Country Report Introduction to Hazard Mitigation … Report Introduction to Hazard Mitigation Planning Workshop Grenada January 20-22, 2004 THE CARIBBEAN DISASTER EMERGENCY RESPONSE

Country Report

Introduction to Hazard Mitigation Planning

Workshop Grenada

January 20-22, 2004

THE CARIBBEAN DISASTER EMERGENCY

RESPONSE AGENCY (CDERA)

and

THE CARIBBEAN DEVELOPMENT BANK (CDB)

Introduction to Hazard Mitigation Planning Workshop Grenada Country Report

CDERA & CDB APRIL 2004.

Table of Contents

1.0 Introduction ............................................................................................................................1

2.0 Objectives and Expected Outcomes of the Workshop....................................................2

3.0 Workshop Description ..........................................................................................................2

4.0 Workshop Outcomes.............................................................................................................3

4.1 Opportunities and Constraints Output ..........................................................................3

4.2 Key Stakeholders List........................................................................................................4

4.3 Promoting Linkages with Key Stakeholders ..................................................................5

4.4 Group Activity of Identifying and Prioritizing Mitigation Actions............................9

4.5 Plenary Discussion Highlights .......................................................................................10

4.6 Draft Work Programme..................................................................................................10

5.0 Workshop Critique...............................................................................................................11

6.0 Strengths and Weaknesses of the Workshop ...................................................................12

7.0 The Way Forward.................................................................................................................12

8.0 Summary ................................................................................................................................13

Appendix A – Participants List

Appendix B – Agenda

Appendix C – Work Programme



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1.0 Introduction

The Caribbean Disaster and Emergency Response Agency (CDERA) and the Caribbean Development Bank (CDB) have embarked on a collaborative effort to support the development of national hazard mitigation plans in Grenada, St. Lucia, and Belize. The purpose of the collaboration is to promote vulnerability reduction to natural hazards and disasters in CDERA participating states and CDB borrowing member countries (BMCs) through hazard mitigation policy and planning and their integration into development planning.

As a component of the Caribbean Hazard Mitigation Capacity Building Programme (CHAMP), CDERA in partnership with the Organization of American States (OAS) and with the support from the Canadian International Development Agency (CIDA), is seeking to enhance regional capacity to reduce vulnerability to the effects of natural hazards. This goal will be accomplished through the development of national hazard mitigation policies and implementation programmes, the promotion of the wider use of hazard information in development decisions and the strengthening of safe building practices building training and certification. CHAMP activities will be carried out in the four pilot states of Belize, British Virgin Islands, Grenada, and St. Lucia.

Through its Disaster Mitigation Facility for the Caribbean (DMFC), the CDB, with support from the United States Agency for International Development (USAID) is seeking to strengthen regional capacity for disaster mitigation as means of vulnerability reduction in the CDB BMCs. The DMFC will provide financial assistance to the BMCs in implementing functional disaster mitigation policies and practices while strengthening CDB’s capacity to address disaster management issues and the integration of disaster mitigation into all of its policies, programmes and projects. The development of mitigation policies and plans will be conducted by the CDB in the DMFC’s six primary core countries of Belize, Dominica, Grenada, Jamaica, St. Kitts/Nevis, and St. Lucia.

The CDERA-CDB Collaboration has proposed a 17-month work programme from January 2004 to May 2005 that will lead to the adoption of national hazard mitigation plans for Grenada, St. Lucia and Belize. This hazard mitigation planning process has been preceded by the development of a Model National Hazard Mitigation Policy for the Caribbean, finalized in March of 2003. The adaptation of the model policy to each pilot state is well underway following workshops held from April through June of 2003 and formal adoption by participating states of the national mitigation policies are anticipated in early 2004.

This report is intended to document and assess the Introduction to Hazard Mitigation Planning Workshop held in Grenada, January 20 – 22, 2004, at the Coyaba Beach Resort. Smith Warner International (SWI) was retained by CDERA to conduct workshops on behalf of the Collaboration for the introductory workshops on hazard mitigation planning and a second series of one-day workshops on hazard mapping and vulnerability assessment prioritization. SWI engaged Eleanor Jones, environment and disaster management specialist, and Pieter de Jong, environmental planning consultant, to prepare training materials and deliver the introductory workshops in each of the three pilot states.



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2.0 Objectives and Expected Outcomes of the Workshop

The workshop objectives were:

a. To increase the understanding of participants with respect to hazard mitigation;

b. To familiarize participants with the hazard mitigation planning process;

c. To outline an approach to hazard mitigation planning at the national level;

d. To develop a work programme for the completion of national hazard mitigation plans.

The expected outcomes of the workshop were:

a. Increased understanding among participants of the hazard mitigation planning process;

b. Work programme to develop a National Hazard Mitigation Plan.

3.0 Workshop Description

Guidance from the CDERA-CDB Collaboration on who should attend the mitigation planning workshop emphasized bringing together the broadest range of stakeholders who have a role to play in hazard mitigation and vulnerability reduction. The workshop was attended by a total of 34 persons with excellent representation from a wide cross section of government ministries and agencies including Health and the Environment, Police, Tourism, Finance, Physical Planning, and Works. There was more limited representation from the private sector and NGOs with a broader representation from utilities and infrastructure including solid waste, public water and sewer, electrical, communications and the port authority. Media involvement and coverage of the workshop was superb with attendance throughout the workshop by print and film media representatives and extensive media coverage of the workshop was provided. The Participants List, including agencies and affiliations represented, is provided as Appendix A.

