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Ontario Disaster Relief Assistance Program ODRAP

Ontario Disaster Relief Assistance Program · OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 1 1. PurPOse Of tHe PrOgram The Ontario Disaster Relief Assistance Program

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Ontario Disaster ReliefAssistance Program

ODRAP

Ontario Disaster ReliefAssistance ProgramProgram Guidelines

Table of Contents

OntariO Disaster relief assistance PrOgram (ODraP) PrOvincial guiDelines.....11. PurPOse Of tHe PrOgram.............................................................................................1

Private Insurance................................................................................................................1Emergency Management and Civil Protection Act...........................................................2

2. intent Of tHe guiDelines.............................................................................................33. rOle Of tHe ministrY Of municiPal affairs anD HOusing.....................................44. HOW ODraP WOrKs.........................................................................................................5

Making a request for a disaster declaration for public and private assistance.....................5Making a request for a disaster declaration for public assistance when more than onemunicipality is impacted....................................................................................................6Making a request for a disaster declaration for private assistance only...............................6Making a request for a disaster declaration from unincorporated areas.............................6Approving a disaster declaration........................................................................................6Maintaining verification and audit controls.......................................................................7

5. PrOvincial financial assistance – PuBlic Damage cOmPOnent............................8Submitting a municipal disaster information report..........................................................8Completing a municipal disaster information report.........................................................8Examples of eligible public losses and costs under ODRAP..............................................9Examples of ineligible public losses and costs under ODRAP...........................................9

6. PrOvincial financial assistance – Private Damage cOmPOnent .........................11Requiring a local Disaster Relief Committee...................................................................11Submitting a municipal disaster information report........................................................11Examples of eligible private losses and costs under ODRAP..........................................12Examples of ineligible private losses and costs under ODRAP........................................12

7. Disaster relief cOmmittee...............................................................................................14Setting up the Committee.....................................................................................................14Operations of the Disaster Relief Committee........................................................................14Responsibilities of the Disaster Relief Committee.................................................................15Guidelines for Disaster Relief Committees............................................................................16Extreme Financial Hardship..................................................................................................16

8. emergencY PrePareDness anD resPOnse in OntariO...................................................17Individuals and Families.........................................................................................................17Affected Municipality.............................................................................................................17First Nations Communities....................................................................................................17

appendix a: Disaster checklist for municipal council...............................................................18appendix B: examples of information requirements for the municipal Disaster information report.................................................................19

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 1

1. PurPOse Of tHe PrOgramThe Ontario Disaster Relief Assistance Program (ODRAP) is intended to assist those whose essential property has been extensively damaged as a result of a sudden, unexpected natural disaster such as a severe windstorm, tornado or flood. ODRAP contains:

Private component: Individuals, homeowners, farmers, small business enterprises and •non-profit organizations. Funds are raised by the community and may be matched up to 2:1 by the province;

Public component: Financial assistance may be provided by the province to affected •municipalities for disaster response and recovery.

The program provides financial assistance within the declared disaster area to restore damaged public infrastructure and/or private property to pre-disaster condition, when the cost of restoration exceeds the financial capacity of the affected individuals, municipality and community at large.

Private insurance

ODRAP is not a substitute for adequate insurance coverage and does not provide full cost recovery.

Ontario Disaster ReliefAssistance Program (ODRAP)Provincial Guidelines

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines2

emergency management and civil Protection act

ForamunicipalitytobeeligibleforODRAP,theMinisterofMunicipalAffairsandHousing(hereinreferredtoas“theMinister”)mustmakeadeclarationofadisasterareaforthepurposesofODRAP.Municipalitiesarenotautomaticallyentitledtoreceivefinancialassistancewhendeclaringalocal”emergency”undertheEmergencyManagementandCivilProtectionAct(EMCPA).An“emergency”declaredbytheheadofcouncilundertheEMPCAisseparateanddistinctfromthedeclarationofa“disasterarea”madebytheMinisterforthepurposesofODRAP.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 3

