Fire Service were kept busy in the area, assisting residents and cleaning up. David Law, research and personal assistant for Mayaro MP Winston “Gypsy” Peters, said: “The entire Mayaro Junction, from the market to KFC, was flooded out. “People coming to market early in the morning were trapped.” Meanwhile, in Lewis Sucre Street, near to the Plaisance Housing Development, Julia Bruno heard a loud crash and discovered a coconut tree had fallen on the roof of her house, damaging galvanise and overturning a water tank. Law added: “There was also flooding in the Plaisance area and in Radix Village.” He said the Ortoire River burst its banks and the banks of the St Ann’s River were eroded by the raging water that rushed through it.

GROUP DISCUSSION: Present participants with the case study in Figure 5.1. Facilitate an open

discussion on what is wrong with the scenario presented. The aim of the discussion should be to

elicit an understanding of the need for a EWS.

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5.1.2 Risk

Risk is described as the combination of the probability of an event and its negative effects. It is possible to perceive risk in two ways. It is most commonly seen as the chance or possibility of an event occurring; or in a more technical sense it can be viewed in terms of potential losses due to an event.

5.1.3 Capacity

Capacity is the ability of a community, society or agency to achieve determined goals as a result of combined strengths, attributes and available resources. Three main categories can be used to roughly assess capacity (Source: Mercy Corps and Practical Action, 2010):

I. Physical/Economic Capacity Money/Cash Real Estate Stable sources of income / livelihood Safe infrastructure Food security Balanced natural environment Absence of hazards

II. Social/Organisational Capacity Relationship with kin and family People centered government Empowered community Functional community based organizations Ideal availability of basic social and health services Strong social networks and institutions

III. Motivational/Attitudinal Capacity Knowledgeable and skilful human resource Confidence and self-esteem Proactive attitude Open to change and new ideas Continual learning Building on previous experiences Positive perception in life

5.1.4 Vulnerability

The characteristics and circumstances of a community that deem it susceptible to the damaging effects of a hazard is termed its vulnerability. Some key factors that contribute to vulnerability include:

Poor design and construction of infrastructure Lack of public education and awareness Insufficient official recognition of risks and disaster preparedness.

Vulnerability can roughly be categorized into three groups (Source: Mercy Corps and Practical Action, 2010):

I. Physical/Material Vulnerability Hazard-prone location of community houses, farmlands, infrastructure and basic services

GROUP DISCUSSION: Capacity Assessment - At this point participants can be engaged in a

discussion with the aim of identifying capacity gaps in the MRC community. They can then briefly

put forth ideas for possible further actions to address any needs for improvement.

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Design and construction materials of houses and buildings Insecure and risky sources of livelihood Lack of basic services: education, health, safe drinking water, shelter, sanitation, roads, electricity and communication Exposure to violence (domestic, armed conflicts) Age and disability

II. Social/Organizational Vulnerability Weak family/kinship structures Lack of leadership and initiative to solve problems or conflicts Exclusion of certain groups from decision making about community life or unequal participation in community affairs Absence or weak community organizations (in formal, governmental, indigenous) Social status (caste, ethnicity, gender) Neglect from government and civil institutions

III. Motivational/Attitudinal Vulnerability Negative attitude towards change Passivity, fatalism, hopelessness Lack of initiative Dependence on external support Lack of knowledge and skills Extremism

5.1.5 Disaster

A disaster is defined as a grave disruption of the normal functioning of a community or society. It is characterized by high levels of human, material, economic and environmental losses and impacts. These effects overcome the ability of the affected community to cope using its own available resources. The severity of a disaster is commonly determined by three main factors:

1. Level of exposure to a hazard 2. Current conditions of vulnerability 3. Inadequate capacity and/ measures to alleviate or cope with potential adverse consequences of a disaster.

5.1.6 Disaster Risk

Disaster risk is seen as the potential losses in lives, health status, livelihoods, assets and essential services, which

can be faced by a particular community or society over some defined future time period.

5.1.7 Disaster Risk Reduction

Disaster risk reduction is the practice of alleviating disaster risks by engaging in systematic measures to analyze and manage the factors contributing to disasters. These efforts include the reduction in the vulnerability of people and assets through the prudent management of land and environmental resources, as well as the improvement in preparedness of communities for hazard events.

5.1.8 Community Based Disaster Risk Reduction (CBDRR)

CBDRR involves the active engagement of at-risk communities with the aim of developing safe, disaster resilient communities. This means that people in the community take ownership of DRR activities and participate in decision making and implementation of DRR measures. In this way they are able to reduce their vulnerability and build their capacities.

GROUP DISCUSSION: Question - Ask participants to suggest ideas on how they can reduce vulnerability

in their community, and build their capacities.

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5.1.9 Resilience The ability of a system, community or society exposed to hazards to resist, absorb, accommodate to and recover from the effects of a hazard in a timely and efficient manner, including through the preservation and restoration of its essential basic structures and functions. A community’s level of resilience to potential hazard events is determined by:

The degree to which the community has the necessary resources The community’s capacity to be prepared for an impending event The community’s capacity to respond in the face of an event.

5.2 Topic 2: Early Warning Systems

This topic provides participants with a comprehensive overview of the key elements of early warning systems and

describes how the EWP concept fits into the EWS process.

5.2.1 Session 1: Understanding Early Warning Systems

The ISDR (2009) defines EWS as the set of capacities needed to generate and disseminate timely and meaningful warning information to enable individuals, communities and organizations threatened by a hazard to prepare and to act appropriately and in sufficient time to reduce the possibility of harm or loss. The Indian Ocean tsunami of December 2004 killed 220 000 people and left 1.5 million homeless (UNEP, 2012). In 2005 an earthquake of magnitude 7.6 in Kashmir resulted in the death of at least 86,000 people (USGS, 2010). The absence of EWS led to the destruction of many lives in the aftermath of these natural disasters. Timely warning provides communities and first responders with enough lead time to take appropriate action that can minimize loss of life and property. In 2005, for example, the ability to forecast the path of Hurricane Katrina provided ample time for the warning and evacuation of the large population of New Orleans. It is therefore imperative that effective EWS be implemented to better identify the risk and occurrence of hazards and to better monitor a population’s level of vulnerability.

Figure 5-3 Image showing the destruction caused by the Indian Ocean tsunami in 2004.

Some of the societal benefits of EWS include (CDEMA, 2009):

Reduction in loss of life and property

Early notification of emergency services

Orderly disruption of social and economic facilities

Improved opportunity for traffic control

Reduced stress

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5.2.1.1 Community Based Early Warning System (CBEWS)

A CBEWS is one that is developed, managed and maintained by the community itself. The main objective is to empower communities through the EW process, thereby building the community’s resilience against the effects of disasters. The main role of supporting organisations such as the ODPM will be to facilitate progressive and meaningful participation of all community members. This can be done via participatory sessions and through sensitization and awareness campaigns. A CBEWS should posses the following features:

1. As much as possible, all community members, particularly vulnerable groups/individuals should participate at all stages of establishing and operating a CBEWS.

2. EW measures should be determined based on the community’s varying needs. 3. EW measures should enhance the community’s capacity to deal with adverse situations 4. Community members should own the process and system.

5.2.2 Session 2: Key Elements EWS of

A EWS that is sound and effective adheres to 5 interconnected key elements (Adapted from ISDR, 2006): 1. Risk Knowledge 2. Hazard Monitoring, Forecasting and Warning Service 3. Dissemination and Communication of Warnings 4. Emergency Response Capability 5. Institutional Environment

These elements will be further explored in the sections that follow.

Figure 5-4Elements of a People Centered EWS (Source: ISDR, 2006).

5.2.2.1 Risk Knowledge

The Yokohama Strategy for a safe World (The World Conference on Natural Disaster Reduction 1994) placed special

emphasis on the importance of risk assessment in the development of successful disaster reduction policies and

measures. Risks arise from the combination of the hazards and the vulnerabilities to hazards that are present at a

particular location or region. Assessments of risk require systematic collection and analysis of data and should take

into account the dynamic nature and variability of hazards and vulnerabilities that arise from processes such as

urbanization, rural land-use change, environmental degradation and climate change. Risk assessments and risk

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maps help in motivating people, prioritizing EWS needs and guiding the preparation, response and disaster mitigation

activities. It has the following sub-elements:

Hazard Mapping Vulnerability Assessment Risk Assessment Data Management Organizational Development

5.2.2.2 Hazard Monitoring, Forecasting and Warning Service

Warning services lie at the core of the EWS. They must have a sound scientific basis for detecting, predicting and forecasting hazards and they must reliably operate 24 hours a day. Continuous monitoring of hazard parameters and precursors is necessary to generate accurate warnings in a timely fashion thereby increasing the lead times for hazard warnings. Warning services for the different hazards should be coordinated where possible to gain the benefit of shared institutional, procedural and communication networks. It has the following sub-elements:

Monitoring Systems Developed Forecasting and Warning Systems Established Institutional Mechanisms Established

5.2.2.3 Dissemination and Communication of Warnings

The warnings emanating from the previous EWS process must get to those in at-risk communities. For this to occur there must be appropriate and effective interactions among the main actors of the early warning process, such as the scientific community, stakeholders, decision makers, the public, and the media. For individuals to understand the warnings, they must contain clear, useful information that enables proper responses. Regional, national and community level communication channels and tools must be pre-identified and one authoritative voice established. Existing communication infrastructure hardware, such as emergency power supplies and back-up systems, must be reliable and robust, especially during the disaster. Redundancy of communication systems via the use of multiple communication channels is necessary to ensure everyone is reached and to avoid failure of any one channel, as well as to reinforce the warning message. Various communication tools are currently available for warning dissemination, such as Short Message Service (SMS) (cellular phone text messaging), email, radio, television, and web service. The following sub-elements apply:

Effective Communication Systems and Equipment Installed Warning Messages Recognized and Understood Organizational and Decision-making Processes Institutionalized

5.2.2.4 Emergency Response Capability

It is essential that communities understand their risks; they must also respect the warning service and should know how to react. This requires systematic education and preparedness programmes led by disaster management authorities. It is essential that disaster management plans are in place, are well practiced, tested and ready for activation. It is also crucial that the community is well informed on options for safe behavior and escape and on means to avoid damage and loss to property. The emergency response capability element focuses on strengthening the ability of communities to respond to natural disasters through enhanced education on natural hazard risks, community participation and disaster preparedness. Its sub-elements are:

Warnings Respected Disaster Preparedness and Response Plans Community Response Capacity Public Awareness and Education

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5.2.2.5 Institutional Environment

The overall effectiveness and sustainability of EWS is dependent on the establishment and maintenance of an institutional environment that supports its existence. Natural phenomena cannot be prevented, but their human, socio-economic and environmental impacts can and should be minimized. Good governance priorities include shielding the public from disasters through the implementation of disaster risk reduction policies. EWS must therefore be integrated into policies for disaster mitigation. The correct measures to be taken by authorities include risk and vulnerability reduction strategies, early warning, and appropriate action plans. Disaster risk reductions should be approached proactively and EWS should be integrated into long term plans as a strategy to effectively reduce the growing vulnerability of communities and assets. The various processes of EWS involve technical, institutional, political, community and individual responsibility. It is therefore crucial that local government, local institutions, and communities be involved in the entire policy-making process, so that they are fully aware and prepared to respond with short and long-term action plans and protocols. In summary the elements of institutional support in the EWS process include: good governance, well articulated disaster risk reduction policy and legislation, involvement of local knowledge, recognition of the marginal population, and adequate human and financial resources. The sub-elements are:

Early Warning Secured as a Long Term National and Local Priority Legal and Policy Frameworks to Support Early Warning Institutional Capacities Financial Resources

5.2.2.6 Early Warning Points

The RRMC model is being adopted for the implementation of the EWS in the MRCRC. A key component of the model is the establishment of Early Warning Points (EWP). EWPs can be individuals or teams located in settlements of more than 300 persons, which have been identified as remote, isolated or run the risk of being incommunicado in a disaster situation. In the case of the MRCRC the EWPs were selected in areas that were highly vulnerable to flooding and exist in communities that are considered to be remote. The responsibilities of the EWPs are to:

Monitor natural or other hazards that could threaten the population Transmit this information about the hazard to the RRMC Be able to serve as first responders Provide information to the population regarding the event/impending event Communicate necessary measures to be undertaken in preparation for or response to the hazard event.

5.3 Assessment At this stage participants can assess, as a group, where the MRCRC is in terms of DRR and EWS. The following questions are posed for feedback. The answers to these questions will determine how the MRCRC can move forward with this aspect of the EW process. Question: What are the current DRR and EW measures in place in the MRCRC? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions can be taken now to solidify these measures?

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Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions/improvements can the MRCRC commit to now? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

The next section of the training manual is meant to be used as a guide upon implementation of the EWPs in the MRCRC. As such it is geared towards the implementation of a CBEWS for floods in the MRCRC. It is the intention that the processes presented here, as well as the SOPs presented in the final chapter, be employed as a template and replicated in other pilot sites as deemed relevant.

6 Module 2: Roles and Responsibilities in Early Warning The objective of this module is to enable participants to identify and become knowledgeable of the key roles and responsibilities in EW, and so gain a greater understanding of where they themselves stand in the process. This module is broken down into three tasks:

1. Identification of stakeholders 2. Description of roles and responsibilities, and necessary coordination 3. Overview of protocols, legal and policy framework.

6.1 Topic 1: Identification of Stakeholders Stakeholders are an essential part of the EWS. They are a considerable asset with the capacity and resources to contribute knowledge, insight and support in the EW process. In many instances these are the organizations that will assist in each phase of the EW process e.g. hazard monitoring and response efforts, and therefore influence the success of the EWS. Identifying stakeholders sets the stage for effective communication and allows individuals operating out of the RRMC to have a clear idea regarding the environment they need to operate in.

Figure 6-1Stakeholders currently identified by the MRC DMU.

