Disaster Relief Practice, Disaster Management Interventions-Knysna Municipality

14 September 2017

Presentation Outline:• Incident overview

• Sharing experiences

• Disaster Recovery Strategy

• Social Cluster‐ “Where it all started”

• Demand and Supply Methodology

• Resources Tracker

• Value chain

• Social Relief Programmes

• Gaps and Challenges

• Comments and Questions?

Incident Overview

1. Fires started in the early hours on the 7th of June 2017 in the forestry plantations atKruisfontein. While fighting the above fire, the Fire Department despatched theSedgefield Fire Department to attend to a vegetation fire near Karatara, and afterthat a third fire was reported as burning in the Barrington/ Elandskraal area.

2. Due to the weather conditions and the drought the extent of the fire spreadexponentially across the whole KMwithin hours of the start of the incident.

3. The fire spread to a total of 35 areas across the Greater Knysna from Sedgefield allthe way to Brakenhill and across the municipal boundary towards Plettenberg Bay.

4. Part of our Disaster Management Plan is the composition of a JOC (Joint OperationCentre) and to have regular operational meetings, where the committee assist withadditional functions, under the guidance of the Disaster Coordination Team.

5. Evacuation was done in numerous areas across the Greater Knysna area during thefirst four (4) days of the fire. Focus was on saving life’s, evacuating members ofthe public in excess of 10 000 out of the path of the fire.

Sharing experience

1. During the first two (2) Weeks immediately after the fire, we experienced anunpresented willingness to assist the Knysna Community with emergency aid,driven by humanitarian spirit. Our citizens, neighbours, throughout theProvince and many other South Africans have poured their love and supportinto Knysna by sending water, food, clothes and other donations. Thisbecomes a challenges in itself.

2. Numerous Organizations, assisted in both raising and distributing aid that wasdivided into food parcels, clothing, toiletries, necessities for infants andblankets. Ward Cllr can play a vital role.

3. Given the scale of the response and the efforts of the numerous people andorganizations, it was impossible in the aftermath of the disaster to coordinatethe numerous efforts of receiving and distributing relief.

4. Part of the JOC Disaster Recovery Strategy was to establish six (6) workingclusters to deal with the matters at hand .

1. Infrastructure Cluster 

2. Economic & Tourism Cluster

3. Social Cluster

4. Communication & PR Cluster

5. Security Cluster

6. Finance & Economic Cluster

Disaster Recovery Strategy

Social Cluster

Where it all started

Challenge: Municipalities do not have the capacity to deal with it. We have our own store facilities, only dealing with maintenance materials, but could not deal with this magnitude of aid.

GRRI Workstreams Chairpersons Programme Managers Work Groups (& Chairpersons)

Knysna LM point of entry

Bitou LM point of entry

1 HumanitarianAssistance 

Marie Hendricks Secundi: Mzukisi Skosana 

Kenneth Mazaleni

Work group 1.1 Psycho‐Social Support Services(Una Petersen/Adriana Petersen)

Lizel Smith Mark Fourie 

Work group 1.2: Social Relief of Distress and donations management(Caersar Sauls)

Work group 1.3: Communication and Databases Management (Willbet Josephs)

Work group 1.4: Volunteers management and Experts co‐ordination(Cleone Vansten)

Social Cluster: Currently

Sharing experience, Cont.

• Between 6 June and 11 June 2017 as part of disaster management a reliefmanagement team/Human Aid management structure was constituted bymembers of the Knysna JOC/ Multi –Disciplinary Incident Management Team.

• By 11 June 2017 the RMT working group consisting of public officials (from all 3spheres of government) and skilled private sector volunteers worked non‐stop onputting systems in place to manage the demand, supply, distribution andcoordination of this in relation to human aid. The RMT and working group had aclear focus and attempted to bring a near uncontrollable process of aid influx tosome order.

• It was recommended to the decision makers in the social development cluster tohand over the entire relief management process to (an) expert aid organisationswho may have enough capacity to implement and manage the system andprocesses further to reduce wastage, public disorder and reduce environmentaland health risks related to the humanitarian crisis in Knysna and adjacent affectedareas (Plettenberg Bay and beyond). The professional advice of the RMT is toappoint an expert aid organisation or network of organisations to lead a centralrelief office with all the necessary resources combined with operational teamsthroughout the value chain.

• Work done by the RMT working group will be handed over to the organisationswho will be given the mandate to lead the process.

Sourcing 

Distribution Routing

Sorting & Inventory Mx

Picking & Packing

Distribution to Public

Storage

Centralising information & agreed inventory list will support planning & targeted  sourcing.   

DO Points to manage the distribution routing & storage sites. DO Points

Goods are coming in either as bulk packs, or as smaller packs or mixed packs. These need to be sorted (picked & packed) according to inventory list. 

Packed goods are either stored, or issued to Public Distribution Centres based on PUSH (Emergency)  or PULL (Order). Verification of beneficiary Needs. Goods distributed to public.  