The workshop was conducted over a three-day period and involved a mixture of plenary and working group discussions. The workshop was structured to provide a balance of lecture presentations and small group work activities. Appendix B provides the details of each day’s agenda. The sessions were facilitated to ensure that discussions were structured and focused on developing an improved understanding of critical concepts of hazard identification, vulnerability assessment, and risk reduction. The major themes of the workshop were to present natural hazard risk management as an issue of development and to emphasize the planning process necessary to effectively implement a hazard mitigation plan. The basic method involved lecture presentations on the sequential steps in the hazard mitigation planning process followed by small group brainstorming sessions to create a national mitigation planning framework that was specific to each pilot state.

The National Emergency Relief Organization (NERO) was responsible for coordinating invitees and arrangements for the workshop. The National Disaster Coordinator, Mr. Sylvan McIntyre chaired the opening ceremony and provided excellent logistical leadership and support for the three-day forum. Ms. Lana McPhail, Permanent Secretary in the Ministry of



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Agriculture, gave the feature address. Ms. Elizabeth Riley, Programme Manager, Mitigation and Research, CDERA and Dr. Cassandra Rogers, Consultant Project Manager, DFMC, CDB, explained the respective roles and support their institutions are providing through the CDERA-CDB Collaboration.

The workshop included seven units over a three day period. Unit One involved a very effective ice-breaker and an overview of the workshop format. Discussion on the relationship between the workshop and other aspects of the National Mitigation Plan Programme were highlighted. It was noted that the hazard mitigation planning approach presented fit in well into the Intermediate Results Four (IR4) of the Comprehensive Disaster Management (CDM) framework for the Caribbean.

4.0 Workshop Outcomes

The workshop was designed with a series of small working group and plenary discussions that followed presentations on the key steps in the hazard mitigation planning process.

4.1 Opportunities and Constraints Output

Working groups on Day One focused on identifying opportunities and constraints to developing an effective hazard mitigation plan. Each group was asked to identify either opportunities or constraints.

Opportunities for Hazard Mitigation

Existence of some legislation and policies which address hazard mitigation

• Resources exist: technical, human, and financial

• Networking and linkages with regional and international partners; also inter- and intra-agency, local and international linkages.

• Training opportunities exist

• Consultation and stakeholder participation – this approach is increasingly being used in national level interventions

• Investigation and research – some ministries have incorporated hazard mitigation considerations into projects

• Recent experiences with disasters have revealed opportunities

• Strengthened capacities for land use; also NGO community a key resource; e.g., Red Cross undertaking training in community vulnerability assessments

• More informed public

• Available information – some already exists and the information base is growing

• Link to ongoing and upcoming Climate Change initiatives (MACC)

• River Road Flood Event – opportunity for developing a local case study to advocate for hazard mitigation



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• Reference documents exist which can provide guidance and ideas e.g., FEMA publication on business and industry opportunities to reduce losses

Constraints to Implementing Hazard Mitigation

• Lack of political will

• Political decision making process – the established process is often compromised

• Information/communication including grassroots involvement is often not addressed

• Financial constraints

• Stakeholder involvement. Two concerns: difficult to get stakeholder interested in the process; and, opportunities for stakeholder involvement haven’t been identified

• Specific legislation, regulations and policies not in place

• Lack of comprehensive planning; planning initiatives are disjointed and fragmented

• Lack of coordination between ministries and departments

• Lack of technical expertise; correct and timely advice often not forthcoming

• Limited technology; lack of equipment, software

• The “soft” side of mitigation is often ignored; social aspects require more attention

• Lessons learnt from other communities should be captured and information transferred

• Legislative backing for NERO required

4.2 Key Stakeholders List

As part of a group activity on Day One, a key stakeholders list for consideration as members of the Plan Development Committee was developed. The list included:

• Ministry of Education

• Ministry of National Security

• Physical Planning Department

• Civil Aviation Department

• Ministry of Finance/Economic Planning

• NERO

• Specialists (co-opted)

o Spencer Thomas



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o Valma Jessamy

• Private Sector Representation (Grenada Chamber of Commerce)

• NGO Sector

• Utilities, especially the Water Sector

• Ministry of Public Works

• Land Use Division

• Community Development

• Ministry of Housing and Social Services

• Media

• Ministry of Health and the Environment

• Professional Associations

4.3 Promoting Linkages with Key Stakeholders

On Day Two, four working groups identified important linkages for: (1) Coordination between public and private sectors; (2) Integration with other planning initiatives; (3) Increasing opportunities for education, training and media involvement; (4) Improving implementation at the community level and NGO involvement.

4.3.1 Group One Topic: Public/Private Sector Collaboration

• Several public/private sector initiatives exist; build upon existing linkages

• Institutional Strengthening of NERO/NDO

- Coordinating functions

- Legislation needed to promote hazard mitigation

- Finance

- Human resources

- Equipment and supplies

- Information system/record keeping needs improvement

- Management committee; need to review the composition and structure

- Monthly or quarterly reports to NDO/NERO documenting progress

- NDO to summarize progress and distribute reports within relevant ministries and to the public



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- allocate resources to MCs to ensure effective response following disaster events

• Committees; avoid duplication from numerous standing committees

4.3.2 Group Two Topic: Integrating Hazard Mitigation with Other Planning Initiatives

WHAT CURRENTLY EXISTS:

• PPU Act (2002)

• Medium Term Economic Strategy (2003-05)

• Fisheries Management and Development Plan (2002)