2. intent Of tHe guiDelinesTheintentoftheseGuidelinesistoprovideinformationaboutODRAPtoassistanaffectedmunicipalitytodeterminewhetheritshouldrequesttheMinistertodeclareadisasterareaforthepurposeofaccessingprovincialdisasterassistance.TheregionalMunicipalServicesOfficeintheareacanprovideadditionalinformation.ContactinformationforMunicipalServicesOfficesisinAppendixA:DisasterChecklistforMunicipalCouncil.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines4

3. rOle Of tHe ministrY Of municiPal affairs anD HOusingODRAPisadministeredthroughtheregionalMunicipalServicesOfficesandcoordinatedthroughtheMunicipalProgramsandEducationBranchoftheMinistryofMunicipalAffairsandHousing(MMAH).TheMunicipalServicesOfficescarryoutthefollowing:

ProvideinformationtomunicipalitiesonmakingadisasterdeclarationrequesttotheMinister,•andcompletingtheMunicipalDisasterInformationReport,asdescribedinAppendixB;

InformmunicipalitiesonthepurposeofODRAP,eligiblepublicandprivatedamages,andtypes•offinancialassistance;

ProvidetheMinisterwithinformationaboutthedisaster,itsimpactonthecommunityandthe•appropriatenessofdisasterreliefassistance;

Administerthelegalagreementwiththemunicipalityandotherdocumentation;•

Advisemunicipalitiesonsettingupadisasterreliefcommitteeforprivatedamagesand•establishingoperatingprocedures;

Attendtheinauguralmeetingofthedisasterreliefcommitteeandprovideappropriatesupport;•

DistributeprogramguidelinesandrelatedmaterialsissuedbytheMinistrytothedisasterreliefcommittee.•

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 5

4. HOW ODraP WOrKs

making a request for a disaster declaration for public and private assistance

TheMinisterisauthorizedtodeclarea“disasterarea”forthepurposesofODRAP.

To make a request, municipal council must adopt a resolution and forward it to the Minister within 14 working days of the onset of the disaster. The resolution must:

Statethetypeofnaturaldisasteranddateoftheevent;•

Outlinethemunicipality’srequestforadisasterareaforthe• public and/or private componentsofODRAP;

Defineclearlyallareasdamagedbythedisaster,andwhetheralloraspecifiedportionofthe•municipalityistobedeclaredadisasterarea.Municipalboundariesmaynotcoincidewiththeareasdamagedbythedisaster.Inthisregard,municipalitiesshouldtrytodefineallareasdamagedbythedisastertoensurefairtreatmenttoallaffectedresidents.ItisimportanttonotethatonlyuninsureddamageswithinthedeclareddisasterareaareeligibleforODRAPfunding;

AgreetoestablishalocaldisasterreliefcommitteefortheprivatecomponentofODRAPassoon•aspossibleoncethedeclarationofadisasterareaismadebytheMinister.

sample resolution requesting a Disaster Declaration for the Public and Private assistance of ODraP

Whereas the municipality of (name) recently experienced a (describe type of natural disaster event) on (date) and has experienced substantial damage to municipal property and infrastructure and has received reported losses of private damage, the council of (name of the municipality) hereby requests the Minister of Municipal Affairs and Housing to declare the (specific area/municipality) a “disaster area” for the purposes of the Ontario Disaster Relief Assistance Program (ODRAP);

Further, should the Minister declare a disaster area regarding the private component of ODRAP, Council will immediately, under the authority of ODRAP, appoint members to a disaster relief committee to administer ODRAP.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines6

making a request for a disaster declaration for public assistance when more than one municipality is impacted

IftwoormoremunicipalitieshavebeenaffectedbythesamenaturaldisasterandwishtoaccessthepubliccomponentofODRAP,thecouncilofeachmunicipalityaffectedbytheeventmustadoptacouncilresolutionrequestingadeclarationofadisasterarea.TheMinistermaydeclareonedisasterareatocoveralltheaffectedmunicipalities.

making a request for a disaster declaration for private assistance only

Iftwoormoremunicipalitieshavebeenaffectedbythesamedisaster,thecouncilofeachmunicipalityaffectedbythedisastermustadoptacouncilresolutionrequestingthedisasterareadeclaration.TheMinistermaydecidetodeclareonedisasterareatocoveralloftheaffectedcommunitiesforthepurposesofonedisasterreliefcommitteeadministeringtheprivatecomponentfairlyandequitably.