Rio Claro Fire Service

Mayaro Police Contractor

Eastern Health

Authority

Municipal

Police REACT

MRC DMU

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Figure 6-2Stakeholders in the CBEWS process.

6.2 Topic 2: Description of Roles, Responsibilities & Necessary Coordination In disaster response, actions are taken in anticipation of, during, and immediately after, a natural disaster to ensure that the effects of the event are minimized, and that people affected are provided with immediate relief and support. A systematic and coordinated approach is required to ensure that response is effective. Roles and responsibilities of all actors in the EW process must be clearly established and communicated to achieve this. In the MRCRC pilot the Disaster Management Unit of the MRCRC will operate as the RRMC with the following staff:

Disaster Management Coordinator

Disaster Management Field Officer

Communication Technician Two EWPs will be established in areas in the MRC region that are particularly vulnerable to flooding. Each EWP will be constantly staffed with two community members that have undergone both GIS and EW training.

6.2.1 Session 1: Responsibilities of the RRMC

According to the UNDP (2010), in the context of EW, the main functions of the RRMC will be to: Facilitate the analysis and periodic assessment of local risks and factors that create vulnerabilities, with the

participation of territorial institutions and organizations Control the alleviation of vulnerabilities and risk when hazards occur Compile, process and prepare the information derived from surveillance and monitoring activities Participate in the preparation of territorial disaster reduction plans Document and preserve historic memory of disaster events and reduction actions Contribute to the promotion of a disaster reduction culture in the population, as well as influence their

preparedness Participate in the response to and recovery from disaster situations

In the context of its relationship with the EWPs, the RRMC will also (Adapted from UNDP, 2010):

Ensure that daily communications (briefings) are established and maintained between EWPs and RRMC/DMU

GROUP DISCUSSION: Facilitate a discussion on identifying relevant stakeholders as it relates to a flood EWS.

Ask participants to give reasons why they have identified these stakeholders. Conclude discussion by displaying

chart below.

RRMC

STAKEHOLDERS Seismic

Meteorology

Hydrology

Environment

Health

Housing

Agriculture

Utilities Sanitation

Land Use Planning

Disaster

Management

EWPs

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Ensure that the EWP is appropriately and adequately staffed at all times Notify EWPs of appropriate actions to be taken in identified emergency situations Provide advice and recommendations to the EWPs Ensure that all infrastructures and equipment (assigned to site and staff) are maintained in good condition.

(Responsibility for maintenance lies with the DMU) Monitor all activities of the EWPs i.e. information coming in from the EWPs Ensure that the surrounding area/streets close to the EWPs are aware of the existence and functions of the

EWP Conduct public awareness and sensitisation activities on same to ensure that the public is knowledgeable

on how they can engage the EWP. Some examples include: Provide verification of an event occurring Feed any reports on the ground to them Access early warning information or other available DRM info e.g. Preparedness brochures from

the EWP.

Overall the RRMC will be responsible for communicating essential information to the EWP. Critical information includes the occurrence and characteristics of the relevant hazard(s), as well as decisions, regulations, established phases and actions for the community to carry out in response to a hazard event. The RRMC will also share with the EWP, any information collected to support planning of mitigation and protection measures, inform disaster risk reduction plans and publicize necessary information throughout the community, including norms of conduct to adopt in face of a hazard. The specific responsibilities of the RRMC in terms of GIS include:

Collection of hazard, vulnerability and risk related datasets for the MRCRC area (specific datasets may be identified e.g. collection of hazard incidents, streets highly vulnerable to flood, areas that pose industrial risk etc)

Provide basic analysis of data collected for reporting purposes and to inform any necessary planning and mitigation works – to MRCRC, ODPM (e.g. many incidents tagged in an area over time can be displayed on a map to support decision to clean drains in an area)

Provide a monthly report of geo-tagged incidents to ODPM and Local Government PS office. (This shall be forwarded to other relevant agencies – e.g. WRA, TCPD for their planning purposes)

Ensure that all GIS equipment is maintained and in good working order at all times. Responsibility for maintenance lies with the RRMC

6.2.2 Session 2: Responsibilities of the EWP

According to the UNDP (2010) EWPs will provide feedback to the RRMCs by communicating to them information regarding the situation in the communities and the nature and variables of the risks that affect them. Relevant agencies such as the ODPM and Local Government can then use this information to analyze different situations and adopt the relevant anticipated measures. Therefore the responsibilities of the EWP will be to:

Act as a monitoring checkpoint in high risk areas – This entails constant monitoring of activities related to major hazards in the area (e.g. monitoring of river levels, rainfall levels, communication with other community members in area etc)

Collect and log information daily using various tools provided – E.g. daily log book and seasonal chart, to be fed to DMU for analysis over 2-4 month periods

Provide daily report to DMU/RRMC in peacetime as well as reporting as needed in emergency situations

COMMENT: It is recommended that these various responsibilities be documented and communicated to all staff

of the RRMC, but be split up and clearly assigned to individuals in the RRMC. This ensures that no one person becomes overwhelmed with responsibilities and allows for efficient functioning of the RRMC, which becomes pertinent in the face of a disaster.

15

Act as street captains – EWPs should provide some level of information/alert to residents in surrounding areas as to necessary actions to take prior to, during and after an event.

6.2.3 Session 3: Coordination of EW Activities

Throughout the early warning system process there is a need for coordinated actions among different agencies in the fields of (Rogers & Tsirkunov, 2011):

Data and information sharing; Joint generation of early warning information; Joint dissemination of early warning information; Coordination and cooperation of emergency response deployment; and Joint research and training.

Table 6-1Collaboration and Coordination in EWS (Workshop Output).

ACTIVITY RESPONSIBLE ORGANISATIONS

Data and information sharing RRMC, MOLG, WRA, Meteorological Services, ODPM, Utility

Companies,

Joint generation of EW information RRMC, ODPM, Meteorological Services , EWP

Joint dissemination of EW information ODPM, EWP, Village Councils, Community groups, Churches,

Local TV stations, REACT, Social media, Radio stations, Local

Cable Stations

Coordination and cooperation of emergency response ODPM, RRMC, EWP, Fire Services, MRCRC, TTPS, MOWT,

Defense Force, MOH, Municipal Police, CERT

Joint research and training ODPM, RRMC, MRCRC, EWP, CERT, Red Cross, CAER,

Guayaguayare Industrial Estate.

6.3 Topic 4: Effective Governance of EWS Establishment of an early warning system, even a community based one requires that a robust framework be in place within which operations will take place. In fact a common problem is the lack of an integrated and comprehensive framework to help in the understanding, design and operation of an effective system. Early warning mechanisms often occur in a multi-hazard environment and have to cater for diverse risk knowledge and management strategies, multiple stakeholders and multi-institutional arrangements, mix- institutional approaches (Formal and Informal), and organisational structures. Given this, increased chance of success lies where the framework recognizes and links as much as possible, with the main systems of governance (i.e. political-administrative, legal and policy, economic and socio-technological etc) to inform the strategies and structures required for implementing and supporting an effective and sustainable EWS. Some of the key considerations in implementation of EWS and EWPs should therefore include:

Definition of a feasible framework for EW Operations in the specific local environment (Context-based framework within which EWP system will operate and be managed)

Where are the boundaries?

Who should be involved and why?

GROUP DISCUSSION: Table 6.1 should be presented to the participants as a blank table (or with one row

completed to get the discussion started). Engage participants in an active discussion regarding collaboration and coordination in EWS and use their contributions to complete the table. This allows for a better understanding of the levels of communication and collaboration that are necessary to sustain an effective EWS.

16

How and when will they be involved? – How do they typically operate and what are their roles and functions relevant to early warning?

What are stakeholders guided by? E.g. what are the relevant legal, policy and other similar considerations of these stakeholders? (can act to support or constrain their actions)

Understand where EW falls in the Disaster Management cycle – pg 19 http://www.preventionweb.net/files/19893_19866cbewspractionershandbooktraini.pdf

Relate system to the National Strategy for Disaster Risk Reduction and Management / Disaster management (mainstreaming)

DM Structure in T&T (National and local level - ODPM , Local Government system – DMU, other key stakeholders involved through National Disaster Risk Reduction Committee and as Emergency Support Functions)

Recognition of regional and international best practice – Gov’t of T&T subscribes to CDM approach and HFA Priorities for Action (HFA Priority 2: Identify, assess and monitor disaster risks and enhance early warning. – pg 21 http://www.preventionweb.net/files/19893_19866cbewspractionershandbooktraini.pdf)

Effective governance and institutional arrangements – pg 33 http://www.preventionweb.net/files/19893_19866cbewspractionershandbooktraini.pdf. What are the institutional frameworks, arrangements, norms, structures that must be considered?

Protocols, Legal and Policy considerations - Need to consider the relevant policies and legislation that will impact and or govern implementation of community based or managed early warning system. What are the different stakeholders guided by?

o Current disaster legislation – DM Act 1978 (outdated, disaster management addressed in disparate manner)

o Local government – Municipal corporations act o Consideration for MOAs or MOUs for EWPs

What are the existing or needed Partnerships? Is there need for EW Management committee? What are the resources available? – human, technological etc

6.4 Assessment Participants can now conduct an assessment of the current status of establishing and delegating the roles and responsibilities associated with the EWS. The following questions are posed for feedback. The answers to these questions will determine how the MRCRC can move forward with this aspect of the EW process. Question: What are the current measures in place in the MRCRC with respect to recognizing and establishing roles and responsibilities of EW? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions can be taken now to solidify these measures? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

17

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions/improvements can the MRCRC commit to now? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

7 Module 3: Using Risk Knowledge for Early Warning The objective of this module is to allow participants to gain an understanding of the ways in which they can improve and increase their risk knowledge for effective EW in their community. This module is broken down into two parts:

1. Collecting risk data; and 2. Methods of assessing risk

Integral to the success of the EW process is prior knowledge of risk in a community. A greater understanding of risk can improve and increase the chances of the community taking heed of warnings thereby rendering warnings more effective. To achieve this people need to know about their community’s flood risk, what actions will improve their safety and the safety of their assets in the face of an event, and in what form they will receive a warning to carry out those actions. To gain risk knowledge it is important to collect data regarding relevant hazards, vulnerability in the community and the community’s capacity to respond. This data can then be used to assess their risk.

7.1 Topic 1: Collecting risk data Communities have a key role to play when it comes to collecting risk data. They can contribute by:

Engaging in participatory mapping of hazards and vulnerable areas in their community Providing information on past events e.g. flood levels and flood durations Providing information on monetory damages and losses experienced due to past events

All of this information can be linked to the location of the event by collecting the GPS coordinates and mapping them using GIS software. This data can then be fed into applications that generate hazard and vulnerability maps. Hazard and vulnerbaility maps can facilitate the comprehension and accurate characterisation of the hazard in the context of the at risk community. They can also facilitate integral decisions to be made on the implementation of flood mitigation measures in flood prone areas.

7.2 Topic 2: Methods of assessing risk Hazard and vulnerability maps can be used to assess risk in the pilot area. Major factors to consider include:

The population density of flood prone areas Location of vulnerable populations e.g. schools, convalescent homes Disaster history in these areas Risk perception of the community e.g. do residents respond to warnings, or signs of impending flooding Indigenous coping mechanisms in flood prone areas e.g. do residents build flood barriers The topography of at risk areas e.g. which areas are most low lying Location of critical infrastructure e.g. locations of bridges or any infrastructure that can hamper evacuation

should they become blocked or flooded

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7.3 Assessment Participants can now assess the current status of obtaining and using risk knowledge. The following questions are posed for feedback. The answers to these questions will determine how the MRCRC can move forward with this aspect of the EW process. Question: What are the current measures in place in the MRCRC to collect, assess and use risk data? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions can be taken now to solidify these measures? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions/improvements can the MRCRC commit to now? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

8 Module 4: Monitoring and Observation in Early Warning The objective of this module is to provide participants with a comprehensive understanding of the methods of hazard monitoring and observation in a community based flood early warning system. Subsequent to an analysis of the risk data collected for the pilot area, an observation and monitoring system should be developed with the active participation of community members. To achieve this, any existing systems whether they are traditional, indigenous or modern, should be assessed. A determination of whether or not the system requires upgrading then needs to be made.

GROUP EXERCISE: Distribute maps showing locations of EWPs and their surrounding communities. Participants

are then asked to locate and indicate on the map elements such as flood prone areas, critical infrastructure and facilities, past incidents etc. They must create a legend to clearly symbolise what they have placed on the map.

19

8.1 Exploring Existing Observation and Monitoring Systems Hydrology and meteorology services would have established daily observations and logging of rainfall and water levels of major watercourses in many areas throughout the country. The Water Resources Agency (WRA) for example, has a data collection system that comprises of a monitoring network of gauges which measures and reports rainfall, streamflow, groundwater, evaporation and water quality parameters at strategically located sites throughout Trinidad and Tobago. An assessment of whether or not these agencies can provide relevant information for the EWS in the pilot area should be carried out. For example, the impact of heavy precipitation can vary over a catchment area depending on many factors that contribute to the vulnerability of people. Some will be susceptible to minimal risk while others may be in life-threatening situations. Whether or not there is sufficient monitoring of relevant parameters such as river levels and rainfall in the pilot area should be assessed. For example, whether or not there are river level gauges upstream and downstream in the main watercourses in the area that are known to cause flooding, should be assessed. Figure 8.1 illustrates a procedure that can be followed by the RRMC to assess the need for an observation and monitoring system.

8.2 Monitoring Devices At the local level the main parameters to be monitored in a flood EWS are river levels and rainfall. In assessing the devices that can be used to monitor these parameters the following should be considered:

Cost

Technology

Level of maintenance required

Possibilities for replacement. These devices should be managed and maintained by the EWPs and should be low cost and technologically simple to enable easy use, maintenance and replacement. Flood risk and incident maps emanating from the risk assessment can guide the selection of locations for placement of water level and rainfall devices.

Figure 8-1Chart showing procedure for assessing observation and monitoring systems. (Source: Mercy Corps & Practical Action, 2010).