• National Building Code (draft)

• National Physical Development Plan (2003)

• Forestry Policy (2001)

• Country Strategy for Agriculture Sector

• SGD (2001) and Management Strategy

• Solid Waste Management Strategy (2003)

• Disaster Preparedness Plan – Environmental Health Revisions (2003)

• Health Sector Disaster Plan (draft 2003)

• Mass Casualty Emergency Plan (GAA revision in 2003)

• Oil Spill Emergency Response Plan (2001)

• Hazard Mitigation Policy (draft 2003)

• Tourism Master Plan (1999)

• Watershed Management Project (2003)

• Carriacou Environment Mitigation Plan (2000)

• MPAs

• Climate Change and Global Warning Initiative

• Engineering Act (awaiting approval)

• NAWASA Act

• International MEA obligations (climate change, biodiversity, MARPOL, etc.)



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WHAT INITIATIVES ARE CURRENTLY UNDERWAY:

• Public services review of laws and policies

• Review and drafting of emergency management legislation

• Development of National Environmental Mitigation Strategy

• Development of Hazard Mitigation Plan

• Policy on land use planning (MOA)

• Greater St. George Sewerage Project

OPPORTUNITIES FOR INTEGRATION:

• Opportunity for public sector reform

• Constitutional review

• Strengthen local governance

• Institution strengthening (national coordination effort and human resources initiatives)

• Integrated sector planning

• Legislature – clearly identify roles, responsibility and resources

CHALLENGES TO INTEGRATION EFFORTS:

• Conflicting and overlapping roles/responsibilities

• Issue of turf between ministries

• Fragmentation and duplication of efforts between ministries

• Limited financial and human resources

• Lack of political will

4.3.3 Group Three Topic: How to Engage the Public

• Educate the Public through:

- School lectures

- Pamphlets and flyers

- Posters

- Documenting successful mitigation efforts

- Radio/television; interviews and call-in shows



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- Public forums (committee meetings)

• Communication media:

- Public address system, radio, television, telephone and dispatchers

- Frequent simulation exercises

• Public Outreach Coordinator to conduct media workshops

• Media has the responsibility to file reports that are timely and with appropriate content

• Designate clear lines of communication in case of disaster; a two-way communication system between media and government is needed

• Communication control – all releases should come from NEAC

• Proper documentation for archival purposes

• Jingle to attract different groups or classes of people

• Invest resources in encouraging media to be an advocate for change

• Educate media managers

4.3.4 Group Four Topic: How to Promote Community Level Mitigation and Engage NGOs Public Education:

• Targeting structured community group’s forums and panel discussions

• Creative arts (popular theatre; art classes; juried art competitions)

• Advertising

• Legislation and enforcement (building codes; penalties, land use and zoning)

• Training:

o Education

o Empowerment – available resources

o Train trainers – build capacity

• Collaboration:

o NGO partnerships

o Networking

o Lessons learnt

• In summary, an empowered community with NGOs knowledgeable about proper mitigation procedures results in an enhanced lifestyle for all.



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4.4 Group Activity of Identifying and Prioritizing Mitigation Actions

A plenary work session on Day Three involved selecting a relevant disaster event or scenario, identifying issues of concern, brainstorming potential mitigation actions and then prioritizing them for implementation.

Recent flooding along the St. Johns River in St. George’s provided an excellent case study to evaluate vulnerable facilities and populations and identify a range of potential mitigation actions to address the hazard risk. The physical issues identified including flooding, alterations of the river channel, and embankment erosion affecting nearby roads and several key bridges.

Vulnerable Facilities, Infrastructure and Populations:

• National Stadium

• Commercial businesses

• Schools

• Government institutions

• Electrical power generating station

• Transport routes, arterial road

• Water mains

• Residential neighborhoods

• Surface gravel pit

Mitigation Measures Evaluated:

• Relocate approximately 200 residences

• Install levees, gabions or the construction of an upstream dam

• Structural flood control measures to divert flood flows

• Hydrological assessment

• Comprehensive watershed management approach

• Regulate and enforce proper construction standards

• Develop land use and zoning regulations within the floodplain

• Better management of river channel (removing debris and obstructions)

• Dredging of channel at the mouth of the St. John’s River



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4.5 Plenary Discussion Highlights

Some highlights of the plenary discussions included:

• Flooding and landslides were major concerns.

• Tourism, agriculture, commerce, and public utilities were the sectors most impacted

• Mass casualty planning needs to be improved – safety concerns with the Stadium and evacuation planning/modalities

• Watershed management – particularly for two watersheds where multiple land use issues have arisen and multiple jurisdictions occur within the basins.

• More attention required for slope protection – almost yearly, landslides cause major dislocation including broken water mains and damage to roads or road closures.

• Grassroots education campaign is badly needed – most citizens are unaware of their vulnerability and how to minimize risk.

• Marina development in bays – being sold as hurricane protection, but creating problems for sensitive environmental resources and public health.

• More dissemination of information on how the national disaster management organization functions if “buy-in” is to be achieved.

• Perception of the citizens and communities is essential to effective mitigation planning, and change in disaster management behavior. Emphasis has been on technical aspects of mitigation and not enough attention to the “people” aspect.

4.6 Draft Work Programme

A preliminary 15-month work programme prepared by the CDERA/CDB Collaboration provided the starting point for a plenary work session on the afternoon of Day Three. The objective of this session was to reach consensus with the workshop participants on a realistic set of tasks and milestones necessary to reach an adopted national hazard mitigation plan by May of 2005. The Draft Work Programme provided as Appendix C reflects the outcome of this plenary work session.