Uppertiermunicipalities,i.e.counties,regionsortheDistrictMunicipalityofMuskoka,mayadoptaresolutionrequestingadisasterdeclarationandagreetoappointadisasterreliefcommittee.Inthissituation,localcouncilresolutionsofthosemunicipalitiesaffectedbythedisastermustaccompanytheuppertier’sresolution.

making a request for a disaster declaration from unincorporated areas

Whileunincorporatedareasareexcludedfromthe14workingdaysrequirement,arequestfordeclarationofadisasterareaforprivateassistanceonlymaybemadetotheMinisterbyalocalserviceprovider,e.g.localservicesboard,localroadsboard,localschoolboard,withinareasonabletimeframe,ideally,assoonaspossiblefollowingthedisasterevent.TheMAHMunicipalServicesOfficecanprovidemoreinformationregardingthisprocess.

approving a disaster declaration

Inevaluatingarequestfordeclaringadisasterarea,theMinisterconsidersboththecauseandtheextentofthedamagerelativetothefinancialresourcesoftheaffectedmunicipalityandthecommunityatlarge.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 7

Dependingonthemagnitudeofanaturaldisaster,aProvincialDisasterAssessmentTeam(PDAT)maybeactivatedtoprovidetheprovince’sownassessmentofthescaleofthedisasterimpactsandtheneedforfinancialassistancetotheMinister.

ThemunicipalityrequestingthedeclarationofadisasterareawillbenotifiedbytheMinisterofthedecision.Whenadisasterareaisdeclared,alegalagreementisestablishedbetweentheMinisterandaffectedmunicipalityforaccountabilitypurposes.

Maintaining verification and audit controls

Whendisasterfinancialassistanceisapproved,theaffectedmunicipalitymustsubmitclaimforms,accompaniedbyappropriatereceipts,inordertorecoveritscosts.Aseniormunicipalofficialisrequiredtosignallclaims,verifyingexpenditures.TheformsareprovidedbytheregionalMunicipalServicesOffice,whichprovidesadviceontheircompletionandauditcontrols.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines8

5. PrOvincial financial assistance – PuBlic Damage cOmPOnentThepubliccomponentofODRAPprovidesassistancetomunicipalitieswhendamageissoextensivethatitexceedsthecapacityoftheaffectedmunicipalitytomanage.

TheMinisterconsiderstheimpactof,andfinancialhardshipcausedbythenaturaldisasterontheaffectedmunicipality.Municipalitieswithinthedeclareddisasterareamayreceiverepayment/reim-bursementofupto100percentofeligiblecostsforuninsuredmunicipaldamageassociatedwithadisaster.

submitting a municipal disaster information report

Inadditiontothemunicipalcouncilresolution,theaffectedmunicipalitymustsubmitamunicipaldisasterinformationreport(seeAppendixB)containingatleastapreliminaryestimateofpublicdamagelosseswithin14workingdaysfromthedateofthedisaster.However,fordisasterswithsignificantpublicsafetyconsequences,themunicipalcouncilresolutionandthemunicipaldisasterinformationreportshouldbesubmittedasearlyaspossibleincaseadvanceassistanceisneeded.Additionalupdateswithinandafterthe14workingdayperiodcanbesubmittedtotheregionalMunicipalServicesOfficeasmoreaccuratedamageassessmentinformationbecomesavailable.

completing a municipal disaster information report

AmunicipaldisasterinformationreportassiststheMinistertodeterminetheappropriatenessofODRAP,andpermitsearlyconsiderationoffinancialassistanceforimmediateneedsrelatedtoemergencyresponseandcleanup.Thefollowinginformationisrequired:

Extentofmunicipaldamagesuffered,includingexpensesincurredbyothermunicipalitieswhich•supportresponseoperationsoractasaHostCommunity;

Preliminarycostestimatetorestore,replaceand/orrepairdamagetomunicipalpropertyand•infrastructuretopre-disastercondition;

Otherinformationcouncilbelievesispertinent(e.g.,ConservationAuthorityreports,•EnvironmentCanadareports,etc.).