Explore the observation and

monitoring system

Is there an

observation

and monitoring

system?

Review the existing system

Find areas that require

modification

Upgrade the system

Revisit risk data for pilot area

Conduct technical study

Design the system

Establish observation and

monitoring system

NO YES

20

Water Level and Rainfall Devices In large river systems, the most reliable method of predicting flood is to observe the water level at the upstream. A minimum setup can consist of one upstream gauge and one downstream gauge. The lead time, which is the time flood takes to travel from upstream to downstream, can be identified by linking the data from these two gauges. Depending on the risk levels of the pilot area, greater warning time may be required and this can be achieved by establishing more than one gauge station upstream. A simple option for intsallation of water level gauges is the painting of gauges on bridge pillars (Figure 8.2). These gauges are known to last longer, require less maintenance and are accessible. In the absence of a bridge pillar strong foundation can be constructed in the river bank for the installation of the water level gauge. Another simple option for downstream monitoring is the use of three colored poles where each color on the pole indicates a specific alert/warning level (See Figure 8.3). The risk assessment will identify the location for installation of the pole. Upon intsallation of gauges it is important to note that:

Scales on the gauge should be painted with water resistant colors

Numbers should be in a large font to ensure their visibility and legibility from the river bank even at night

Observers may need flashlights for night time observations.

Figure 8-2Images showing different types of river level gauges.

Figure 8-3Image showing the three colored pole used to indicate warning levels (Source: Mercy Corps & Practical Action, 2010).

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A range of rainfall monitoring devices are available. Gauges for a CBEWS should again be low cost, simple and easy to maintain.

Figure 8-4Simply built rain gauge.

Figure 8-5Measuring rain water by ruler Source

Identifying Threshold Values and Lead Time If historical data on rainfall levels and river levels associated with flooding in the pilot area is available the threshold and lead time can be calculated. The lead time is the time flood takes to travel from upstream to downstream. The threshold, also called the exceedence threshold, is the critical rainfall level, which when exceeded, can lead to flooding. If a new gauge station is established during the implementation of the EWPs the EWP staff and community members must start collecting real time information that will facilitate the calculation of exceedence thresholds and lead time. As more data is collected exceedence threshold values may need to be adjusted over time.

8.3 Early Warning Triggers In most flood EWS rainfall level is an early warning trigger to flood events. To measure rainfall a tipping bucket rain gauge is most typically used. In the case of the MRCRC pilot area, the use of river levels as an early warning trigger will also be relevant and can prove effective in the flood EWS. Once exceedence thresholds have been established for the pilot area they can then be used as flood early warning triggers.

COMMENT: A suitable area to place a river level gauge would be in Biche where the Navet River crosses the

Cunapo Southern Main Road. It was indicated in a site visit that in this particular area flooding is experienced along the main road when the river bursts its banks.

22

Figure 8-6Images showing locations where the Nariva River crosses the Cunapo Southern Main Road.

Figure 8-7A case study demonstrating the importance of EWP monitoring (Source: CECI, 2011).

Warning/Alert Levels Once threshold levels have been exceeded this will trigger either a warning or an alert. In the case of the MRCRC, the EWP should alert the RRMC who will then decide on what, where and how warnings should be issued to the threatened community. An example of warning/alert levels that can correspond to the three colored poles mentioned previously is presented in Table 8.1. Flood Classifications Along with warning levels, standard flood classifications that describe the severity of flooding at river gauges can be developed. The classifications of minor, moderate and major flooding can be employed as a general guide for response agencies. The descriptions of each of these classifications can used to translate numerical results into impacts on the ground that can be graphically or verbally communicated to the public. Figure 8.8 illustrates how the flood classifications can be made.

Rain Gauge Case Study: Success in Action, Kon Tum Province, Vietnam In Dak Koy commune, Kon Ray district during the month of May in 2011, an example of effective EWS process, from monitoring to broadcast alerts, occurred using a simple rain gauge. Installed near the monitor’s home, the monitor noticed unusually heavy rainfall during the night commencing at 1 am. He monitored the gauge at 1 am and checked it again at 4am, and sent the data via SMS to the Kon Tum Department of Hydrometeorology to inform them that it was filling up fast. The hydrometeorology official sent an SMS message back telling the monitor what level to check for, and the monitor sent an SMS message back to the office at 6am that the level had been reached. The provincial Hydrometerology official then sent out a weather warning notice to neighbouring communes in the district, some of which were not CECI (Center for International Studies and Cooperation) sites and therefore did not have the monitoring equipment found in Dak Koy commune. This example illustrates how cooperation between villagers and commune authorities is integral to effective EWS monitoring and broadcasting. Following the communications protocol chart is helpful and insures that there is enough overlap and assistance available to ensure that hazards are quickly detected and nothing is lost in the process.

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Table 8-1Table illustrating flood warning / alert levels for a CBEWS. (Adapted from: Mercy Corps & Practical Action, 2010.)

WARNING /

ALERT LEVEL

LEVEL 1 Alert Standby

“Ready”

LEVEL 2 Preparation

“Get set”

LEVEL 3 Evacuation

“Go”

Precondition Heavy up-stream rainfall (threshold value may vary as per location and

watershed) warning level 1

Water level in river increased

by X (according to calculated threshold)

meter

Water level in river increased by XX

(according to calculated threshold) meter

Warning

Messages

High possibility of flood Flood is inevitable within X hours (according to

calculated lead time)

Flood coming any time

SOPs 1. Upstream observer / EWP will

inform the RRMC and then they will

inform the community.

2. Upstream observer / EWP will

inform concerned organizations /

persons in accordance with agreed

communication channel.

1. Upstream observer / EWP will inform

the RRMC and then they will inform the

community.

2. Upstream observer / EWP will inform

concerned organizations / persons in

accordance with agreed

communication channel.

1. Upstream observer / EWP will inform the

RRMC and then they will inform the

community.

2. Search and rescue and first aid teams

will be activated for immediate

evacuation as per the contingency plan.

1. Inform nearest police station, Red Cross

Chapter and other stakeholders for

external assistance.

Figure 8-8Possible Flood Classifications (Adapted from: Commonwealth of Australia, 2009).

8.4 Assessment Participants can now assess the current status of monitoring, observation and forecasting of hazards for EW. The following questions are posed for feedback. The answers to these questions will determine how the MRCRC can move forward with this aspect of the EW process. Question: What are the current hazard monitoring and forecasting mechanisms in place in the MRCRC?

Major Flooding: This causes inundation of large areas, isolating communities. Major disruptions occur to road links. Evacuation of many households and business premises may be required. Widespread flooding of farmland is likely.

Moderate Flooding: This causes inundation of low lying areas requiring the removal of stock and /or evacuation of some households. Main traffic bridges may be closed by floodwaters

Minor Flooding: This causes inconveniences such as closing of minor roads and the submergence of low level bridges and makes the removal of pumps located adjacent to the river necessary.

GUAGE

HEIGHT IN

METERS

BELOW MINOR

MINOR

MODERATE

MAJOR

24

Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions can be taken now to solidify these measures? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions/improvements can the MRCRC commit to now? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

9 Module 5: Development of Communications Plan for Flood Early

Warning The communications plan will focus on the transfer of information regarding flood early warning to the communities of flood prone areas and DRR stakeholders. Communication of warnings is the essential link between the monitoring and response phases of the CBEWS. The information collected during the monitoring phase feeds directly into warning communication by providing the material that this component will develop into a clear message and a full communication strategy. This section will first explore communication in the contexts of:

1. Communication in the peacetime phase of EW i.e. between flood events; and 2. Communication before and during a hazard event.

It then looks at the development of a communications plan which is broken down into four main steps:

1. Identification of target audiences 2. Identification and development of Information Education Communication (IEC) materials 3. Development and communication of EW message content 4. Recommended Community Actions in Response to Warning

25

9.1 Communication in peacetime

Communication is an integral aspect of EWS, perhaps playing the most critical role in the EW process. The word "communicate" can mean the conveying of thoughts, ideas, warnings, instructions, orders, knowledge and information. In the context of disaster management, effective communication is essential during a wide range of actions in the EW process including:

The phase of preparedness to impart knowledge and information (mass education and public awareness)

Warning of impending threat of disaster

Coordination of resources during the response and recovery phase

Conducting disaster management in general Peacetime in a EWS is the time between flood events. During this time there should be daily communication among the main actors of the EWS. More importantly, during this time the RRMC and the EWPs should be communicating with their communities by engaging in educational drives to enhance the communities’ awareness and sensitization to EW activities and the relevant hazard(s) that affect the community. Community education programs can use a wide range of approaches, some of which include:

Community and industry facilitated climate, weather and flood workshops

Distribution of flyers and pamphlets

Carrying out flood rehearsals or drills. The main objective should be to maintain flood awareness and preparedness during the periods between floods. Communication among actors In peacetime roles of monitoring and observation are ongoing and weather, river levels (when needed) and any other relevant information should be monitored and logged daily. These observations should be communicated by the EWPs to the RRMC, and by the RRMC to the ODPM, daily. Simultaneously, sensitization and awareness activities should be carried out in the community especially just before the rainy season and between flooding events. Figure 9.1 illustrates general workflow for the operations in peacetime. Sensitisation and awareness Awareness and sensitization at the community and stakeholder levels is integral to the EW process. It should be carried out with the aims of:

Improving community response to warnings

Building community capacity for preparation and response. The following approaches can be taken to raise awareness in the community:

Include flood awareness and preparedness in school programs. Publicize flood risk areas, warning signs and evacuation plans:

o Distribute flood hazard maps to inform the community of where there is a risk of flooding. Flood maps identify risks to individuals, enable preparation of emergency response plans, and determine where flood protection measures must be taken. They are also a great tool for community education and awareness.

o Install sign posts marking possible flooding levels in the community to remind people of flood risks. o Prepare community plans of action that explain what to do in case of flooding.

Collect the local history of flooding, mark areas affected using e.g. flood height markers; and commemorate the dates of significant floods.

Training of community volunteers and stakeholders Awareness raising via Information Education Communication (IEC) materials e.g. posters, flyers, pamphlets,

videos, street drama, door-to-door etc Simulations / Mock drills

Mock Drills Mock drills are simulation exercises which assist with the testing of the EW plans and allow those responsible to check the efficacy and efficiency of response mechanisms. Community mock drills can be used for both evaluation

26

and public awareness purposes. These drills can allow for the observation and evaluation of the transmission of EW messages at various levels of the process. Drills can provide an indication of rapid notification gaps and operational issues regarding EW transmission. Mock drills can also be a good tool for awareness training purposes. Characteristics of a well prepared mock drill include:

1. They must be arranged and carried out at least once a year as part of pre-rainy season preparedness. 2. They should be executed with the intent of gaining a spontaneous reaction and response from the

community. 3. Participants can be advised to expect a mock drill sometime in the near future but should not be on standby

for a drill; they should therefore pursue their normal daily activities. 4. The whole exercise should be reviewed immediately after the mock drill is completed, and results used to

improve and update plans where necessary. Figure 9-1Chart illustrating general workflow for peacetime operations of the MRCRC.

9.2 Communication in emergency event Communication in the face of an impending hazard, during the hazard and in the response and recovery phase, takes on a greater sense of urgency. Therefore at this stage all actors must be clear on their responsibilities and EW plans should be well established and ready for implementation. Communication among actors The chart in Figure 9.2 illustrates the communication process that should be adhered to in the face of an impending flood event.

9.3 Communications Plan for CBEWS The development of a communications plan can be broken down into four main steps:

1. Identification of target audiences 2. Identification and development of Information Education Communication (IEC) materials

EWP

RRMC (DM FIELD OFFICER /

COMMUNICATION TECHNICIAN)

MRCRC (DM COORDINATOR)

MOLG (PERMANENT SECRETARY) ODPM

SENSITISATION

& AWARENESS

COMMUNITIES

EWP

27

3. Development and communication of EW message content 4. Recommended Community Actions in Response to Warning

9.3.1 Step 1: Identification of target audiences

Different target audiences will have varying perceptions; they will understand messages differently and will respond differently to the communication media used. It is therefore imperative that the main target audiences for the delivery of flood EW information be clearly identified in order to maximize the effectiveness of the information transfer. Once they have been identified a clear communications objective should be established. The communications objective will then facilitate the development of the message and allow for correct selection of media to be used to communicate the information. The form presented in Appendix 1 can be used to carry out the process of identifying target audiences. A sample of what information is required in the form is included in the template.

9.3.2 Step 2: Identification of IEC materials

Based on the needs identified in Step 1 the IEC materials can be identified and developed. The main objective to be kept in mind is that of community awareness and sensitization. When developing IEC material the following should be considered:

Appeal Content Format Context Source

It has been shown that messages that invoke fear tend to focus an audience’s attention on what not to do or what to avoid. Communication approaches have proven more effective when they promote positive messages that clearly indicate to the recipient what they can and should do. Some characteristics of good message content include:

Correct information Appropriate Culturally acceptable Realistic Easy to comprehend Meets a felt need Affordable Requires minimum time and effort

Content can be conveyed via pamphlets, posters, billboards, music, film, flip charts etc. The organization conveying the message, that is the MRCRC, must consider their level of credibility in the community in order to achieve effective communication of materials. Awareness material produced by the ODPM can also be accessed and used to facilitate community awareness and sensitization. A template for a disaster prevention communiqué is presented in Appendix 2.

GROUP EXERCISE: Each group of approximately 5 participants will complete an “Identifying Target

Audiences” form and then use the information emanating from this process to move on to step 2

which is the Identification of IEC materials.

GROUP EXERCISE: Each group of approximately 5 participants will complete the following task – You are going back to your community to develop IEC materials on “Understanding Flood Warning Messages”. Answer the following questions as best as you can:

1. What is the message you want to convey? 2. Who is your target audience? 3. What is the content of your message? (Can do an outline) 4. What are the challenges you expect to face in communicating this information? 5. How will you overcome these challenges? 6. How would you monitor and evaluate your IEC materials?