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5.0 Workshop Critique

As the first in a series of three workshops, the Grenada workshop had several “start-up” problems related to time management, content, and in achieving a better balance between presentations and plenary/small group discussions. In a de-briefing held after the initial workshop, the CDERA/CDB Collaboration and the consultants noted the following problems:

• The parties agreed that there needed to be some tightening up on the aspect of time management during workshop delivery. Time management issues arose during breaks and also during some of the plenary discussion sessions.

• The agenda needed to be revised to reflect the actual time taken to complete specific agenda items and, in general, additional time needed to be allocated to country presentations, plenary discussion periods and for small group activities.

• Better balance was needed between lecture presentations and working group sessions.

• Enhancement of the participant’s manual and PowerPoint presentation slides.

Following the Grenada workshop, the consultant team addressed these shortcomings by: tightening up of the lecture presentations and increasing the time allotted for country presentations and small group activities; deleting some duplicated slides from the participant manual and PowerPoint presentations; bringing more text content from the instructors manual into the accompanying PowerPoint slides; and, refining the timeframes for presentations and discussions in the workshop agenda.

Even with these shortcomings, all parties agreed that the workshop generally achieved the workshop objectives, as reflected by the initial review of the workshop evaluation forms. The workshop evaluation by the participants were generally very positive regarding the content, level of detail, and technical content, and proficiency of the workshop facilitators.



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6.0 Strengths and Weaknesses of the Workshop

Under Section 2.41 (iii) of the Terms of Reference (TOR), the project consultant is required to capture the strengths and weaknesses of the workshop execution in the Country Reports.

In Grenada, the strengths of the Introductory Workshop were:

• The 26 participants in the workshop reflected a broad range of public, private, and non-profit sectors, and active participation by the participants in the working groups and plenary discussions;

• Strong media involvement and coverage of the introductory workshop;

• Recent flooding along the St. Johns River in St. George’s (River Road) provides an excellent example and argument for encouraging hazard mitigation;

• Existing committees, professional associations, and community groups are active in Grenada and can be tapped to support and contribute to hazard mitigation initiatives.

• There are opportunities for integrating hazard mitigation into a range of existing codes, strategies, plans and policies;

In Grenada, the weaknesses of the Introductory Workshop were:

• There was not adequate involvement in the workshop from finance and physical planning ministries;

• It was noted by several participants in the workshop that Grenada’s location towards the southern end of the Lesser Antilles and disaster chronology may make it difficult to engage the public on hazard risk reduction;

• There was only limited private sector involvement in the workshop;

• As the first of three introductory workshops, problems with time management forced the facilitators to rush through several of the lecture sessions.

7.0 The Way Forward

Under Section 2.4.1 of the Terms of Reference (TOR), the project consultant is required to provide recommendations on the way forward to mitigation plan completion. For Grenada, the consultants’ recommendations on the way forward include:

• The draft Work Programme for the Grenada National Hazard Mitigation Plan charts the way forward for the plan development process;

• Although the introductory workshop identified a range of hazards, vulnerabilities, and concerns. The way forward includes a second workshop to address hazard mapping gaps and issues, in addition to prioritizing the vulnerability assessment;



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• Additional efforts will be needed to engage a broader range of stakeholders in the hazard mitigation planning process from the private sector. Considering the lack of recent disaster damages, an innovative approach to public outreach will be needed;

• The River Road flooding case study can be a powerful tool in advocating hazard mitigation initiatives in Grenada;

• A strong advocacy role by the media has the potential not only to increase the level of public and private sector involvement in the plan development but also to increase opportunities for implementing the key findings of the National Hazard Mitigation Plan.

8.0 Summary

In Summary, it can be said that the primary objectives of the workshop were met, in that:

1. The level of understanding of the participants was raised with respect to the major concepts underpinning hazard mitigation and hazard risk reduction;

2. By the third day of the workshop, it became evident that the participants understood that the plan development was fundamentally a hazard mitigation planning process that engages stakeholders, integrates the findings of the risk assessment and capability assessment into the mitigation plan, and requires an effective implementation strategy;

3. The series of plenary and small working group sessions helped to outline a country-specific approach to hazard mitigation planning at the national level;

4. The outcome of the last plenary session was a Draft Work Programme for the completion of national hazard mitigation plan.

All of the expected output and outcomes of the workshop were met and are provided in Section 4.0 and Appendix C. The level of participation of the workshop participants in the plenary discussions and small group activities was excellent. The excellent participation and coverage of the Grenada workshop by the media should be noted. It is hoped that this level of involvement by the media can be sustained throughout the hazard mitigation planning process.