Thepackageshouldincludenewspaperclippings,photographsandotherdocumentaryevidencewhereavailable.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 9

TheMinistermayalsoconsider:

Severityofimpactbasedonscientificevidence,e.g.levelF1-F5tornado,asdeterminedby•EnvironmentCanada;

Currentfinancialcapacity,debtratioandcapitalcommitmentsoftheaffectedmunicipality;•

Localeconomicimpact,e.g.tourismandabilitytorecoverwithoutprovincialassistance;and•

Futurefinancialpressuresresultingfromresponseandrecoverycosts.•

examples of eligible public losses and costs under ODraP

Incremental,extraordinarymunicipalcosts,overandabovenormalmunicipalexpenditures,whicharerelatedtoresponseandrecoveryfromthedisaster,maybeeligible,suchas:

Food/waterforvolunteersanddisasterreliefworkers;•

Emergencyresponsesuppliese.g.sandbags;•

Municipalownedequipmentcosts(at50percentofMTORate)orequipmentrentalcosts(prorated);•

Activationofthemunicipalemergencyoperationscentre;•

Clearingandremovalofdebrisandwreckage,includingremovalofbuildingsandremovaloftreesand•limbsifpublicsafetyisendangered;

Overtimeforemployeesandthosehiredfordisasterresponse/reliefeffort,ortobackfillforregular•employeesdeployedfordisasterresponse/reliefefforts;

Incrementaladministrativecostsrelatedtodisasterreliefcommittee;•

Emergencycommunications;•

Additionalsecuritycosts;•

Repairandrestorationtopre-disasterconditionofuninsuredpublicfacilities(e.g.buildings,libraries,•recreationalfacilitiesincludingparks,roadsanddrains,infrastructure);and

Evacuationandshelterofpeopleandanimals,includingincrementaloperatingexpenses.•

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines10

examples of ineligible public losses and costs under ODraP

Regularsalary;•

Insurancedeductibles;•

Municipalequipmentcosts(otherthanasdescribedabove);•

Additionalcoststorepairorimprovestructuresofinfrastructurebeyondpre-disastercondition(e.g.in•asituationwhereasingle-lanebridgeisdestroyed,itsreplacementcostcanbeestablishedandusedtocontributetothecostofreplacingitwithatwo-lanebridge);

Lostrevenues(e.g.communitycentresorwastetippingfees).•

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 11

6. PrOvincial financial assistance–Private Damage cOmPOnentIntheeventofanaturaldisaster,individualsareexpectedtobeartheinitialresponsibilityfortheirlosses.Ifthelossesaresoextensivethatindividualscannotcopeontheirown,themunicipalityandthecommunityatlargeareexpectedtoprovidesupport.

TheprivatecomponentofODRAPisintendedtoprovidethe“necessitiesoflife”tohelpthoseimpactedbyanaturaldisastergetbackontheirfeet,whenitisbeyondthecapacityofthemunicipalityorcommunitytoassist.

requiring a local Disaster relief committee

WhentheMinisterdeclaresadisasterareawhichincludesprivatedamages,themunicipalityisrequiredtoestablishadisasterreliefcommitteetoimplementtheprogramlocally.Allfundsraisedforvictimsofthedisastereventarechanneledtothedisasterreliefcommittee.Theprovincemaymatchfundsuptoa2to1ratiotosettletheclaims,upto90percentoftheestimatedeligibleamount.

TheMinistermayalterfundingarrangementsdependingonthemagnitudeand/orfrequencyofdisaster(s),aswellasthegeographiclocationoftheimpactedmunicipalityand/orunorganizedarea.

submitting a municipal disaster information report

Inadditiontothemunicipalcouncilresolution,theaffectedmunicipalitymustsubmitamunicipaldisasterinformationreport(seeAppendixB)containinganestimateofprivatedamagelosseswithin14workingdaysfromtheonsetofthedisaster.ThemunicipaldisasterinformationreportassiststheMinistertodeterminetheappropriatenessofODRAP,asitdescribestheimpactoftheeventincluding:

Themagnitudeofestimatedprivatedamagesufferedbyindividuals/families,farms,small•businessesandnon-profitorganizations;

Numberofdamagedpropertieswithinsurancecoverage;•

Preliminarycostestimatetorestore,replaceorrepairessentialpropertyandcontentsto•pre-disastercondition.Thisinformationcanbegatheredfromthoseaffectedthroughamunicipalsurveyoraregistrationprocess;

Newspaperclippings,photographsandotherdocumentaryevidencewhereavailable;•

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines12

Otherinformationcouncilbelievesispertinent(e.g.,ConservationAuthorityreports,•EnvironmentCanadareports,etc.).

Advanceassistancemaybeconsidered,sothatcleanupandrepairstoprivatepropertycangetunderwayforsafetyandaccesspurposes.Additionalupdateswithinandafterthe14workingdayperiodcanbesubmittedtotheregionalMunicipalServicesOfficeasprivatedamageassessmentsarerefined.

examples of eligible private losses and costs under ODraP

Restoration,repairorreplacementtopre-disasterconditionofaprincipal,year-roundresidence,farm•buildingsandprincipalbusinessenterprisebuilding;

Essentialfurnishingofaprivateresidence,includingrefrigerator,freezer,furnace,stove,clotheswasher•anddryer;

Toolsorotheritemsessentialtotheclaimant’slivelihood,includingfarmmachineryandequipment;•

Forfarms,replacementcostonlyoforchardtrees;•

Forbusinessenterprises,replacementofinventoryatcost;•

Livestockfencing;•

Restoration,repairorreplacementtopre-disasterconditionofchurches,cemeteries,andotherfacili-•tiesofnot-for-profitorganizations,charities,serviceclubs;

Emergencyexpenses(e.g.evacuationcosts,foodandshelter,generators,essentialclothing);•

Perishablefood.•

Note: Someeligibleitemsmayonlyreceivecoveragetoamaximumallowableamount

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 13

examples of ineligible private losses and costs under ODraP

Lossescoveredbyinsurance;•

Insurancedeductible;•

Secondaryresidences,e.g.cottages;•

Non-essentialfurniture,e.g.stereos,recreationroomfurniture;•

Landscaping,fencing,drivewaysandretainingwalls;•

Recreationalvehicles,e.g.boats,snowmobiles;•

Antiquesandcollections;•

Lossofrevenueorwages;•

Lossesrecoverablebylaw.•

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines14

7. Disaster relief cOmmitteeAdisasterreliefcommitteeshouldbeestablishedassoonaspossibleonceadisasterareahasbeendeclaredbytheMinister.Individuals,families,farms,smallbusinessesandnon-profitorganizationswithinthedisasterareamaysubmitclaimstothelocaldisasterreliefcommitteewhosepurposeisto:

Raisefundsforthebenefitofdisastervictims;and•

Receiveandsettletheeligibleclaimsofthevictimsasefficientlyaspossible.•

setting up the committee

Municipalcouncilshouldconsiderpreparingalistofpotentialcommitteemembersinadvanceofthedeclarationorasearlyaspossible,inordertoensurethatthedisasterreliefcommitteecanbeactivatedexpeditiouslyafteradisasterareadeclarationbytheMinister.Thescopeandnatureofdamageswillhelpdeterminehowmanycommitteemembersarerequired.

Thecommitteememberscannotbemembersofcouncilandshouldhavenoconflictofinterestinthecollectionanddistributionoffunds.Thecommitteeshouldavoidselectingmemberswhowilllikelybesubmittingclaimsfordamages.

Inunincorporatedareas,thecommitteeshouldbeappointedbytheorganizationorgroupthatmadetherequestfordisasterareadeclaration(e.g.localservicesboard).

Ifmorethanonejurisdictionisaffectedbyadisaster,ajointdisasterreliefcommitteeshouldbeformedwithrepresentativesappointedfromeachoftheaffectedjurisdictions.Equitablerepresentationonthecommitteeisencouraged.