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Figure 9-2Chart showing the general early warning workflow in the case of an impending flood.

9.3.3 Step 3: Developing and Communicating EW Message Content

There are many factors to consider when developing and communicating warning messages. These include: 1. Warning messages should be informative: Warning messages should indicate what the threat is, what

action should be taken, by whom and when, in understandable, unambiguous and consistent language. A warning also needs to have personal meaning for those at risk (whether individuals, agencies or businesses). This means including not only a specified river height but also to indicating the area likely to be covered by the flood, its depth and speed in terms of locally relevant landmarks. In turn, this requires understanding of the relevant river systems.

2. Warnings should be accurate: Warnings are predictions about the future; therefore there is inevitably some uncertainty. Uncertainties can also emanate from the construction and wording of warning messages themselves. Proper communication with the community and business groups affected has been shown to improve understanding of the associated uncertainties and reduce the chance that future warnings will be ignored.

3. Warnings should be timely: Warnings need to allow enough time for appropriate action. This can be particularly challenging for flash floods.

4. Warnings should be trustworthy: Warnings are more likely to be heeded if they come from multiple trusted sources.

PRIMARY MODES OF WARNING COMMUNICATION

EWPs (Biche & Mayaro) Observes threshold rainfall

& river levels

RRMC Forecasts river heights and

possibility of flooding

ODPM Flood forecast

assessment

MOLG Flood forecast

assessment

MRCRC Flood forecast

assessment

RRMC constructs warning message(s) and relays them to the EWPs, ODPM and MOLG

YES early warning required

NO early

warning

required

Radios, Phone, TV, Megaphones, Mike men, SMS Texts

Unofficial or personal forms of communication: word of mouth, social media

Community members, local government, businesses, state emergency services, police, fire services

MONITORING

FLOOD FORECASTING

FORECAST INTERPRETATION

WARNING CONTSRUCTION

REDUNDANT MODES OF WARNING COMMUNICATION

RESPONSE

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5. Warnings should reach the appropriate audiences: The target audience for a warning will normally consist of many sub-groups, each with its own needs and expectations, preferred method of receiving warnings, and own ways of interpreting messages. No one warning source will reach, or be understood by, everyone. Warning systems work best therefore when all audiences are considered.

6. Consider gender issues when constructing warnings: It is important to understand that the capacity of individuals to receive or respond to warnings may be reduced because of disabilities, age, language, or other commitments.

7. Warnings should be reliable: Warnings need to be effective under extreme conditions (for example, in inundated areas, in the absence of electricity), as this is when warnings are most needed. A variety of warning sources increases the likelihood that warnings will be maintained throughout a flood event. Therefore there should be redundancy in the modes of warning communication.

9.3.3.1 Creating Warning Message Templates

Often in flood situations, the time available for constructing warning messages is short and it is challenging to ensure the quality of communication. This can mean that warning messages urgently constructed as a flood is developing tend to lack specificity of information, and hence do not achieve the appropriate tone and can create confusion. One way of overcoming this challenge is via the creation of ‘template’ messages. These templates can be developed using flood intelligence to indicate likely impacts for floods of different severities and consideration should be given to the different subsets of the community. The templates thereby provide models from which real messages can be constructed by editing the template messages during flood operations. The warning message templates seen in Appendix 3 can be used as guides in the creation of templates for the MRCRC CBEWS.

9.3.4 Step 4: Recommended Community Actions in Response to Warning

Once the flood warning has been disseminated it is essential that the community is clear on how they should respond to warnings. To ensure a proper response, certain criteria should be met (Barszczynska et al, 2005):

The warning must reach those at risk with a lead time that allows the community to take action to reduce losses (e.g. by securing immobile property, and evacuating family and movable property);

Warning content must be comprehended; Individuals must personally recognize the risk; People must know how to respond; The information source must be credible

According to FEMA (2013) some guidelines regarding how community members should respond before, during and after a flood include: Before a Flood To prepare for a flood, you should:

Build an emergency kit and make a family communications plan. Avoid building in a floodplain unless you elevate and reinforce your home. Elevate the electrical appliances and electric panel in your home if you live in an area that has a high flood

risk. Consider installing "check valves" to prevent flood water from backing up into the drains of your home. If feasible, construct barriers to stop floodwater from entering the building and seal walls in ground level

floors with waterproofing compounds.

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Figure 9-3Image showing placement of barriers to prevent entry of floodwaters (Source: FEMA, 2013).

During a Flood If a flood is likely in your area, you should:

Listen to the radio or television for information. Be aware that flash flooding can occur. If there is any possibility of a flash flood, move immediately to higher

ground. Do not wait for instructions to move. Be aware of stream, drainage channels etc and other areas known to flood suddenly. Flash floods can occur

in these areas with or without typical warnings such as rain clouds or heavy rain. If you must prepare to evacuate, you should do the following:

Secure your home. If you have time, bring in outdoor furniture. Move essential items to an upper floor. Turn off utilities at the main switches or valves if instructed to do so. Disconnect electrical appliances. Do

not touch electrical equipment if you are wet or standing in water. If you have to leave your home, remember these evacuation tips:

Do not walk through moving water. Six inches of moving water can make you fall. If you have to walk in water, walk where the water is not moving. Use a stick to check the firmness of the ground in front of you.

Do not drive into flooded areas. If floodwaters rise around your car, abandon the car and move to higher ground if you can do so safely. You and the vehicle can be swept away quickly.

Do not camp or park your vehicle along streams, rivers or creeks, particularly during threatening conditions.

After the Flood Your home has been flooded. Although floodwaters may be down in some areas, many dangers still exist. Here are some things to remember in the days ahead:

Use local alerts and warning systems to get information and expert informed advice as soon as available. Avoid moving water. Stay away from damaged areas unless your assistance has been specifically requested by police, fire, or

relief organization. Emergency workers will be assisting people in flooded areas. You can help them by staying off the roads

and out of the way. Play it safe. Additional flooding or flash floods can occur. Listen for local warnings and information. If your

car stalls in rapidly rising waters, get out immediately and climb to higher ground. Return home only when authorities indicate it is safe. Roads may still be closed because they have been damaged or are covered by water. Barricades have

been placed for your protection. If you come upon a barricade or a flooded road, go another way. If you must walk or drive in areas that have been flooded.

o Stay on firm ground. Moving water only 6 inches deep can sweep you off your feet. Standing water may be electrically charged from underground or downed power lines.

o Flooding may have caused familiar places to change. Floodwaters often erode roads and walkways. Flood debris may hide animals and broken bottles, and it's also slippery. Avoid walking or driving through it.

Be aware of areas where floodwaters have receded. Roads may have weakened and could collapse under the weight of a car.

Stay out of any building if it is surrounded by floodwaters. Use extreme caution when entering buildings; there may be hidden damage, particularly in foundations.

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Staying Healthy A flood can cause physical hazards and emotional stress. You need to look after yourself and your family as you focus on cleanup and repair.

Avoid floodwaters; water may be contaminated by oil, gasoline or raw sewage. Service damaged septic tanks, cesspools, pits and leaching systems as soon as possible. Damaged sewer

systems are serious health hazards. Listen for news reports to learn whether the community’s water supply is safe to drink Clean and disinfect everything that got wet. Mud left from floodwaters can contain sewage and chemicals. Rest often and eat well. Keep a manageable schedule. Make a list and do jobs one at a time. Discuss your concerns with others and seek help. Contact Red Cross (or other relevant agency) for

information on emotional support available in your area.

Cleaning Up and Repairing Your Home Turn off the electricity at the main breaker or fuse box, even if the power is off in your community. That way,

you can decide when your home is dry enough to turn it back on. Get a copy of the book Repairing Your Flooded Home (737KB PDF) which is available free from the

American Red Cross or your state or local emergency manager. It will tell you: o How to enter your home safely. o How to protect your home and belongings from further damage. o How to record damage to support insurance claims and requests for assistance. o How to check for gas or water leaks and how to have service restored. o How to clean up appliances, furniture, floors and other belongs.

The Red Cross (or other relevant agency) can provide you with a cleanup kit: mop, broom, bucket, and cleaning supplies.

Contact your insurance agent to discuss claims. Listen to your radio for information on assistance that may be provided by the government or other

organizations. If you hire cleanup or repair contractors, check references and be sure they are qualified to do the job. Be

wary of people who drive through neighborhoods offering help in cleaning up or repairing your home. Appendix 4 provides an example of a warning message sent out by FEMA regarding the Colorado flooding that occurred in September 2013. It indicates to the warning recipient how they should respond in the case of flooding.

9.3.4.1 Assessing Community Response

Once a flooding has occurred it is essential to assess the community’s response to warnings in order to improve the process for the next event. The EWPs and the RRMC should take the following actions to assess community response to warnings:

Assess whether or not the warning reached all those at risk. Possible reasons why individuals may not have received the warning include:

o They may have been at work o If the flood occurs at night they have been asleep and not heard the warning

Assess whether or not individuals responded appropriately to the warning: o This can be a responsibility of the EWP and designated Street Captains, as they can assess

response as they transmit the warning o Pay attention to efforts undertaken by the community to secure their property and evacuate

Forming a Community Communication Network (CCN) where community members are responsible for assisting with dissemination of warnings and evacuations, and helping those at higher risk than themselves can be beneficial.

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9.4 Assessment Participants can now assess the current status of EW communication among key actors in the MRCRC. The following questions are posed for feedback. The answers to these questions will determine how the MRCRC can move forward with this aspect of the EW process. Question: What are the current communication measures in place in the MRCRC? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions can be taken now to solidify these measures? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions/improvements can the MRCRC commit to now? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

10 Module 6: Use of Tools and Equipment for Early Warning Various tools and equipment can be used for communication and dissemination of early warning information. Some of these include:

• Telephones • Wireless radios • Sirens (hand operated) • Colored flags/lights • Hand mikes / Megaphones • FM radio and television stations

10.1 Telephones EWPs and street captains can be appointed to disseminate warnings via telephone. It is essential that contact details of EWPs, the RRMC, stakeholders and communities be collected, compiled and distributed to relevant personnel.

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Telephones that require electricity to function should be supplied with additional batteries as back up thereby ensuring their proper functioning during an event.

10.2 Wireless Radios Security personnel such as the police, fire and army, will use wireless radios to communicate information in the instance that the telephone network is not available. They should be trained to communicate for the purpose of early warning.

10.3 Sirens Sirens can be installed sirens or handheld sirens. In the instance where installed sirens are employed, the RRMC should decide how many sirens are required and where they should be placed. Siren operators should be properly trained and made aware of the responsibilities involved. Proper maintenance procedures should also be put in place. The use of sirens however have proven to have some challenges in that they can often be misunderstood or mistaken for fire alarms.

10.4 Colored Flags/Lights These can be used to disseminate warnings to the hearing-impaired. The flags/lights should be of the same color as the warning level on the three colored poles previously discussed in Module 4.

10.5 Hand Mikes/Megaphones These are very effective at transmitting relevant information via announcements, to a community. The handheld system is very effective in a crisis situation, as it is transportable and can be carried by the announcer during an evacuation. As it is battery operated it can still be used during blackouts. However, some disadvantages of the handheld loudspeakers include a limited broadcasting range and its reliance on batteries, which can be quite costly for communities to stockpile and replenish.

10.6 FM Radios and Television Stations These modes of communication allow for transfer of information to the larger community. The RRMC will have to communicate with the radio and television stations that offer the best coverage and come up with some agreed upon terms of collaboration in the case of a crisis situation. It is important that radio and television staff be trained on how to obtain reliable forecasting information and how to identify credible sources. Maintenance and constant and consistent testing of tools and equipment is essential to ensure proper functioning during an emergency event.

10.6.1 Modes of Warning Message Dissemination

Dissemination channels or modes can generally fall into two categories: • General modes are mainly represented by the mass (broadcast) media, and increasingly the internet, and seek to communicate with whole populations. • Specific modes provide warnings to particular householders, businesses, primary producers or other clearly identifiable individuals, groups or organisations. Figures 10.1 and 10.2 illustrate some of the more frequently used warning modes. Ultimately, the choice of communication modes in particular circumstances will depend on what has to be achieved in a given time frame. In turn this depends on: Warning requirements in terms of critical flood heights and update frequency, Flood severity, Available warning time, Target audience, What resources are available, The time of day and the day of the week

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The required reaction.

Appendix 5 shows a table that further explores the advantages and disadvantages of various methods of warning communication. Figure 10-1Figure Showing General Modes of Warning Communication.

Figure 10-2Figure Showing Specific Modes of Warning Communication.

10.7 ODPM EWP Communications Training: Wireless Radios Four main aspects are covered in this section:

1. General radio terms 2. Operating practices and procedures 3. Emergency operations 4. Radio clubs.

10.7.1 General Radio Terms

Call Sign (also known as a call name or call letters) is a unique designation for a transmitting station.

Telephone (including phone trees or cascades where each person contacted calls others), voice mail and automated mass dialing with taped or digitally-recorded messages intended to be heard by numerous households simultaneously.

More quickly disseminated

Facsimile: especially for businesses (including farms) and institutions.

Computer links, including internet (email).

Two-way radio: CB (Citizens’ Band) or ‘packet’ radio.

Megaphones, public address systems or sirens: either mobile (on police or fire vehicles) or fixed in one place.

Door knocking More slowly disseminated

Radio message (including local community radio): break-in community announcements or interviews with flood forecasting or emergency service staff.

Television: ‘crawlers’ (messages drawn across the screen) or announcements during news or ad breaks.

Scheduled news bulletin: may take longer to go to air.

The internet (web sites).

Notice boards: community or tourist information boards in town centres.

Newspapers: local or regional.

More quickly disseminated

More slowly disseminated

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Simplex Mode – is the use of a shared single frequency. Commonly used for short range. Duplex Mode – is the use of two frequencies via a repeater. The repeater allows for a wider transmission

area. PTT – Press-to-Talk. A button or switch that activates the transmit function of the radio. Squelch - is a circuit function that acts to suppress the audio output of a receiver in the absence of a

sufficiently strong desired input signal.