Appendix A – Participants List

PARTICIPANTS LIST INTRODUCTION TO HAZARD MITIGATION PLANNING WORKSHOP

Grenada January 20 – 22, 2004

NAME ORGANISATION JOB TITLE ADDRESS

CONTACT INFO

ASP Sylvan McIntyre

National Emergency Relief Organisation

Ag National Disaster Coordinator

Mt Weldale Upper Lucas Street St George’s

T: 1- 473- 440- 0838 F: 1- 473- 440- 6674 Email: [email protected]

Glenna E Knights Ministry of Health & The Environment

Senior Administrative Officer Ministerial Complex Botanical Gardens, St. George’s

T: 1- 473- 440- 3485 Email: [email protected]

John St Louis Ministry of Works, Communication, energy and Public Utilities

Head, Project Implementation and Management Unit

Ministerial Complex, Botanical Gardens, St. George’s

T: 1- 473- 440 – 0123 F: 1- 473- 440 – 4122 Email: [email protected]

John J Charles Royal Grenada Police Force Senior Staff Officer (RGPF) Port Facility Security Officer

Fort George St. George’s

T: 1-473-440-3999/2823 F: 1-473-440-4139 E-mail: [email protected]

Wilfred Buckmire Royal Grenada Police Force E.M.T Fire Fighter Fort George St George’s Grenada


Samantha Dickson Grenada Red Cross Society Health & Safety Director

P.O. Box 551 Upper Lucas Street St George’s Grenada

T: 1- 473- 440- 1483 F: 1- 473- 440- 1829 Email: [email protected] (work) [email protected] (home)

Earl Charles Ministry of Tourism & Civil Aviation

Civil Aviation Officer Ministerial Complex Botanical Gardens St George’s


Christopher Husbands National Water & Sewerage Authority

Planning Design & Construction Manager

Carenage, St. Georges T: 1-473-440-2155 Email: [email protected]




CONTACT INFO

Linda Straker Grenada Wireless Communications

Senior News Reporter Gouyave St. John’s

T: 1-473- 437- 0203/444-3474 F: 1- 473- 437-0521 Email: [email protected]

Shere-Ann Noel National Public Relations Inc.

Manager NPR Mt. Helicon Great House, Upper Lucas Street, St. Georges, Grenada

T: 1-473-440-1551/435-0062 F: 1-473-440-8584 E-mail: [email protected]

Calistra Farrier Grenadian Voice Journalist Melville Street, St. Georges

T: 1-473-440-1498 F: 1-473-440-4117 E-mail: [email protected]

Chris Joseph Ministry of Health & The Environment

Environmental Protection Officer

Ministerial Complex Botanical Gardens Tanteen, St. Georges

T: 1-473-440-3485 F: 1-473-440-4127 Email: [email protected] [email protected]

Francis A. Balwant Ministry of Health, Social Security & Environment

Senior Environmental Health Officer

Ministerial Complex Botanical Gardens, Tanteen, St. Georges

T: 473-440-3485 F: 1-473-440-4127 Email: [email protected]

Ann-Denise Ashton National Emergency Relief Organisation

Technical Officer Mt. Wheldale Upper Lucas Street St. George’s

T: 1- 473- 440- 0838/8390 F: 1- 473- 440- 6674 Email: [email protected]

Dexter Telesford Ministry of Finance Project Officer The Carenage St. George’s

T: 1-473-440-2214 F: 1-473-440-0775 Email: [email protected]

Spencer Thomas Sustainable Development Council

Chairman Ministry of Finance The Carenage St. George’s


Karl D Coomansingh Cable & Wireless Manager Facilities P.O. Box 119 St. George’s





CONTACT INFO

Crofton V. Hannibal Ministry of Works Engineer (Building) P. O. Box 873 St. George’s Grenada

T: 1- 473- 444-4770 F: 1- 473- 435-1979 Email: [email protected]

Anton Antoine Grenada Solid Waste Management Authority

Operations Manager P.O Box 1194 St. George’s Grenada


Valarie Philip National Emergency Relief Organisation

Trainee Mt Weldale Upper Lucas Street St George’s


Nicole Johnson National Emergency Relief Organisation

Trainee Mt Weldale Upper Lucas Street St George’s


Cheryl Thomas Grenada Broadcasting Network (GBN)

Accountant Observatory Road St. George’s

T: 1-473-444-5522 ext. 236 F: 444-5054 Email: [email protected]

Ray Roberts Government Information Service (GIS)

Senior Information Officer Ministerial Complex Botanical Gardens St. George’s

T: 1-473-440-2061 F: 1-473-440-2494

Reginald Cummings Grenada Ports Authority Operations Supervisor (Port) P.O. Box 494 St. George’s


Ian Evans Grenada Ports Authority Port Manager P.O. Box 494 St. George’s


Keith S. Simon Physical Planning Unit, Ministry of Finance

Physical Planning Technologist The Carenage St. George

T: 1-473-440-2471 F: 1-473-440-4115




CONTACT INFO

Email: [email protected]

Auska B. De Couteau GRENLEC Operations Supervisor Halifax Street St. George’s


Allan Edwards Ministry of Health Ag Chief Environmental Health Officer

Ministerial Complex Botanical Gardens Tanteen St. George’s


Valma Jessamy JECO Caribbean Executive Director P.O. Box 862 St. George’s


Nigel John Disaster Recovery & Emergency Management Project

Procurement Officer

3rd Floor Ministerial Complex Botanical Gardens Tanteen St. George’s


Elizabeth Riley Caribbean Disaster Emergency Response Agency

Programme Manager Mitigation Research

Building #1, Manor Lodge Complex, Lodge Hill, St. Michael, St Michael Barbados

T: 1-246- 425- 0386 F: 1-246- 425- 8854 Email: [email protected]

Cassandra Rogers Caribbean Development Bank

Consultant Project Manager, Disaster Mitigation Facility for the Caribbean

Wildey St Michael Barbados

T: 246- 431-1740 /1600 F: 246- 431- 1601/426-7269 Email: [email protected]

Eleanor Jones Environmental Solutions Ltd.