Operations of the Disaster relief committee

Thedisasterreliefcommitteeanditssub-committees,ifany,actautonomouslyfrommunicipalcouncil,operatingwithinprovincialguidelinestoraisefundsandsettleclaims.Thecommitteeensuresthatallclaimsaredealtwithfairlyandequitably.Dependingontheseverityofthedisaster,thedisasterreliefcommitteemayoperateforaperiodofseveralmonthsorforuptooneyearormore,inordertoreceiveandsettleallclaims.Membersofthedisasterreliefcommitteereceivenoremuneration.Theycanbereimbursedforexpenses,however,suchastraveltomeetings.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 15

Usuallyprogramadministration,financialrecordsandpaymentsaremadebyamunicipalityupontherecommendationofthedisasterreliefcommittee.Theprogramadministrationcostsofthedisasterreliefcommitteeareincrementaltonormalmunicipaladministrationactivities,andareeligibleforreimbursementfromtheMinistry.Thesecostscouldinclude:

Aprogrammanagertoassistthedisasterreliefcommitteewithdaytodayoperations,fundraising•andclaimsettlement;

Aninsuranceadjustertoassistwithreviewingclaims;•

Secretarialandothersupportstafffees,auditfees,stationary,printing,advertisingandpostage•costs;

Rentalofofficespaceandfurnitureifnecessary.•

Alladministrativeexpendituresofthelocaldisasterreliefcommitteemustbedocumentedandkeptseparatefromfundraising.Noadministrativecostsaretobedeductedbythedisasterreliefcommitteefromthelocallyraisedfunds.Alldonationsmustbechanneleddirectlytothedisasterreliefcommitteetobematchedwithprovincialfundsupto2:1andusedforclaimsettlement.

responsibilities of the Disaster relief committee

Theresponsibilitiesofthecommitteeareasfollows:

Appointachairpersonandappropriatevice-chairsforsub-committees,whereestablished;1.

Appointatreasurerandasecretary,ifoneisrequired.Thetreasurershouldnotbea2.memberofthecommitteebutshouldbeamunicipalstaffpersonor,dependingonthescaleoftheemergency,apaidcontractposition;

Establishadisasterrelieffundandbankaccounttoreceivedonations;3.

RegisterasacharitywithRevenueCanadatoreceiveacharitableregistrationnumber,ifnot4.availablethroughthemunicipality;

Solicitdonationstothefundandorganizefundraisingactivities;5.

Establishproceduresforthereceipt,appraisal,andsettlementofclaimsforlossesanddamage;6.

Advisethemunicipalitytoissueadvancepaymentsinexceptionalcircumstancesnotexceeding507.percentoftheestimatedeligiblepayout;

Distributeclaimforms;8.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines16

Advertisetheexistenceofthefund,availabilityofassistance,andtermsonwhichassistancewill9.beprovided;

Appraisedamageforclaimslessthan$500and,ifnecessary,hireprofessionaladjuster(s)for10.claimsgreaterthan$500;

Approvepaymentsinaconsistentmannerbasedonreportsfromtheadjusterand/orprogram11.manager,andinaccordancewithODRAPguidelinesandthecommittee’sprocedures;

Advisethemunicipalitytomakepaymentstoclaimantsusingthemunicipalfinancialsystem;12.

Hireauditorstoreviewtheactivitiesofthefundandprepareanauditreport;and13.

SubmitanauditedreporttotheregionalMunicipalServicesOfficeforreviewandfinalpayment14.oftheprovincialcontribution.

guidelines for Disaster relief committees

TheregionalMunicipalServicesOfficewillprovideacopyoftheGuidelines for Disaster Relief Committeesfortheuseofthecommitteeandsub-committeemembers.TheGuidelinesoutlinetheoperationsofthecommitteeandtherolesandresponsibilitiesofthesub-committees.Theyalsocontainasectiononbestpracticesusedbyotherdisasterreliefcommitteesandachecklistofitemstoassistnewlyappointedcommitteemembers.

extreme financial Hardship

Insomeinstances,victimsofanaturaldisastermaysufferextremefinancialhardshipbecauseoflossesandexpenseswhichdonotqualifyforassistanceunderODRAPandforwhichothersourcesofassistanceareunavailableorinadequate.Thedisasterreliefcommitteemayprovideadditionalfinancialassistanceinthesecases.Asub-committeehavingprovincialrepresentationmustfirstbeestablishedtodealwiththecases,asoutlinedintheGuidelinesforDisasterReliefCommittees.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 17

8. emergencY PrePareDness anD resPOnse in OntariO

individuals and families

Individualsandfamiliesareexpectedtotakereasonableprecautionstoensuretheirownsafetyandprotection,aswellasthatoftheirproperty.Anemergencysurvivalkitshouldallowthemtomanageforaminimumof72hourswithoutemergencyintervention.