10.7.2 Operating Practices and Procedures: Daily Operation

Listen for about 6 seconds before making a call. Identify your station on your first transmission and then regularly (every 5 minutes) during prolonged

discussion. Identify the station you are calling and your call sign. This call can be repeated about three times. If no contact is made, say, “No contact on 01, 03 out.” Respond to or acknowledge operations when they are calling you. Leave a 3 second pause between transmissions. Key first, wait for two seconds before speaking. When finish, wait for two seconds before releasing the PTT

(Press To Talk). If you need to join the conversation, use the word BRAKE, or CONTACT or your Call Sign. The word CONTACT is used if you want to talk to one of the operators speaking on the radio. Think first, speak clearly and constructively without meaningless slang. Use plain English. Do not use Ten Codes and Q Codes on VHF. When calling out numbers, use single digits. When necessary, use the proper Phonetic Alphabet. Use the word OVER after each transmission to indicate a response is required. Use the word OUT at the end of your transmission to indicate that that you have completed communication. Do not transmit matters relating to politics, sales, private business and religion on the frequency. Do not use negative words or obscene language during any transmission. Acknowledge all operators on the frequency, but, if not authorized, inform the operator. Use RSVP, Rhythm, Speed, Voice, and Pitch. Listen carefully, use headphones where necessary. Keep messages short, it saves airtime and battery. Keep calm. Drink water if you are nervous. The consumption of alcohol during an exercise or event is not permitted. If it is raining protect the radio, not all communication devices are waterproof (e.g. use a zip lock bag). Have a list of Emergency numbers with you. Keep a small pad to take notes of important information that is received or which you may need to relay.

10.7.3 Emergency Operations

Think first; speak clearly and constructively without meaningless slangs. Use KISS Keep It Simple and Short.

Use the following as a guide for giving Distress Information: CLIP

Call sign –Identify Yourself. Location – be exact, use landmarks. Injuries – Number and Type. Problem – Give details and help required

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Use the four P’s principle Pen (or Pencil) – to write with Pad (or Paper) – to write on Pass – You should always keep a copy of you accreditation / authorization / license(s) Phones – Headphones

Repeat all received messages for confirmation. Keep a log of all emergency communications. When necessary, use the proper Phonetic Alphabet.

10.7.4 Radio Clubs

Radio Emergency Associated Communications Teams - REACT Trinidad and Tobago Amateur Radio Society (Ham) - TTARS Trinidad and Tobago Amateur Radio League (Ham) - TTARL

10.8 Assessment Participants now assess where the MRCRC is in terms of acquiring and using relevant tools and equipment for EW. The following questions are posed for feedback. The answers to these questions will determine how the MRCRC can move forward with this aspect of the EW process. Question: What are the current measures in place in the MRCRC to acquire, use and maintain EW tools and equipment? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions can be taken now to solidify these measures? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions/improvements can the MRCRC commit to now? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

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11 Module 7: Standard Operating Procedures The objective of this module is to provide a step by step guide for the procedures that should be followed for the effective operation of the CBEWS in the MRCRC.

11.1 Daily Operation of the CBEWS The SOPs for the daily operation are the procedures that should be followed in peacetime, which is between hazard events. 11.1.1 Standard Operating Procedures for the Early Warning Points The following are the step by step procedures that will be followed by the staff of the EWPs in their daily routine:

1. EWP staff member will log weather conditions daily, at set times during the day (See Daily Weather Log form in Appendix 6). Some of this information can be taken from the T&T Met Services website at http://www.metoffice.gov.tt/

2. EWP will receive and log any incidents reported by the community or agencies (See Weekly Incident Report Form in Appendix 7). Site visits are beneficial and photographs and GPS coordinates can be taken for the incident report.

3. EWP will monitor river levels when necessary. This will be recorded in the Daily Weather Log form and should start once gauges have been installed.

4. Conduct a daily check of equipment at the EWP site. This includes a check that computers, radios, megaphones, sirens or any other relevant hardware, are in good working order and in preparation for effective use in any emergency situation. (See Daily Equipment Check Form in Appendix 9)

5. Use information collected in steps 1 to 4 to complete a daily brief to be communicated to the RRMC via radio/telephone. Written copy to be sent as well via fax/email. (See Daily Brief Form in Appendix 10) Images and maps can be appended or added to report as necessary.

6. EWP staff should develop a weekly plan that maps out when and where they will communicate with their communities and therefore make people aware of their location and functions. (See Weekly Plan Form in Appendix 11)

7. EWP staff should consistently engage with their communities to asses risk and conduct awareness and sensitization. This can be planned and mapped out using the Weekly Plan form as well.

11.1.2 Standard Operating Procedures for the RRMC The following are the step by step procedures that will be followed by the staff of the RRMC in their daily routine:

1. The RRMC should log weather conditions daily, at set times during the day (See Daily Weather Log form in Appendix 6). Some of this information can be taken from the T&T Met Services website at http://www.metoffice.gov.tt/

2. The RRMC will receive and log any incidents reported by the community or agencies (See Weekly Incident Report Form in Appendix 7). Site visits are beneficial and photographs and GPS coordinates can be taken for the incident report. Information collected in the weekly incident reports (from the RRMC and the EWPs) will allow for the completion of a seasonal chart which can be seen in Appendix 8.

The seasonal chart is important in that it gives the RRMC and the EWPs a quick snapshot of the types and prevalence of hazards in the MRCRC for a particular year.

3. They will conduct a daily check of equipment at the RRMC. This includes a check that computers, radios, megaphones, sirens or any other relevant hardware, are in good working order and in preparation for effective use in any emergency situation. (See Daily Equipment Check Form in Appendix 9)

4. The RRMC will ensure that daily reports are received from the EWPs. 5. The RRMC will use information collected in steps 1 to 4 to complete and communicate a daily brief to the

ODPM, MRCRC and the MOLG. Reports will be communicated via radio/telephone and fax/email. (See Daily Brief Form in Appendix 10)

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6. Using incident reports from the EWPs and their own incident reports, the RRMC will generate a monthly report of geo-tagged incidents in the MRCRC which is to be forwarded to the MOLG, ODPM and any other relevant stakeholder.

7. The RRMC will carry out compilation, processing and preparation of information derived from surveillance and monitoring activities with the aim of assessing hazards, vulnerability and risk in the MRCRC. The output should be maps created using the GIS. These maps will assist with the allocation of resources and identification of high risk communities in the MRCRC.

8. The RRMC will ensure that the EWPs are staffed at all times. 9. The RRMC will offer the EWPs support, and participate in efforts to enhance public awareness and

sensitization. 10. The RRMC will assist the EWPs with equipment maintenance and repair. 11. The RRMC will participate in disaster reduction, preparedness, and response and recovery activities as

necessary. Supporting agencies, namely the ODPM, MRCRC and the MOLG will assist the RRMC in monitoring, public awareness campaigns and response and recovery activities as deemed necessary. The communication chain for the daily operation of the CBEWS is illustrated in a chart seen in Appendix 12.

11.2 SOPs of the CBEWS in an Emergency Situation This section presents the SOPs that should be carried out at the MRCRC in the case of an event or of an impending event. It is viewed in the context of the EWP receiving the trigger that sets the CBEWS process into action. The entity in bold font is the entity responsible for the steps indicated in the sections that follow. 11.2.1 Standard Operating Procedures: Before the event.

1. As soon as the EWP observes that rainfall/river level thresholds are expected to be exceeded the information should be logged and immediately communicated to the RRMC via radio and / telephone.

2. Once the information has been received the RRMC will then carry out an immediate analysis of the data and make a decision as to whether or not a warning issue is required. Expected weather conditions e.g. prolonged rainfall and factors such as the risk level of relevant communities, will influence this decision. At this stage flood risk and vulnerability maps should be analyzed to facilitate the decision making process.

3. If warning is required the RRMC should do the following: o Make a decision on the type of warning that is needed e.g. ‘flood watch’ message, ‘minor flooding’

warning message or ‘major flooding’ warning message. o Create the message based on the decision made in step (a). The templates in Appendix 3 can be

used to do this. o Make a decision on who needs to be warned. This decision can be made in collaboration with the

EWP. 4. The RRMC should then communicate their analysis of the situation, which includes the outcomes of steps

(a) to (c), to the ODPM, the MRCRC and the MOLG for their immediate feedback. They can take this opportunity to alert/mobilize the resources these agencies offer in preparation for the event.

5. Once all is agreed, the RRMC will then feed the warning message back to the EWPs and instruct them to start disseminating the warning to the community/communities at risk.

6. The EWP will then start issuing the warning using the modes of communication that will prove most effective in the particular situation.

o The location, size and numbers of vulnerable persons in the at-risk area/community will determine the modes of communication to be employed. E.g. if the flooding is expected to affect a particular street or part of a major road close to a river, then immediate mobilization and use of mike men may be appropriate.

o Any major agencies such as banks, businesses etc can be contacted via telephone to issue the warning.

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o Colored flags and sirens should be used to ensure that visually/hearing impaired persons can receive the warning.

7. The EWP should engage the services of street captains, community leaders etc (persons with credibility in the community) to assist with the dissemination of the warning.

8. If evacuation of any homes/buildings is necessary the EWP should communicate this to relevant persons by alerting them to the potential dangers of staying in the building and the location of the nearest shelter. Updated listings of shelters should be available at all times. (See Appendix 13 for shelter listing)

9. Simultaneously, the RRMC should issue the warning to all relevant stakeholders, especially those who are expected to assist in response should the event occur e.g. fire services, CERT etc

11.2.2 Standard Operating Procedures: During the event. 1. At this point, hopefully the flooded areas have been evacuated, or persons who can endure it have stayed

inside their homes. If there are persons requiring rescue, the EWP, and the RRMC, if their assistance is required, will mobilize the emergency response resources. A current and updated contact listing of these resources should be on hand at the EWP and the RRMC at all times.

Emergency contacts as well as contact information for health services throughout the country can be found on the ODPM’s website at http://www.odpm.gov.tt/node/82.

2. If incidents such as falling trees or other debris causing obstructions occur, the EWP and the RRMC will respond within their capacity. Again, if further resources become necessary other agencies such as the Fire Services and CERTcan be contacted.

3. If the situation is expected to escalate the RRMC should contact the ODPM for assistance for further coordination with respect to response.

4. At this stage the RRMC should be in constant contact with the EWP staff and should provide the ODPM with hourly radio updates.

11.2.3 Standard Operating Procedures: After the event.

1. The EWP should continue to monitor the affected community and issue warnings regarding staying away from moving water and damaged buildings.

2. The EWP should assess the response to warnings issued. (See section 9.3.4.1 for criteria) 3. The EWP and RRMC, based on reports and requests, should arrange with the MRCRC to assist any

persons affected by the flooding. 4. The RRMC should carry out and document an assessment and analysis of the CBEWS process and

response efforts in order to identify any gaps and improvements that can be made. This report can be shared with the MOLG and the ODPM should their assistance be required in the improvement efforts. Any gaps or failures in the system e.g. in the context of response to warnings, can be addressed in community awareness and sensitization.

The communication chain for the flood emergency operations of the CBEWS at the local level is illustrated in a chart seen in Appendix 14.

11.3 Assessment Participants will now assess where the MRCRC is in terms of developing and adopting SOPs for EW. The following questions are posed for feedback. The answers to these questions will determine how the MRCRC can move forward with this aspect of the EW process. Question: What are the current measures in place in the MRCRC to develop and adopt SOPs for effective EW? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

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_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions can be taken now to solidify these measures? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

Question: What actions/improvements can the MRCRC commit to now? Answer:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

12 Scenarios The scenarios presented in this section are tabletop simulation exercises that aim to encourage constructive dialogue among the individuals who play a role in the CBEWS. Tabletop simulation exercises are effective tools which facilitate the identification and evaluation of strengths, gaps and areas of improvement in planning, information flow and coordination in a system such as the CBEWS.

12.1 Scenario 1 “It is 6pm on the last Friday of October. It has been raining intermittently over the past two days. The EWP in Biche has noticed that the water level in the Navet River is rising but has not yet reached threshold level. Should any more rainfall occur most likely the river will burst its banks and flood areas along the Cunapo Southern Main Road.”

Task: You have 30 minutes to review your communications plan and take actions if necessary. Provide a step by step plan of the actions that should be taken and who is responsible for each step/action. Hints: Consider the following:

o Is a ‘flood watch warning’ necessary? o Who and where is your target audience? o Develop your warning message. o Which resources should be alerted / mobilized?

12.2 Scenario 2 ‘It is 8 am the next day, the water level in the Navet River is still high and the weather forecast predicts heavy rainfall within the next 24 hours. Flooding is expected in communities near the river.”

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Task: What do you do? Provide a step by step plan of your actions. Hints: Consider the following:

o Should the warning level be upgraded? o What are the main community vulnerabilities? o Who are the contacts that need to be checked as to their availability over the next 24 hours? o What resources should we plan to call on? o What are the immediate considerations? o Allocate roles and responsibilities.

13 Summary of Supporting Materials This section provides a table that summarizes the intended purpose, and indicates the potential users, of the supporting material presented in this training manual. Table 13-1Summary of supporting materials.

Item Purpose Users Identifying Target Audience Form (Appendix 1)

This form allows for the identification of target audiences/stakeholders and appropriate media for the communication of EW IEC material

EWPs DMU/RRMC

Communiqué Template (Appendix 2) This template can be used to communicate general disaster prevention information

DMU/RRMC

Warning Message Templates (Appendix 3) These templates can be adapted and used to communicate flood early warning messages to at-risk communities

DMU/RRMC

Daily Weather Log Form (Appendix 6) Form used to document details regarding daily weather in the MRCRC and its communities.

