TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: April 8, 2024 Report No. CSS-24-001
TO: Council
FROM: Kulpreet Munde, Emergency Program Manager
SUBJECT: Community Emergency Preparedness Fund: Emergency Support Services Equipment and Training Stream Grant Application
RECOMMENDATION:
Recommendation
That Council endorse the submission of a grant application for $17,300 to the Community Emergency Preparedness Fund - Emergency Support Services (ESS) Equipment and Training Stream, and authorize the Mayor and Corporate Officer to execute any agreements related to a successful grant application, as outlined in Staff Report No. CSS-24-001.
Body
EXECUTIVE SUMMARY:
The grant application will support four regional training workshops for Emergency Support Services in support of large event planning and benefit the community with increased capacity and support.
BACKGROUND:
The Community Emergency Preparedness Fund (CEPF) is a suite of funding programs intended to enhance the resiliency of local governments and their residents in responding to emergencies. Funding is provided by the Province of BC and is administered by the Union of BC Municipalities (UBCM). The funding stream being applied for is “Emergency Support Services - Equipment and Training.”
For continued capacity building for the Emergency Program, relating to volunteer teams and the introduction of the Evacuees Registration and Assistant (ERA) tool, a grant application has been submitted for the cost of developing training material in a regional context and to cover the costs of hosting four ESS workshops within the Greater Victoria region.
With learning from recent summer emergencies in the Provinces central region it has been acknowledged in this region that planning for large events that require mutual aid and use of integrated response capacities has become vital to build capacity and strengthen mutual aid. As Esquimalt’s Emergency Program Manager chairs the ESS Directors committee for the CRD region, leading the region to work together towards large event planning is the reason this grant application is being submitted by Esquimalt.
ANALYSIS:
Since the introduction of the ERA tool, teams within the region have been working towards onboarding the tool, learning its use and ultimately shifting from primary use of the paper forms to this online tool. Esquimalt has in recent years purchased twenty-two tablets, 3 printers and a portable wi-fi router to support this shift in service delivery. ESS teams around the region are in similar situations.
Coupling this with ever-increasing large-scale responses driven by climate change has meant that volunteers from this region are supporting Provincial responses remotely as ERA grants this capability. This has highlighted the need for our own regional planning for large-scale events that would involve both ERA and mutual aid support.
These workshops will bring regional ESS teams together for training and support provided by Provincial staff and local ESS experts. Esquimalt’s Emergency Program will host one of the workshops, the other three will be hosted by other communities.
Currently the only avenues for ESS training are Provincial sponsored Justice Institute BC courses. These provide a good foundation but are limited in their attendance capacity and do not provide regional context, nor help strengthen mutual aid support. The region would continue to utilise those courses as they provide foundational learning. If the workshops do not go ahead these courses are the only avenue the region has for joint learning opportunities but would be short of developing regional capacity.
Alternatively, the region does not host these workshops and relays on JIBC courses which are normally three to four regionally a year and only provide two to three seats for volunteers from other communities with seat priority going to the host community. This will increase the time required for volunteers to gain training and for programs to build capacity.
Please note that the budget was revised on request by UBCM staff to give consideration for venues that could be provided in-kind, as such the application amount and the budget amount in the revised document do not match but email confirmation from UBCM Staff both acknowledge and approve this change.
OPTIONS:
1. That Council direct staff to submit a grant application for $17,300 to the Community Emergency Preparedness Fund - Emergency Support Services Equipment and Training Stream, and authorize the Mayor and Corporate Officer to execute any agreement related to a successful grant application, as outlined in Staff Report No. CSS-24-001.
2. That Council does not provide a resolution in support of the Community Emergency Preparedness Fund application.
COUNCIL PRIORITY:
These workshops would support the Council priorities of strong relationship and partnerships as it would involve all communities within the Capital Region and encourage Nation community partnerships.
FINANCIAL IMPACT:
Costs would include discounted or free use of an Esquimalt room/facility to host one of the workshops as well as the in-kind time by the Emergency Program Manager to organize and attend each workshop.
COMMUNICATIONS/ENGAGEMENT:
The Emergency Program Manager will promote the workshops within the two existing venues of the Local Government Emergency Preparedness Advisory Commission (LGEPAC) and the Emergency Support Services Directors Committee which Esquimalt is current chair.
TIMELINES & NEXT STEPS:
Approval has been granted in principle based on Council’s resolution of support. If granted, then next steps would be to begin planning for the first workshop to be held early summer.
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Community Emergency Preparedness Fund Grant Application
2. Revised budget to support Grant Application