Managing Director & Consulting Principal (Workshop Facilitator)

20 West Kings House Rd Kingston 10 Jamaica





CONTACT INFO

Pieter de Jong Environmental Consultant Workshop Facilitator 20700 Westerly Road Maryland USA

T: 1-301-407-0771 F: 1- 301-407-0771 Email: [email protected]

Appendix B – Agenda

Day One

Time Activity Presenter

0815-0830 Registration National Government

0830-0900 Opening Ceremony CDERA; CDB; National Government

0900-0945 Unit One – Introduction Overview of the Hazard Mitigation Planning Process

• Staff and Participant introductions

• Participant expectations

• Relationship of this workshop to national Hazard Mitigation Policy and the Hazard Mitigation Planning Process including the Hazard Mapping and Vulnerability Assessment Prioritization Workshop.

• Workshop objectives

• Workshop overview

• Workshop materials

E. Jones

0945-1000 Coffee Break

1000-1130

Unit Two - Planning for a Sustainable Future Hazards specific to each nation, basic hazard mitigation terminology, the relationships between sustainable development and hazard mitigation planning

• Explain the trends that have resulted in the dramatic increases in the cost of disaster response, recovery, and rebuilding.

• Present background information on regional Caribbean natural hazards, emphasizing country-specific hazards.

• Define hazard mitigation as it applies to natural and human-caused events and discuss how hazard mitigation fits into disaster management cycle.

P. de Jong

Day One (Continued )


Unit 2 Continued

• Introduce and describe the relationship between the concepts of sustainable development, sustainable redevelopment, hazard mitigation, and disaster-resistant communities.

• Introduce, describe the purpose and explain what is done for each of the four major phases for undertaking a hazard mitigation plan: (1) Organize Resources; (2) Assess Risks; (3) Develop the Mitigation Plan; (4) Implement and Monitor Progress.

• Emphasize current status of national mitigation policy development for host country. Use flow chart to describe national hazard mitigation plan development process.

P. de Jong

1130-1200 Country Personnel Presentation: Discussion on natural and technological hazards emphasizing hazard profiles, recent disaster chronology, and impacts to various country sectors. 15 min presentation and 15 min discussion.

Country Personnel

1200-1300 Lunch Break

1300-1400 Unit Three - Organize Resources Initiating a successful hazard mitigation planning process

• Present approaches for building national support for hazard mitigation

• Identify any stakeholders who should be involved with the national Hazard Mitigation process who are not participating in the workshop – but should be.

• Engaging the public and stakeholders in the hazard mitigation planning process.

E. Jones

Day One (Continued)


1400-1430

Group Activity - Opportunities and constraints to developing an effective hazard mitigation plan. Split into 2 groups for 15 min discussion (one for opportunities; one for constraints); then 15 min for plenary presentation and discussion.

1430 -1445 Coffee Break

1445-1500 Country Personnel Presentation: brief discussion on current status of hazard mitigation planning efforts in the country.

Country Personnel

1500-1520 Unit Three Continued - Organize Resources

Determining the national mechanism for hazard mitigation plan development.

E. Jones

1520-1620 Group Activity - Brainstorming session to reach agreement between participants on mechanisms for Hazard Mitigation plan development.

Four Breakout Sessions to address following topics: (1) Coordination among State Agencies; (2) Integration with other planning efforts; (3) Public involvement with hazard mitigation planning process; (4) National efforts to support community level hazard mitigation planning.

30 min breakout session; 5 min presentation by breakout group letter; and 10 min integration discussion by consultant team.

1620-1640 Summary of Day One Activities E. Jones

Day Two


0845-0900 Review of Day One discussions E. Jones

0900-1000 Unit Four - Assessing Risks Provide definitions for hazard, vulnerability, and risk. Introduce and discuss the four phases for assessing risks: identify hazards; profile hazard events; inventory assets; and estimate losses.

P. de Jong

1000-1030

Discussion Session

Present findings of Country Hazard Report for pilot state. Plenary discussion on hazard mapping, developing a disaster event chronology including quantitative or qualitative information on the area affected, loss of life, and extent of damages.

P. de Jong/ E. Jones

1030-1045 Break

1045-1100 Group Activity - Hazard List for Workshop Two Consensus building approach to confirm a preliminary list of hazards and critical facility types


1100-1200 Unit Four Continued - Assessing Risks Conducting a vulnerability assessment - a case study

P. de Jong


1300-1400 Unit Five - Developing the Mitigation Plan Conducting an institutional capability assessment;

Recommendations for utilizing risk assessment information in mitigation planning

P. de Jong

Day Two (Continued)


1400-1430

Group Activity - Institutional Capability Assessment

Identification and analysis of national and local mitigation capabilities

E. Jones

1430-1445

Break

1445-1545

Unit Five Continued- Developing the Mitigation Plan

Developing mitigation plan, goals and objectives;

Range and classification of mitigation actions;

Identifying and prioritizing mitigation actions.

P. de Jong

1545-1600

Status of the National Hazard Mitigation Policy

Discussion on the status of Policy Adoption Process for each pilot state.

Local Hazard Mitigation Policy Coordinator (LHMPC)

1600-1630 Plenary Discussion Session – From National Mitigation Policy to Plan Development

A facilitated discussion to review and reach consensus on applying the policy goals and objectives to the National Hazard Mitigation Plan.

E. Jones/ P. de Jong

1630-1640

Summary of Day Two Activities E. Jones

Day Three


0845-0900 Review of Day Two discussions E. Jones

0900-0945 Case Study Presentation - Integrating Hazard Mitigation with Land Use Planning in Puerto Rico

P. de Jong

0945-1000 Discussion Session

1000-1015 Coffee Break

1015-1130 Unit Five Continued - Developing the Mitigation Plan

Using cost benefit and other criteria to evaluate mitigation actions; Integrating hazard mitigation into development planning; Documenting the mitigation planning process.