ODRAP is not an alternative to adequate private insurance coverage and sound risk management practices. Claimsfromhouseholdsandbusinessesshouldbedirectedfirsttoinsurancecompaniestodeterminethepolicyholder’scoverage.

Intheeventofanaturaldisaster,individualsareexpectedtobeartheinitialresponsibilityfortheirlosses.Ifthelossesaresoextensivethatindividualscannotcopeontheirown,themunicipalityandthecommunityatlargeareexpectedtoprovidesupport.

affected municipality

Mostincidentsthatdooccurarehandledatthelocallevelbytrainedemergencyresponders.Intheeventofalargerincident,theheadofcouncilmaydecidetodeclareanemergencyandassemblelocalofficialsatthemunicipalEmergencyOperationsCentre.Thisapproachensuresacoordinatedandeffectivestrategicresponse.Often,municipalitiesaugmenttheiremergencyresponseoperationsthroughmutualassistanceagreementswithneighbouringmunicipalitiesandspecialarrangementswithlocalserviceorganizationsforemergencysocialassistance.

Ifanaffectedmunicipalityhasexperiencedextraordinarydamagetoitspublicpropertyandinfrastructure,damageclaimsshouldbedirectedfirsttoinsurancecompaniestodeterminecoverageundermunicipalpolicies.MunicipalitiescancontacttheregionalMMAHMunicipalServicesOfficetodiscusscostsandeligibilityforassistanceforuninsuredpublicandprivatepropertydamageunderODRAP,asdescribedearlierinthisdocument.

first nations communities

TheMinistryofCommunitySafetyandCorrectionalServices,EmergencyManagementOntario,isresponsibleforcoordinatingarrangementsandrespondingtoanemergencyinaFirstNationscommunity.

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines1814 ONTARIO DISASTER RELIEF ASSISTANCE PROGRAM Program Guidelines

Appendix A: Disaster Checklist for Municipal Council

Completed Pending Task

Municipal Emergency Response Plan activated? Follow procedures outlined in municipal emergency response plan. Contact Emergency Management Ontario, 416 314-0472 or 1 866 314-0472 (toll free) to report a declaration of an local emergency under the Emergency Management and Civil Protection Act.

Contact local Municipal Services Office of the Ministry of Municipal Affairs and Housing:

Central – Toronto: 1-800-668-0230Northeastern – Sudbury: 1-800-461-1193Western – London: 1-800-265-4736Northwestern – Thunder Bay: 1-800-465-5027Eastern – Kingston: 1-800-267-9438

Ask about appropriateness of assistance under ODRAP. Request clarification about the date for submitting a municipal resolution and the Municipal Disaster Information Report.The resolution must be passed and forwarded to the MAH Minister within 14 working days of the date of the disaster event, along with the Municipal Disaster Information Report.

Establish a process for receiving reports of private damage from individuals, families,businesses, farms and not-for-profit groups such as a municipal call centre, online or door-to-door survey, if necessary. Record the number of damaged properties covered by insurance.

Estimate amount of public and/or private damages using the Municipal Disaster InformationReport. Fill in as much detail as possible i.e. number of households/ businesses/ farms/non-profitorganizations. Do not include damages sustained by cottages/seasonal properties. Map/chart/document damage area including peripheral areas. If possible, take pictures of damage.

If there are reports of private damage, start fundraising as soon as possible.

Contact local banks to arrange to receive donations until accounts can be opened by the committee. Seek legal advice about issuing tax receipts for donations and/or applying to thefederal government for the charitable organization tax status.