EWPs DMU/RRMC

Daily Equipment Check Form (Appendix 9) Form used to record the daily check of EW tools and equipment to ensure proper functioning at all times

EWPs DMU/RRMC

Daily Brief Form (Appendix 10) Form used to record and communicate daily operations at EWPs to facilitate easy sharing of data on a daily basis to the RRMC; for record keeping purposes as well. Can also be used by the RRMC in their daily briefing of the MRCRC and ODPM.

EWPs DMU/RRMC

Weekly Incident Report Form (Appendix 7) Form used to facilitate the recording of any observed or reported incidents in the MRCRC.

EWPs DMU/RRMC

Weekly Plan Form (Appendix 11) Form used to assist with the planning and organization of EWP activities e.g. community outreach and sensitization and awareness

EWPs

Seasonal Chart (Appendix 8) Form used to record hazard occurrence in the MRCRC, and any pertinent comments related to same, by month. The completed chart provides a snapshot of the prevalence of hazards in the MRCRC for a given year.

DMU/RRMC

Communications Plan Simple plan to facilitate effective communication during peacetime and emergency operations.

EWPs DMU/RRMC

Communication Chains for Daily and Emergency Operations (Appendix 12 &14)

Charts intended for in-house display. Provides information on the expected roles and responsibilities of all key actors in the EW process.

EWPs DMU/RRMC Stakeholders

42

References 1. Barszczynska, M. et al. 2005. “In Time for the Flood: A Methodological Guide to Local Flood Warning

Systems”. Institute of Meteorology and Water Management, Poland. 2. CDEMA. 2009. “Enhancing the Effectiveness of Information and Communication Technology Applications

and Tools for Disaster Management in the Caribbean: Research on the Application of Geographic Information Systems for Disaster Early Warning Systems”.

3. CECI. 2011. “Community-Based Early Warning Systems: A Best Practice Guide for Uplands Areas of Vietnam”, Center for International Studies and Cooperation.

4. Commonwealth of Australia. 2009. “Flood Warning, Manual 21: Australian Emergency Manual Series”. Australian Government, Attorney-General’s Department.

5. FEMA [online]. 2013. “Floods” [Cited 23 September 2013]. Available from Internet: <http://www.ready.gov/floods>

6. IFRC. 2012. “Community Early Warning Systems: Guiding Principles”. 7. ISDR. 2006. “Developing Early Warning Systems: A Key Checklist”. The Third International Conference on

Early Warning (EWC III)) hosted by the Government of Germany under the auspices of the United Nations, from 27 to 29 March 2006 in Bonn, Germany

8. Mercy Corps and Practical Action. 2010. “Establishing Community Based Early Warning System: Practitioner’s Handbook.”

9. Rogers, D. and V. Tsirkunov. 2011. “Implementing Hazard Early Warning Systems”. Global Facility for Disaster Reduction and Recovery.

10. UNEP. 2012. “Early Warning Systems: A State of the Art Analysis and Future Directions. Division of Early Warning and Assessment (DEWA)”, United Nations Environment Programme (UNEP), Nairobi.

11. UNISDR. 2009. “2009 Terminology on Disaster Risk” 12. UNDP. 2010. “Cuba Risk Reduction Management Centers: Best Practices in Risk Reduction”. 13. UNDP. 2011. “Caribbean Implementation of the Hyogo Framework for Action HFA Mid-Term Review.”

Disaster Risk Reduction Centre. 14. USGS, Earthquake Hazards Program, Earthquakes [online]. 2010 [Cited 8 May 2013]. Available from

Internet: < http://earthquake.usgs.gov/earthquakes/eqinthenews/2005/usdyae/#summary> 15. WMO. 2009. “Standard Outline for Documentation of Good Practices in Multi-Hazard Early Warning

Systems, with a Focus on the Role of National Meteorological and Hydrological Services”. Second Experts’ Symposium on Multi-Hazard Early Warning Systems (MHEWS – II) with focus on the Role of National Meteorological and Hydrological Services, 5 - 7 May 2009, France.

16. WMO. 2010. “Guidelines on Early Warning Systems and Application of Nowcasting and Warning Operations”.

43

Appendix 1: Form for identifying target audiences.

AUDIENCE COMMUNICATIONS

OBJECTIVE

MESSAGE MEDIUM/MEDIA TIMING

E.g. Children To communicate the key aspects

of preparedness and response to

flooding

Actions to be taken before, during and after a

flood.

Pamphlets, Presentations

at school by RRMC and

EWP staff, ODPM

Between flood events,

just before rainy season

commences.

COMMUNICATIONS PLAN FOR: MRCRC Flood CBEWS

OVERALL COMMUNICATIONS OBJECTIVE:

44

Appendix 2: Template for Disaster Prevention Communiqué

DISASTER PREVENTION COMMUNIQUÉ FOR [INSERT MONTH] (The middle of rainy season) GENERAL WEATHER CONDITIONS AND HYDROGRAPHY OF [INSERT MONTH]: [Insert month] is the height of rainy season; therefore weather conditions are typically overcast and wet, with continuous showers. Heavy rainfall occurs during the day, sometimes resulting in flooding and strong winds. Temperature ranges from highs of [insert temperature ranges] to lows of [insert temperature ranges]. Rainfall levels range from [insert value] mm; relative humidity is [insert range] %. Water levels on all rivers and streams are unstable. This situation creates potentially serious flood and flash flood conditions. Landslides are likely to occur in mountainous areas and in areas close to streams. TYPES OF DISASTERS AND DISEASES IN [INSERT MONTH]: In [insert month], be on the lookout for the following: • Continuous, prolonged rainfall, heavy rainfall possibly causing flooding, flash floods in rivers and streams, landslides in vulnerable uplands areas. • Malaria, scarlet fever, diarrhea; livestock epidemics [amend as necessary]. PREPARATIONS TO MINIMIZE THE LOSSES AND DAMAGES CAUSED BY NATURAL DISASTERS AND DISEASES/ EPIDEMICS: • In the event of a disaster, evacuate elders, children and livestock to the designated safe place. • Plant trees in deforested areas; refrain from deforesting activities. • Do not build houses near rivers, streams or under mountains or slopes; avoid riverbanks, streams or areas prone to landslides in the event of heavy rain or strong wind. • In the event of a storm, stay inside; this especially applies to vulnerable individuals such as elders and children; do not seek refuge under large trees or utility poles. • In the event of a flood, put on a lifejacket (if available) or hang it up high in a secure place. Also, locate floating objects (inner tubes, banana trees, plastic jugs, etc.); collect them and place them in a high and dry place. • Do not cross streams with strong currents creating whirlpool conditions, or where the water has turned muddy due to a strong current. • Shut off power in order to avoid electric shock or electrical fires. Quickly evacuate to a high and dry safe place previously chosen by family members. • Beware of snake and insect bites • Do not repair or touch electricity in the event of storm and heavy rain. • Use boiled water; do not eat spoiled or out-of-date food. If you have to, boil the food before eating. In the event of a storm, flash flood, landslide or tornado, you should: • Take all victims to the nearest health care centre or hospital without delay, and locate all missing persons. • Place mosquito netting over the bed. • Clean up living areas; perform any necessary household repairs. • Immediately bury any dead animals. • Work towards the recovery of agricultural production in order to ensure the sustainability of life. Thank you so much for listening.

45

Appendix 3: Warning Message Templates. (Sources: Barszczynska et al, 2005 & Commonwealth of Australia, 2009).

Flood Watch Message: This is a message concerning possible occurrence of a flood, issued by the RRMC on [insert date] at [insert time]. During the past few hours, in the upper reaches of the [insert name] River, heavy rainfall has been occurring. In the next few hours, this could cause a buildup of water in the flowing tributaries: [insert names] OR [insert names of street in community]. There is a potential threat of flooding in areas located along these rivers. The RRMC will be broadcasting messages every hour on Radio [insert name] and on local TV [insert name]. Ongoing information will be available at tel. 1-868-###-####.

Warning of Major Flooding at [insert community name] and in Nearby Areas The Meteorological Services has predicted that flooding will reach/exceed [delete one] [2.6-3.0] meters [insert predicted height] at the [insert name of river/street] gauge, [insert community name], at [time, day]. This will cause major flooding. At the forecast height, large areas of the [insert name of river/street] will be inundated from upstream of [insert community name], to [insert community name]. Many roads will be closed, large areas of farmland will be inundated, and low-lying areas of [insert community name] will be flooded as water enters [insert community names]. This is likely to be the most serious flood experienced in the [insert community name] area since [insert date], when a peak of 2.65 metres occurred/ March 1974, when the peak was 2.95 metres [delete one]. It is critical to understand the potential danger which this flood poses. Houses and roads in low lying parts of the main business area [over-floor inundation begins at 2.3 metres], [insert community name], [over-floor inundation begins at 2.5 metres] and North and East [insert community name], [over-floor inundation begins at 2.8 metres] [delete cases above the predicted level] will be flooded, water entering houses and shops. People in [insert community name], the [insert community name] Central Business District and North and East [insert community name], [delete as appropriate] are urged to prepare as quickly as possible to evacuate. They should: • raise as many household and business items as possible onto beds, benches and tables, putting electrical items on top, • gather together valuables and personal items such as family memorabilia, photograph albums, heirlooms and important papers. These should be taken in your car along with spare clothes and essential medicines, or packed in a suitcase if you need transport. Advice on evacuation will follow in the next bulletin within 15 minutes.

Warning of Minor Flooding at [insert community name] and in Nearby Areas The Meteorological Services has predicted that flooding will reach/exceed [delete one] [1.7-2.0] meters [insert predicted height] at the [insert name of river/street] gauge, [insert community name], at [time, day]. This will cause minor flooding along the [insert name] River. At this height, low-lying areas near the river will be inundated from about [insert community name] to [insert community name]. The consequences are likely to be as follows: • Farmland near the river will be inundated. Farmers should take the necessary action to protect pumps and other equipment and move livestock. • Road surfaces may be damaged, and people should avoid driving through floodwaters. Entering floodwaters is the most common cause of death during floods. • Water may flood yards and under-floor areas in [insert name of area] and [insert name of area]. Residents should secure items in garages and outdoors to prevent them from floating away. [Note for Operations centre staff: a short section here on known current effects, including road closures, would be appropriate. Care should be taken not to predict effects which have already occurred]

46

Appendix 4: FEMA news release regarding Colorado floods: 16thSept 2013. (Source: http://www.fema.gov/news-release/2013/09/15/fema-continues-support-response-colorado-flooding)

We urge residents to continue to monitor weather conditions, and those in impacted areas to listen carefully to instructions

from their local officials and take recommended protective measures to safeguard life and property while response efforts

continue. According to the National Weather Service, the official source for severe weather watches and warnings, flooding

advisories remain in effect for several areas in Colorado, and severe weather remains in the forecast through the weekend in

some areas.

Here are a few safety tips to help keep you safe during flooding:

Turn Around, Don't Drown. Avoid flooded areas.

Give first responders space to do their work by following local public safety instructions.

Return home only when authorities indicate it is safe.

Roads may still be closed because they have been damaged or covered by water. Barricades have been placed for

your protection. If you come upon a barricade or flooded road, turn around, don’t drown. Go another way.

Those in areas with the potential to be affected by flooding should familiarize themselves with the terms that are used to

identify a flood hazard and discuss what to do if a flood watch or warning is issued:

Flood Watch: Flooding is possible. Tune in to NOAA Weather Radio, commercial radio, or television for information.

Flood Warning: Flooding is occurring or will occur soon; if local officials give notice to evacuate, do so immediately.

Flash Flood Watch: Flash flooding is possible. Be prepared to move to higher ground; monitor NOAA Weather Radio,

commercial radio, or television for information.

Flash Flood Warning: A flash flood is occurring; seek higher ground on foot immediately.

Wireless Emergency Alerts (WEAs) are now being sent directly to many cell phones on participating wireless carriers'

networks. WEAs sent by public safety officials such as the National Weather Service are designed to get your attention and to

provide brief, critical instructions to warn about imminent threats like severe weather. Take the alert seriously and follow

instructions. More information is available on WEA at www.ready.gov/alerts.

For more information and flood preparedness tips, please visit: www.ready.gov or www.listo.gov to find out how you can

prepare your family for flooding and other disasters.

47

Appendix 5: Comparison of Warning Communication Methods (Source:

Commonwealth of Australia, 2009).

Method Description Advantages Disadvantages

Internet Internet technology is a means of

rapidly and widely disseminating

warning messages. To date,

warning has been via so called ‘pull

processes, whereby information is

placed on websites, but in order to

access the warnings, people must

be logged in to the internet and

actively browse pages.

Wide coverage.

Widely available.

People must be logged on to the

internet and actively seek

warnings.

May be disrupted by power

outages or network failures.

SMS Cell

Broadcasting

Cell broadcasting is an emerging

technology in natural hazards

warning. Cell broadcasting is an

existing function of most modern

digital mobile phone systems. The

difference between it and SMS is

that SMS can only distribute

messages one-at- a time, whereas

Cell Broadcasting allows

simultaneous transmission of

messages.

Claimed that

networking

overloading avoided.

Very fast speed to

reach large audience.

Can be used in a geo-

specific manner by

selecting which cells

receive the broadcast.

People who are not near a phone

will not hear the message.

Short message length Dependent

on the phone network operating.

Database of numbers must be

constantly updated.

Existing mobile phone users might

have to have this feature switched

on for their handset.

Privacy issues relating to mass

spamming of phones.

Email Email is a widely used

communications medium.

Fast distribution to

wide audience.

Widely available.

People must be logged on to the

internet and actively seek

warnings.

May be disrupted by power

outages or network failures.

Requires the maintenance of a list

of email addresses.

Users change email addresses

relatively frequently.

Newspapers Newspapers can communicate

warnings textually and graphically to

audiences.

Widely available.

Wide audience

Printed newspaper is slow to

reach audience.

48

Method Description Advantages Disadvantages

coverage.

Available on the

internet.

Can use graphics and

text.

Can present large

amounts of

information.

Community

Wardens and

Telephone

Systems

Members of the community can be

appointed as flood wardens to warn

their local communities.