1130-1200 Group Activity - Prioritizing Mitigation Actions P. de Jong/ E. Jones


1300-1415 Unit Six – Implementing the Plan The need to incorporate an implementation strategy into the planning process and plan documentation.

• Preparing an implementation strategy. Consider “champion” for Comprehensive Disaster Management (CDM).

• Role of hazard mitigation planning efforts within the context of the emerging national hazard mitigation policy and national CDM framework.

• Adopt the plan to establish the authority of the plan to guide hazard mitigation initiatives.

• Evaluating plan results to determine whether the planned course of action has had the desired effect.

• Revise the plan to incorporate new knowledge, refined hazard mapping and risk assessment or experience gained following disaster events.

E. Jones

1415-1430 Discussion Session

Day Three (Continued)


1430-1445 Break

1445-1640 Unit Seven - Work Programme Preparation of a 15 month work programme to guide the development of a national level hazard mitigation plan

P. de Jong

1640-1700 Unit Eight - Concluding Remarks Final question and answers; concluding remarks; Workshop evaluation

All

Appendix C – Work Programme

DEVELOPMENT OF THE GRENADA NATIONAL HAZARD MITIGATION PLAN

DRAFT IMPLEMENTATION SCHEDULE (to be reviewed and finalized by Plan Development Committee)

Activity Description National Actions Required

Output Proposed Implementation

Lead

Support Agency

Administrative Responsibility

(Implementation)

1 Workshop: Introduction to Hazard Mitigation Planning

3 day national sensitization workshop, highlighting country natural hazards, vulnerability and fundamentals of hazard mitigation planning. National responsibility

Logistical arrangements; identification of national technical

personnel to present etc.

Cadre of national personnel trained in HMP; Work Programme to

develop the GRN HM Plan

Jan 20 - 22, 2004

NERO

CDERA

2

CONVENE PLAN DEVELOPMENT COMMITTEE (may include members of the Policy Development Committee)

2a Sharing of recommended TOR for the Plan Development Committee

Draft TOR to be finalized by CDERA

Dissemination of draft TOR for comments

Adopted Plan Development

Committee TOR

February 27, 2004

CDERA CDERA

2b Finalization of Plan Development Committee TOR

Draft TOR to be reviewed and amended to reflect GRN situation

Review and enhancement of

TOR text

Finalized TOR for Plan Development

Committee

March 31, 2004 NERO CDERA



Lead

Support Agency


(Implementation)

3

RECRUITMENT OF COUNTRY HAZARD MITIGATION PLAN DEVELOPMENT COORDINATOR

3a Development of draft TOR for Country HM Plan Development Coordinator

TOR developed for Country HM Plan Development Coordinator

Feedback on draft TOR

Finalized TOR for GRN Consultant

March 2004 NERO

3b Recruitment of Country HM Plan Development Coordinator

Local Consultant to be hired to support the plan Development process

Facilitate identification of the Local Consultant

Local Consultant identified and contracted

May 2004 NERO CDERA

4

LEGISLATIVE REVIEW AND INSTITUTIONAL CAPABILITY ASSESSMENT (Review of institutional and legislative capability for hazard mitigation)

4a Contracting of Consultant

Consultants for Leg Review and institutional capability assessment selected

None Consultant identified

December to February 15, 2004

CDERA

CDB

CDERA

4b Development of draft Legislative Review and Institutional Capability Assessment report

Review of existing national legislation and documentation

Collation of relevant documentation and forwarding of any digital documents

Collation of relevant data for

GRN;

Feb 15 – Feb 28, 2004

NERO All other agencies

who lead on related

legislation

CDERA



Lead

Support Agency


(Implementation)

In country consultations by Consultant Team including meeting with appropriate national agencies and organizations

Facilitation of and participation in Meetings with Consultants;

Consultancy informed by appropriate meetings with relevant national

personnel

March 2004 (schedule to be determined)

NERO All other agencies

who lead on related

legislation

CDERA

4c Review of draft legislative review and institutional capability assessment report for GRN

Draft report to be reviewed and commented to ensure report content accurately reflects GRN reality

Dissemination of draft report to relevant parties

through in-country consultation; in-

country review and commenting

National verification and enhancement of legislative review and institutional

capability assessment report

May – June 2004 (detailed schedule to be determined)

AG’s Office; NERO

All other agencies

who lead on related

legislation

CDERA

5

HAZARD MAPPING I

5a Survey of Hazard Maps Vulnerability Assessments (HMVA) and Digital Maps for Grenada

Inventory of existing HM, VA and Digital Maps for all CDERA Participating States including GRN

Meetings with Consultant team; review of draft report to verify

accuracy

GRN National Report on HMVA and Digital Map Information

August – October 2003

CDERA

5b National Workshop: Prioritization of Hazards and Critical Facilities

1 day workshop to identify priority hazards and critical facilities for GRN; Outputs will inform Hazard Mapping and

Logistical arrangements; identification of national technical

personnel;

Priority hazards identified for GRN; Priority Critical facilities

identified;

Formation of a

March 9, 2004 NERO CDB/CDERA



Lead

Support Agency


(Implementation)

Vulnerability Assessment Components

HMVA technical sub-committee

DIGITAL DATA BASE MAP DEVELOPMENT (Development of digital base maps to inform HMVA)