Consider preparing a list of potential committee members in advance in order to ensure thatthe disaster relief committee can be activated expeditiously after a disaster area declarationis made by the Minister of Municipal Affairs and Housing. The scope and nature of damagewill help determine how many committee members are required.

Contact local press and advise them once the area has been declared a disaster area forODRAP purposes.

Establish a municipal council contact for the disaster relief committee.

Contact local MAH Municipal Services Office with date/time of inaugural meeting of the disaster relief committee.

Once the disaster relief committee has been established, the committee can take over reliefefforts. The committee will be given a copy of Guidelines for Disaster Relief Committees.

Municipal Emergency Response Plan activated? Follow procedures outlined in Municipal Emergency Response Plan. Contact Emergency Management Ontario, 416 314-0472 or1 866 314-0472 (toll free) to report a declaration of a local emergency under the Emergency Management and Civil Protection Act.

Contact local Municipal Services Office of the Ministry of Municipal Affairs and Housing:

Central – Toronto: 1-800-668-0230 Eastern – Kingston: 1-800-267-9438Northeastern – Sudbury: 1-800-461-1193 Western – London: 1-800-265-4736Northwestern – Thunder Bay: 1-800-465-5027

Ask about appropriateness of assistance under ODRAP. Request clarification about the date for submitting a municipal council resolution and the Municipal Disaster Information Report. The resolution must be passed and forwarded to the Minister within 14 working days of the onset of the disaster event, along with the Municipal Disaster Information Report.

Establish a process for receiving reports of private damage from individuals, families, businesses, farms and not-for-profit groups such as a municipal call centre, online or door-to-door survey, if necessary. Record the number of damaged properties covered by insurance.

Estimate amount of public and/or private damages using the Municipal Disaster Information Report. Fill in as much detail as possible, i.e. number of households/ businesses/ farms/non-profit organizations. Do not include damages sustained by cottages/seasonal properties. Map/chart/document damage area including peripheral areas. If possible, take pictures of damage.

If there are reports of private damage, start fundraising as soon as possible.

Contact local banks to arrange to receive donations until accounts can be opened by the disaster relief committee. Seek legal advice about issuing tax receipts for donations and/or applying to the federal government for the charitable organization tax status.

Consider preparing a list of potential committee members in advance in order to ensure that the disaster relief committee can be activated expeditiously after a disaster area declaration is made by the Minister of Municipal Affairs and Housing. The scope and nature of damage will help determine how many committee members are required.

Contact local press and advise them once the area has been declared a disaster area for ODRAP purposes.

Establish a municipal council contact for the disaster relief committee.

Contact local MMAH Municipal Services Office with date/time of inaugural meeting of the disaster relief committee.

Once the disaster relief committee has been established, the committee can take over relief efforts. The committee will be given a copy of Guidelines for Disaster Relief Committees.

aPPenDix a: Disaster cHecKlist fOr municiPal cOuncil

Completed Pending Task

OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 19

aPPenDix B: examPles Of infOrmatiOn requirements

fOr tHe municiPal Disaster infOrmatiOn rePOrt

Dateofthedisasterevent•

DateofemergencydeclaredundertheEmergencyManagementandCivilProtectionAct•

DateofmunicipalresolutionrequestingadeclarationofadisasterareabytheMinisterof•MunicipalAffairsandHousingforthepurposeoftheOntarioDisasterReliefAssistanceProgram

Municipalcontactinformation•

Descriptionofdisasterandcharacteristicsoftheareaimpacts•

Informationaboutpersonalinjuryandlosses•

Estimatedcostsofevacuationandshelter•

Descriptionandcostestimateofpublicpropertydamage•

Descriptionandcostestimateofprivatedamage•

Informationabouttheneedforearlyfinancialassistance•

ContacttheregionalMMAHMunicipalServicesOfficetoreceiveaMunicipalDisasterInformationReport.

ministry of municipal affairs and Housing

© Queen’s Printer for Ontario, 2009

ISBN 978-1-4435-1043-1 (Print)

ISBN 978-1-4435-1044-8 (HTML)

ISBN 978-1-4435-1045-5 (PDF)

09/09

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