They involve local

people.

Recipients are more

likely to believe a

warning issued by a

local warden whom

they know.

Local wardens can

take over the

maintenance of

contact details.

Wardens can supply

information to

emergency services.

Reliance on community members

to warn the public can sometimes

be prone to failure – it is important

to ensure the system is robust

and has backups.

Warning schemes need

maintaining.

In low risk areas it is often difficult

to get volunteers and maintain

commitment.

In some areas community spirit is

lower and people don’t want to get

involved.

Television Warnings can be broadcast over

commercial television. This can be

done by interrupting normal

programming with a bulletin, or

displaying scrolled text on the

bottom of the screen.

Television is particularly good at

warning for slow developing events.

Ability to communicate

detailed information to

large audience.

Ability to use graphics

and images.

Can use scrolled text

in addition.

Television must be turned on.

Broadcasts at the discretion of

station.

Not available when power

disrupted.

Radio Broadcast radio provides

information to the community

including emergency warnings.

It is one of the most regularly used

Fast speed.

Ability to communicate

detailed information to

large audience.

Radio must be switched on.

Radio broadcast often reaches

areas not at risk.

All information must be conveyed

49

Method Description Advantages Disadvantages

methods of warning in Australia. Capable of being

battery operated.

verbally.

Problems can arise with priorities

of station management.

Not available if radio not battery

powered during power

interruptions.

Variable

message

signs

Electronic programmable signs are

generally used as a traffic

management tool. These signs can

be programmed with warning

messages and simple instructions

and communicated in the event of a

flood

Can use solar power if

mains power

unavailable.

Effective at reaching

motorists, and can

focus on safety

messages specific to

motorists such as

‘don’t drive through

floodwaters’.

Short message length.

Need to be aware of the message

to receive its contents.

SMS SMS is sent to mobile phones to

warn of emergency.

Fast speed. People who are not near a phone

will not hear the message.

Mobile phone needs to be

switched on.

Short message length.

Dependent on the phone network

operating.

Database of numbers must be

constantly updated.

Dial out

systems

System works by having a computer

database of pre-selected telephone

numbers for the areas in which the

warning has to be disseminated.

When the system is activated the

computer dials each number on the

database delivering a warning

message.

Fast Speed: dial out

occurs simultaneously

to large numbers of

subscribers.

Ability to pass voice

message.

People who are not near a phone

will not hear the message.

Phones that rely on power will not

work if power is disrupted.

Capacity of telephone system

may be inadequate to cope with

the volume of calls.

Dependent on the phone network

50

Method Description Advantages Disadvantages

operating.

Tone Alert

Radios

A tone alert radio is a device that

can be remotely activated.

They provide a warning signal and

some types can subsequently

broadcast a verbal warning

message. The radio operates in a

standby condition. Upon the receipt

of a code the radio emits a tone and

broadcasts a pre-recorded or read

message. The code and message

are broadcast from a radio

transmitter. The radio receivers

operate on normal electrical power

and some have battery back-ups.

Fast speed.

Ability to combine

alerting signal with

specialized messages.

24hr availability

Can be heard indoors.

Maintenance problems.

Availability during power

Failures.

Limited broadcast range.

Difficulty using outdoors.

Fixed and

mobile public

address

systems

Systems either fixed or mobile which

allow the communication of the

amplification of a voice.

Fast speed.

Allows for a voice

message to be

communicated.

Difficult for people to hear a

warning broadcast from a moving

vehicle.

Announcements may be rendered

incomprehensible by distance,

sound reflections or simultaneous

transmission from several loud

speakers at different distances.

Difficult for people to confirm the

warning.

Difficult to propagate sound inside

buildings.

Modulating

electrical

frequency

When the electrical frequency is

altered warning devices can be

activated, delivering a warning tone

or flashing light.

Fast speed.

Potential to reach

large areas.

24hr availability.

Fails if electricity fails.

Modulating

electrical

Modulating electrical voltage can be

used to communicate through a

fluctuating signal or to trigger pre-

installed devices in people’s homes

Fast speed.

Potential to reach

large areas.

Fails if electricity fails.

May be misunderstood, if not

associated with education

51

Method Description Advantages Disadvantages

voltage which would emit a warning tone or

flashing light.

program regarding use.

Sirens/Alarms Sirens use a distinctive noise to alert

affected communities.

At best they have traditionally told

people to seek further information

unless an intensive program of

public education is used to instruct

people what to do when the signal

sounds.

Fast speed.

Able to reach outdoor

populations.

May be misunderstood, if not

associated with education

program regarding use.

Difficult to propagate sound inside

buildings.

Doorknocking Doorknocking involves using

emergency service personnel to go

door to door or to groups of people

to deliver a personal message.

Allows for direct

communication with

population at risk.

Allows for questions to

be asked and further

information to be

provided.

Doorknockers can

collect information

whilst warning the

community.

Slow and resource intensive.

52

Appendix 6: Daily Weather Log Form

DAILY WEATHER LOG

[insert EWP/RRMC location] [insert contact info: tel, email]

FACTORS 11AM 2PM 5PM 8PM 11PM

GENERAL WEATHER

CONDITIONS

TEMP (degrees Celsius)

WIND SPEED (knots)

RAINFALL (mm)

RIVER LEVELS (record if

necessary) provide name of

river and water level in meters)

COMMENTS

53

Appendix 7: Weekly Incident Report Form

WEEKLY INCIDENT REPORT [insert EWP/RRMC location] [insert contact info: tel, email]

INCIDENT DATE & TIME ADDRESS GPS

COORDINATES CALLER

INFORMATION

NAME OF PERSON LOGGING INCIDENT COMMENTS

54

Appendix 8: Seasonal Chart Form

[INSERT YEAR] SEASONAL CHART FOR HAZARD MONITORING IN THE MRCRC

MONTH

SEASONAL EVENT

FLOOD COMMENTS STORM

SURGE COMMENTS

GUSTY

WINDS COMMENTS LANDSLIP COMMENTS EARTHQUAKE COMMENTS

January X

February

March X

April X

May X

June

July

August

September

October

November

December

An ‘X” can be used to indicate occurrence of event and comments about events can be typed in as necessary.

55

Appendix 9: Daily Equipment Check Form

DAILY EQUIPMENT CHECK [insert EWP/RRMC location] [insert contact tel #]

Instructions: Please tick off each item once they have been checked. Radios

Computers

Megaphones

Telephone/Fax system

Internet

Sirens

Comments:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

[Insert signature]

----------------------------------------

[insert name and function of staff member conducting equipment check ]

56

Appendix 10: Daily Brief Form

DAILY BRIEF [insert EWP/RRMC location] [insert contact info: tel, email]

From:

To:

CC:

Date:

SUBJECT: Daily Situation Report for [insert date]

Brief communicated by: Fax Radio Telephone Email

Weather Conditions:

____________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

River Level(s): Name of River_____________________ Level__________________

Name of River_____________________ Level___________________

Rainfall level(s): ______________________________________________________ Radio in full working order.

If not, provide comments: _______________________________________________

Equipment check done (all hardware e.g. megaphones, radios, computers, telephone/fax, sirens)

Comments: __________________________________________________________

Incident Report:

INCIDENT DATE & TIME ADDRESS GPS

COORDINATES

CALLER

INFORMATION COMMENTS

57

INCIDENT DATE & TIME ADDRESS GPS

COORDINATES

CALLER

INFORMATION COMMENTS

Additional Remarks:

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________________

_____________________________________________________________________________________

[Insert signature]

----------------------------------------

[insert name and function of staff member ]

58

Appendix 11: Weekly Plan Form

WEEKLY PLAN Monday __ insert month & year to Friday __ insert month & year

[insert EWP/RRMC location] [insert contact info: tel, email]

EVENTS MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

PLANNED EVENTS e.g. Community

Center Activities X

COMMUNITY VISIT TO LOCATE

VULNERABLE PERSONS X

MEETING WITH COMMUNITY

LEADER(S) X

DISTRIBUTION OF IEC MATERIALS X X X

TRAINING AT RRMC X

MEETING WITH RRMC, ODPM etc X

COMMUNITY VISITS TO

ESTABLISH RAPOR X X X

COMMENTS

59

Appendix 12: Communication Chain for Daily EW Operations at the Local Level in the MRCRC.

EWPs: MAYARO &

BICHE

Rainfall / river level monitoring

RRMC

Radio or Telephone, and Fax/Email

Action

Responsible Entity

Daily check of equipment

Daily logging of weather conditions

Communication of daily brief

Receiving and logging of incident reports

Visit high risk communities to assess and document risk variables, and locate vulnerable individuals.

Engage in community awareness and sensitization for flood EW and disaster preparedness and prevention.

Hazard, vulnerability and risk data collection and assessment

Compilation, processing and preparation of information derived from surveillance and monitoring activities

Collect geo-tagged incidents in the MRCRC for monthly report

Support EWPs in monitoring, public awareness and equipment maintenance

Ensure that EWPs are staffed at all times

Daily check of equipment

Participate in disaster reduction, preparedness, and response and recovery activities.

Communication of daily brief ODPM

MRCRC

MOLG

Radio or Telephone, and Fax/Email

Stakeholders e.g. WRA,

TCPD, MOWT

Fax/Email

Support the RRMC in monitoring, public awareness campaigns and response and recovery activities when necessary

60

Appendix 13: List of Emergency Shelters 2013

Municipal Corporation Shelter Name Shelter Address

Arima Borough Corporation Arima Centenary Government Primary School El Carmen Street, Arima

Arima Girls Government Primary School 5 St Joseph Street Arima

Malabar Government Primary School Pomegranate Avenue, Malabar Phase 1, Arima

Arima New Government School Simone Gardens, Cocorite Road, Arima

Arima North Secondary School Arima Old Road, Arima

Holy Cross College Calvary Hill Arima

Larry Gomez Stadium Nutones Boulevard, Malabar Extension, Ohase 1, Arima

Chaguanas Borough Corporation ASJA Girls College School Street, Charlieville

ASJA Boys College School Street, Charlieville

Central Indoor Sports Complex Saith park, Chaguanas

Chaguanas North Secondary School Helen Street, Lange Park

Chaguanas South Secondary School Helen Street, Lange Park

Cunupia Government Primary School Chin Chin Road, Cunupia

Cunupia High School Hasserath Road, Cunupia

Edinburgh 500 Gov’t Primary School Kestral Boulevard, Edinburgh

Enterprise SDA Church 11 Railway Road, Enterprise

Flaming Word Ministry Caroni Savannah Rd. Charlieville

Jerningham Gov’t Primary School Hasserath Road, Cunupia

Couva/Tabaquite/Talparo Regional Corporation

BrassoVenado Government Primary School H 228 BrassoVenado 6

Tortuga Government Primary School 312 Mayo Rd., Tortuga Village, Via Couva

Santa Rita R.C. Primary School 460b, Tabaquiteroad, San Pedro, Poole, Rio Claro

Tabaquite Composite Secondary School Emmanuel Junction, Tabaquite

Gran Couva R.C. Primary School Pepper Village, Gran Couva

Flanagin R.C. Primary School 200 Main Road, Flanagin Town

Piparo Community Centre DinidalTrace,Piparo

Torrib Trace Presbyterian Primary School

#712 Torrib, Tabaquite Road, Brothers Road, New Grant Post Office

Tabaquite R.C. Primary School Sandhill Trace, Tabaquite

Tabaquite Presbyterian Primary School Tabaquite Main Rd, Tabaquite Post Office

Claxton Bay Senior A.C. Primary School Cedar Hill Road, School Street, Claxton Bay

Spring Vale Hindu Primary School Forres Park Ext., Spring Vale, Claxton Bay

Happy Hill Hindu Primary School Bonne Aventure Road, Gasparillo

Vos Government Primary School Charles Street, Gasparillo

Union Claxton Bay Senior Comprehensive St. Margaret's Village, Claxton Bay

Riversdale Presbyterian Primary School Williamsville Post Office, Williamsville

Gasparillo Composite

RahamanDr,BonneAventure Road, Happy Hill Village, Gasparillo

Bonne Aventure Presbyterian Primary School School Road, Bonne Aventure, Via Gasparillo

Servol Life Centre Forres Park, Trinidad

Caratal (Sacred Heart) R.C. Primary School Gasparillo Road, Gasparillo

Guaracara Hindu Primary School Guaracara Junction, Guaracara P.O., Guaracara

Mayo R.C. Primary School D'abadie Street, Mayo

St. Magrets Government Primary School St. Magrets , Trinidad

Gasparillo Government Primary School Gasparillo, Trinidad

Pheonix Park Primary School Pheonix Park Claxton Bay

61

Mundo Nuevo R.C. Primary School John Dillon Trace, Mundo Nuevo, Via Talparo

San Rafael Community Center Lp 57 Cummuto Road, San Rafeal

Talparo R.C. Primary School School Street, Talparo, Via Arima

Talparo Community Center Todds Station Roaf

Mundo Nuevo Community Centre Mundo Nuevo Road, Via Talparo

Brazil Community Centre Transport Street, Brazil Village

Brazil High School Arena Road, Brazil

Brazil R.C Primary School #224 Talparo Main Road, Brazil Village.

Palmiste Government High School

School Road, BrassoCaparo Valley Rd., Via Longdenville

Carapo R.C. Primary School #119 Main Road, Caparo.