Preparatory Meeting of on HMVA technical sub-committee

Logistical Arrangements;

collation of national information

National needs in digital basemap development identified

By Feb 27, 2004 NERO to convene

Physical Planning to

Chair

i. Needs Assessment

Review of existing digital data and identification of gaps (includes an inception mission to Grenada by the Consultant Team; CDERA; CDB)

Technical sub-committee to meet with Consultant Team and provide guidance to this

process

Nat’l agreement on digital map coverages and required updates

for GRN

March 10 – 12, 2004

Physical Planning

CDERA

ii. Data collection In-country collection of digital data

HMVA sub Committee to meet with Consultant

Existing digital data collected

March 2004 (dates to be determined)

Physical Planning

NERO

5c

iii. Training Training in digital base map development for GRN nationals

Identification of trainees

Personnel trained in digital database development

April/May 2004 (dates to be determined)

Physical Planning

NERO



Lead

Support Agency


(Implementation)

iv. Data verification In country consultation to verify digital database

Meeting with Consultant to review and

comment on digital database

Database verified April/May 2004

(dates to be determined)

Physical Planning

NERO

CDERA

6

HAZARD MAPPING II (Mapping of priority hazards identified)

6a Engagement of Hazard Mapping Consultants

Evaluation and recruitment of HM Consultants

None HM Consultants recruited

May – June 2004 CDB/CDERA CDB/CDERA

6b Hazard mapping Development of draft hazard maps for priority hazards

National HMVA Sub-committee to

meet with Consultant

Draft hazard maps July – Nov. 2004 Physical Planning

HMVA Sub-

committee

CDB/CDERA

6c Ground truthing (review, verification & amendment of draft hazard maps)

Presentation of draft hazard maps to HMVA Sub committee and communities for comment

Organization of HMVA sub-

Committee Meeting; Technical review

and commenting on draft hazard

mapping products

Nat’l input and verification of maps of priority

hazards

December 2004 Physical Planning

HMVA Sub-

committee

7

VULNERABILITY ASSESSMENT (Vulnerability Assessments of Critical Facility Inventory)



Lead

Support Agency


(Implementation)

7a Enhancement of critical facilities inventory

Enhancement of critical facilities inventory utilizing digital database

To be conducted by HMVA Sub committee

Critical facilities inventory

August 2004 – November 2004

Physical Planning

7b Engagement of consultant

Evaluation and recruitment of VA Consultant

None VA Consultant recruited

October 2004 CDB/CDERA CDB/CDERA

7c Vulnerability assessment Conduct of vulnerability assessments for specified critical facilities

HMVA sub-committee/Planning facilitate conduct of

consultancy

Vulnerability assessments for critical facilities

December 2004 – February 2005

Physical Planning

HMVA Sub-

committee

7d Training Training in vulnerability assessment for GRN nationals

Identification of trainees

Personnel trained in vulnerability assessment

February 2005 Physical Planning

HMVA Sub-

committee

7e Review of draft Vulnerability Assessment report

In country review of draft report vulnerability assessment studies

HMVA Sub-committee meets with Consultant to

review and comment on draft

report

Revised vulnerability

assessment report

March 2004 Physical Planning

HMVA Sub-

committee



Lead

Support Agency


(Implementation)

8

STANDARD PRODUCTS FOR HAZARD MITIGATION POLICY AND PLAN DEVELOPMENT

8a Production of Standard Products for Hazard Mitigation Policy and Plan Development

Generic products for use in CDERA/PS and CDB BMCs on HM Policy and Plan Development

Feedback on model documents and implementation methods utilized

Generic products for use in

CDERA/PS and CDB BMCs on HM Policy and

Plan Development

December 2002 – Jun. 2005

CDB CDB

9

NATIONAL WORKSHOP

9a Workshop: Review of Capability Assessment, Plan goals and objectives

One day workshop to review capability assessment, conduct mitigation opportunity analysis, enhance plan goals, objectives and strategies

Workshop for HM Plan Development

Committee

Recommendations for development of HM plan goals,

objectives, strategies and

actions based on results of capability

assessment and HMVA studies

January 2005 Plan Development Committee Chair

NERO CDERA

10

NATIONAL CONSULTATION ON DRAFT NATIONAL HAZARD MITIGATION PLAN

10a National Consultation Convening of national meetings to review draft national hazard

Conceptualize and execute national

consultation/review

Input of a broad range of interest groups into the

February – March 2005

Plan Development Committee

NERO



Lead

Support Agency


(Implementation)

mitigation plan document

process on the draft national hazard mitigation plan

plan finalization;

Heightened public awareness of national hazard mitigation plan components

Chair

REGIONAL WORKSHOPS

11 Workshop: Role of Disaster Management, Economic Planning and Physical in HM Planning

2-day regional workshop

Identification of National

Representatives

GRN national trained on role of

Disaster Management, Economic Planning and Physical in HM

Planning

May – Jun. 2004 CDB CDB

12 Workshop: Use of Vulnerability information in development planning

2-day regional workshop for project officers and development planners in CDB BMCs/CDERA participating

Identification of National

Representatives

GRN nationals trained in the Use of Vulnerability information in development planning

April 2005 CDB CDB

Country Report Introduction to Hazard Mitigation … Report Introduction to Hazard Mitigation Planning Workshop Grenada January 20-22, 2004 THE CARIBBEAN DISASTER EMERGENCY RESPONSE

Documents