Off loading & Storage

Public Distribution/Evac

/Food Prep Centres

(Public Order Policing required)

Sorting Zones @ Drop‐Off Centres or 

Alt. Sub‐Sites

Drop‐Off Centres or 

Alt. Sub‐Sites

1

2

3

4

5

6

7

INVENTORY FORM

ORDER FORM ISSUED & RECEIVED FORM

Demand & Supply Management: Sourcing, Distribution & Logistics, Paper trails

RESOURCE TRACKER ‐ DISASTER RELIEF SUPPLY

Nr Organisation Contact Person Contact Number Physical Address Email Address Description of Type of Relief Aid

1 CWSA Knysna Delvi‐Lee Rhodes 044‐382‐1177 69 Waterfront Drive cwsaknyMw1@cyberperk.co.za Counselling

2 Department of Social Development Denovia Sinclair 044‐382‐0056 04 Demar Building, Main Road Knysna Denovia.Sinclair@westerncape.gov.za  Counselling services 

Yolandi Malgas 083‐477‐1781 Yolanda.Malgas@westerncape.gov.za

3 Roundtable/Kloppers Peter Bester 079‐336‐0170 Round table club house, Lilly park knysna info@homecaretaker.co.za Food

Gretha Terblance 073‐000‐1933 54 main Rd, knysna Toiletries

Sanitary items

Clothing

Water

Beds

Bedding

Starter Kits

4 FAMSA Karin du Plessis 044‐382‐5129 21 spring street, knysna swknysna@famsa.org.za Trauma Support and counselling

5 Knysna Labour Center Sarie Le‐Chat 044‐302‐6800 13 Clyde st, knysna central sarie.le‐chat@labour.gov.za UIF

COIDA

Employees on Database for rebuild projects

6 SASSA Shaun Petersen 083‐968‐7015 Courtney st, George shaunp@sassa.gov.za SASSA cash payment

School Uniforms

Sassa replacement cards

7 Knysna Municipality  To be confirmed To be confirmed To be confirmed  Water Re‐connection

Electricity Re‐connection 

Sharing experience; resource tracker

Sharing of experiencesVALUE CHAIN OF RELIEF AID FOR AFFECTED HOUSEHOLDS 

STEP 1:• Determine Needs of Affected Households (DEMAND FOR AID)• Register households on one database (Survey)

STEP 2:• Verify Demand (Call Centre)• Capture on expanded survey

STEP 3:• Populate Resource Tracker ‐ which Staeholder can provide relief?• Data Drop of Demand Profile of Affected households to resource team

STEP 4:• Supply Value Chain• Determine logistics of each type of relief as part of the supply of relief

STEP 5: 

• Register each resource supplier on app • Use Knysna Relief Aid App to populate supply of relief to affected households (linked to ID & cellphone number VERIFIED DEMAND)

STEP 6: 

• Log resource supply by every stakeholder• Profile of resource provided and resources required (BETTER PLANNING & MORE EFFECTIVE USE OF LIMITED RESOURCES)

STEP 7: • Household acknowledges receipt on app with supplier

STEP 8: • Aid Dashboard• Management report in terms of resource tracker & demand profile for next 6 months 

From day 1-This should have been dealt with by DSD/or contracted by them to a service providers.

Social Relief Programmes

Development of an APP‐

• An app has been developed by KM to enable all relief aid organisations to verify the individual applying for aid and track all relief resources and monitor the different types of relief aid made available to residents that have been affected by the fire. 

• Benefits: Targeting individuals, tracking the number of residents by type of aid received, monitor the type of aid received by residents to avoid duplication of relief aid to promote efficiency and highlights where aid needs to be provided per area.

Disaster relief‐

• Knysna Municipality do have the means  to deal  with the first 50 people affected by a incident. Law Enforcement assist in the  distribution of various available aid.  Housing Dept deals with the housing Starter kid. 

Social relief‐ Draft short‐term emergency assistance policy (STEAP) 

• This policy includes assisting the vulnerable in cases of non‐disasters, as well as other special projects (funerals). This is a temporary provision of assistance by government, intended for persons who are in dire need and are unable to meet their or their “families” most basic need.  

Gaps and Challenges

Coordination of  Numerous Organisations. 

• You have no idea what  is on their inventory list. Especially the private organisation. They cannot be part of the formal process, they can have a representative.

• When do you stop with relief aid.    

• CBD was flooded with community members at unofficial distribution points

• Who does  the Procurement of a expert aid organisation to lead a central relief office?

Volunteers‐

• managing them, Insurance and  volunteers come with an expectation they will get aid for their voluntary work. 

Storage‐

• Optimise storage space, identify preferred sites for specific goods, identify timelines for storage being available to plan to empty areas before deadlines. No record keeping

• Who pays for storage?

Gaps and Challenges

Communication‐

• Conflicting information coming from various  groups.

• No control over Social media.

• What relief is needed. How do you communicate when you received enough of a certain aid?    

Affected communities‐

• After the fires it was difficult to identify people that has been directly and  indirectly affected.

• The team looked at a voucher system, voting ink, wrist band or finger scanners.

Rebuilding‐

• Temporary housing

• Uninsured

• Cost of removing asbestos

• SANS Regulations  on Energy Efficiency

• Shortage of human resources‐ Town Planners, Building inspectors

• TEXT HERE

Comments and Questions?