Mamoral R.C. Primary School #214 Main Road, Mamoral #2, Via Tabaquite

Las Lomas R.C. Primary School Chin Chin Road, Las Lomas #1, Via Cunupia

Raghunanan Road Government Primary School Ragoonanan Road, Enterprise

Todd's Road R.C. Primary School #34 Fletcher's Road,Todd'sRoad,ViaLongdenville

Madras Government Primary School Madras Settlement Road, Via Cunupia

Las Lomas Government Primary School Las Lomas No. 2, Via Cunupia

Todds Road Hindu Temple #293 Fletcher’s Road Todds Road

Hindu Prachar Kendra Ragoonanan Road - Enterprise

Balmain Presbyterian School Freeport Mission Road, Freeport

Freeport Presbyterian School Freeport Mission Road, Freeport

Upper Carapichaima Presbyterian Primary School

345 Freeport Mission Road, Upper Carapichaima, Freeport

Orange Field Hindu Primary School Orange Field Road, Carapichaima, Caroni

Milton Presbyterian Primary School 194 Rivulet Road, Couva

CarapichaimaAsja Primary School Falah Drive, Waterloo Road, Carapichaima

Carapichaima Anglican Primary School Waterloo Road, Carapichaima

Waterloo Hindu Primary School Waterloo Road, Carapichaima

Waterloo Presbyterian Primary School Main Road, Waterloo.

Mc Bean Presbyterian Primary School Calcutta Road #1, Mc Bean Couva.

Orange Valley Government Primary School Bay Road, Orange Valley, Couva

Carapichaima Roman Catholic Primary School BeaucarroRoad,Carapichaima

Preysal Community Centre Bennet Street And Polo Ground Road, Preysal, Couva

Preysal High School Old Southern Main Road, Preysal

Carapichaima West Secondary School Mc. Leod Trace, Freeport, Carapichaima

Exchange Presbyterian Primary School Bryce Street, Couva

Exchange Roman Catholic Primary School Southern Main Road, Couva

Waterloo Community Centre Waterloo, Carapichaima

Couva South Government Primary School Balisier Avenue, Couva

Couva East Secondary School Church Street, Couva

Couva St. Andrews Primary School Southern Main Road, Couva

California Government Primary School Southern Main Road, California, Caroni

Academic Colleage For Excellence Southern Main Road, Couva

Mc Bean Hindu School 243 Southern Main Road, Mc Bean Village, Couva

Waterloo High School Waterloo Road, Carapichaima

Carapichaima East Secondary School Mc. Leod Trace, Freeport, Carapichaima

Miracle Ministries High School Southern Main Road, Mc Bean Village, Chaguanas

Upper Carapichaima Presbyterian Primary School

345 Freeport Mission Road, Upper Carapichaima, Freeport

62

AtoBoldon Stadium BalmainCouva

Mayaro/ Rio Claro Regional Corporation Rio Claro East High School 2689,Nap.rd.Rio Claro

Rio Claro Presbyterian School Nap.rd.Rio Claro

Rio Claro A.S.J.A.Primary School Mohammed Ave.Rio Claro

Rio Claro Hindu Primary School Grant Street Rio Claro.

Biche Roman Catholic School Canque Village Biche

Libertville T.M.L. Pri.School Paymar Trace ,Libertville Rio Claro

Guayaguayare High School Guayaguayare La-Savanne

Guayaguayare R.C. S.chool Warrick St.New Lands Guayaguayare

Mafeking Government Primary School Mafecking Vge.Mayaro

Mayaro Composite School Guayaguaya Rd.Rio Claro

Ortoire R.C. Primary School Ortopire Village Mayaro

St. Thomas R. C. School Radix Village Mayaro

Mayaro Gov't Pri. School Pierre Village Mayaro

Ecclesville Presbyterian School Ecclesville via Rio Claro

Poole R.C.Primary School Lazzarie Village Poole

Plum Mitan Presbyterian School #6 Settlement Road Plum Mitan

Navet Community Center Navet Village Rio Claro

Biche Community Center Baptiste Street Settl.Vge. Biche

Mayaro Civic Center Plaisance Road Mayaro

Penal/ Debe Regional Corporation Barrackpore East Secondary School 903-913 Papourie Road, Barrackpore

Barrackpore Regional Complex #21 Manohar Maharaj Trace, Barrackpore

BienVenue Presbyterian School La Plaisance Road, La Romaine

Canaan Presbyterian School S.S. Erin Road, Duncan Village, San Fernando

Clarke Rochard Government School 530-532 Clarke Road Penal

Clarke Rd. Hindu School #277 Clarke road, Penal

Dayanand Memorial Vedic School Ram john Avenue Penal

Debe Secondary School M2 Ring Road, Debe

Golconda Community Centre #1 Golconda Settlement

Holy Faith Convent Olliverie Drive, Clarke Road, Penal

La Romaine Government Primary Sch. Church Street La Romaine

La Romaine Secondary School Church Street La Romaine

Moolchan Trace Community Centre Moolchan Trace, Penal Rock Road

Morne Diable R.C. School 413 Scotts Road Morne Diable

Parvati Girl’s Hindu College Siparia Erin Road, Debe

Penal Government Primary School Abdool Village, Penal

Penal Presbyterian School Penal Junction, Penal

Penal Quinam Government School Mendez Village, Siparia

Penal Rock Presbyterian School 481 Penal Rock Road

Penal Rock Road R.C. School 1066 Penal Rock Road, Penal

Penal Secondary School Olliverie Drive Clarke Road, Penal Drive

Picton Presbyterian School 392 Papourie Rd. Diamond Village

St. Dominic’s Penal R.C. School Olliverie Drive, Penal

Shiva Boy’s Hindu Collage #35-37 Clarke Rd. Penal

Woodland Hindu School Pluck Road, La Fortuné, Woodland

63

Ramai Trace Hindu School #64 Ramai Trace. Debe

Inverness Presbyterian School 1003 Papourie Road, Barrackpore

Woodland Hindu School Pluck Road, La Fortune, Woodland

Point Fortin Borough Corporation Point Fortin R.C. School ( New Wing) Reyes Street - Mahaica

St. Mark's Anglican Hall Techier Main Road - Point Fortin

Church of Christ Bryce Road - Point Fortin

Point Fortin West Secondary School Reid Road, Point Fortin

St. Anthony R.C. Church Guapo Cap-de-Ville Main Road, Point Fortin

Point Fortin Open Bible Church Guapo Cap-de-Ville Main Road, Point Fortin

Guapo Government School Southern main Road, Guapo, Point Fortin

Point Fortin East Secondary Egypt Main Road, Point Fortin

Indoor Sporting Arena Techier Link Road, Point Fortin

Point Fortin A.C School School Road, Point Fortin

Fanny Village Community Center School Road, 'G' Street, Fanny Village, Point Fortin

Mt. Beaulah Evangelical Church Warden Road, Point Ligoure, Point Fortin

New Village Community Center Pilgrim Street, New Village, Point Fortin

Guapo Community Centre Southern Main Road, Guapo, Point Fortin

San Fernando City Corporation Anstey Girls Memorial Drayton Street

ASJA Boys College 19-21 Park Street

Christ The King RC Church Hilda Lazzari Terrace

Cocoyea Community Centre St. Andrews Park West

Cocoyea Government School Forres Avenue

Cocoyea Open Bible Church 13 Forres Avenue

Cocoyea Seventh Day Adventist Church 44-46 Simpson Brown Terrace

Creative Arts Centre 97 Circular Road

Deliverance Centre Chacon Street

Embacadere Community Centre Embacadere

Faith Centre Church 3-5 Prince Of Wales Street

Girl Guides (Hut) Association Rushworth Street Ext.

Mannie Ramjohn Stadium Union Park West

Marabella Boys’ Anglican 73B Southern Main Road, Marabella

Marabella Girls’ Anglican 73A Southern Main Road, Marabella

Marabella Government Primary Fahey Avenue, Union Park East

Marabella North Secondary Guaracara Tabaquite Road, Union Road

Marabella Presbyterian Church 13 Southern Main Road, Marabella

Marabella RC Church Dunford Street

Mon Repos RC School 9 Torrance Street

Mon Repos Regional Complex Tyler Smith Street

Naparima Boys' College Paradise Pasture

Naparima Girls' High School La Pique Road

OWTU Paramount Building 99a Circular Road

OWTU Palms Club Pointe a Pierre Road

Pleasantville Community Centre Prince Albert Street

Presentation College 1 Carib Street

San Fernando Central Government Secondary Todd Street

San Fernando District Scout House LP#52 Circle Drive, Embacadere

64

San Fernando East Secondary 200 Collector Road

San Fernando Secondary Comprehensive Farah Street

San Fernando Girls’ Government 84 Rushworth Street

Southern Regional Indoor Sport Arena Off Prince Albert Street

St. Benedict’s College Southern Main Road, La Romaine

University of Trinidad and Tobago VV Gopaul Drive, Tarouba Road

Vistabella RC Church Cor. Arch & Manjack Street

Vistabella Regional Complex Ninth Street, Vistabella

Sangre Grande Regional Corporation Upper Cumuto Presbyterian Cumuto Main Road Cumuto

Northeastern College Graham Trace via Ojoe Road

Coryal High School LP 4 Tamana Hill Road, Coryal

Sangre Grande Government Secondary Graham Trace via Ojoe Road Sangre Grande

Tamana R.C Primary Four Roads Tamana

Jubilee Presbyterian Guaico Tamana Road, Guaico

Upper Guaico R.C Primary Bravo Hill Sangre Grande

Cunaripo Presbyterian Guaico Tamana Road, Cunaripo

St. Andrews Regional Life Center Eastern Main Road Upper Sangre Grande

Manzanilla High School Cedar Hill Trace, EMR Manzanilla

Brooklyn Community Center Mc Gillivary Road Obliquely opposite Lp 62

Matura Government Primary Toco Road Matura

Rampanalgas R.C Jerome Street, Balandra

Cumana S.D.A Primary Punch Street Cumana

Cumana R.C Primary Toco Main Road Cumana Village Cumana

Valencia South Government Primary School Corner of Alexander Street, Valencia

Valencia High School Oropouche Road, Valencia

Guaico Secondary Turure Road, Guaico Sangre Grande

Guaico Government Primary School Eastern Main Road, Damarie Hill, Guaico

Valencia R.C Flamboyant Crescent, Valencia

Sangre Grande Hindu School Rousseau Street, Sangre Grande

Toco Anglican Primary Church Street , Toco

Toco Regional Complex Cemetery Street Toco

L'anse Noir Moravian Primary L'Anse Noir Toco

San Souci R.C George Street San Souci Toco

Sangre Grande S.D.A Primary Ojoe Road Sangre Grande

Siparia Regional Corporation Siparia Boys R.C School 28 Mary St. Siparia

St. Brigid’s Girls’ R.C School 8 La Pastora St. Siparia

Siparia S.D.M.S School Seegobin Dr. Siparia

La Brea R.C School Church St. La Brea

Brighton A.C School Three Hands Jct. La Brea

Granville R.C School 219 Syfoo Tr. Granville

Icacos Government Primary School Icacos Village , Cedros

Lochmaben R.C School Fullerton Village, Cedros

Salazar Tr. Government Primary School Salazar Tr. Pt. Fortin

Siparia SDA School Station St. Siparia

Avocat Vedic School Avocat Village, Fyzabad

65

Erin Rd. Presbyterian School SS Erin Rd. Quarry Village, Siparia

St. Christopher’s Anglican School 1-3 High St. Siparia

South Oropouche Government Primary School 1-3 St. John’s Rd. South Oropouche

Rousillac Presbyterian School 315-317 SMR Rousillac

Siparia Road Presbyterian School Thick Village Siparia Rd.

Siparia Rd. KPA School Thick Village, Siparia Rd.

San Francique Presbyterian School 478-478 Pluck Rd. San Francique

Fyzabad Presbyterian School Lum Tack Hill Fyzabad

Pepper Village Government School Guapo Rd. Fyzabad

Delhi Rd. Hindu School Temple Rd. Delhi Rd. Fyzabad

Palo Seco Government Primary School Sobo Rd. Beach Camp, Palo Seco

Santa Flora Government Primary School School Rd. Santa Flora

Buenos Ayres Government Primary School Erin Cap-de-Ville Rd. Buenos Ayres

Erin R.C School St. Francis Village, Erin

Rancho Quemado Government Primary School Rancho Quemado South Tr.

Cedros Govt. Primary School Bonasse Village , Cedros

Vessigny Government Secondary School SMR Vessigny

Siparia West Secondary School La Brea Tr. Siparia

Siparia East Secondary School La Brea Tr. Siparia

Servol RLC La Brea 37 New Lands La Brea

Cedros Government Secondary School Bonasse Village Cedros

Fyzabad Secondary School 128-132 Guapo Rd. Fyzabad

Fyzabad Anglican Secondary School Guapo Rd. Fyzabad

Palo Seco Secondary School SS Erin Rd. Palo Seco

Iere High School Bayanie Tr. Siparia

Siparia Community Center Grell St. Siparia

Thick Village Community Center Thick Village, Siparia Rd.

South Oropouche Community Center Tito Hill, South Oropouche

Dalley’s Village Community Center Community Centre St. Dalley’s Village, Santa Flora

Sobo Community Center Sobo Village, La Brea

Erin Community Center St. Francis Village, Erin

Cedros Community Centre Bonasse Village Cedros

Vance River Community Center #6 Rd. Vance River, Pt. Fortin

Lot 10 Community Center Lot 10 Village, Parrylands, Guapo

La Brea Community Center Point D’Or Point Sable Rd. La Brea

Mondesir Community Center Mondesir Delhi Rd. Fyzabad

Los Bajos Community Center Shearer St. Los Bajos

Rousillac Community Center Happy Hill Rd. Rousillac

Fyzabad Community Center Guapo Rd. Fyzabad

66

Appendix 14: Communication Chain for Flood Emergency Operations at the Local Level in the MRCRC.

Local/Community Monitors

Met. Services

EWP EWP

Rainfall /

river level

thresholds

observed

Radio &

Telephone

communication

of rainfall/river

levels

RRMC Analysis

and

Warning

EWP

ODPM

MRCRC

MOLG

Alert and/

Mobilization

of services

Fire Services

CERT

Red Cross

Contractors

Warning –

using mike

men,

megaphones

and door

knocking

Household

Household

Household

Household

In danger

at home

Evacuates

Evacuates

Endure Stay at home

CERT

Rescue

Health Services

Mobilization of services

First Aid

Street Captains

Action

Responsible Entity

Street Captains

Community Volunteers & Community Leaders