Program Guidelines for Disaster Funding in Ontario

7/28/2019 Program Guidelines for Disaster Funding in Ontario

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Ontario Disaster Relief

Assistance Program

ODRAP


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Oaro Dar R

Aa Prora

Program Guidelines


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7. Disaster relief cOmmittee...............................................................................................14

Setting up the Committee.....................................................................................................14

Operations o the Disaster Relie Committee........................................................................14Responsibilities o the Disaster Relie Committee.................................................................15

Guidelines or Disaster Relie Committees............................................................................16

Extreme Financial Hardship..................................................................................................16

8. emergencY PrePareDness anD resPOnse in OntariO...................................................17

Individuals and Families.........................................................................................................17

Aected Municipality.............................................................................................................17

First Nations Communities....................................................................................................17

appd a: D chk o mp co...............................................................18

appd B: ep o ioo r o h

mp D ioo rpo.................................................................19


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OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines 1

1. PurPOse Of tHe PrOgram

Te Ontario Disaster Relie Assistance Program (ODRAP) is intended to assist those whose

essential property has been extensively damaged as a result o a sudden, unexpected natural

disaster such as a severe windstorm, tornado or food. ODRAP contains:

Private component: Individuals, homeowners, armers, small business enterprises and

non-prot 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 aected

municipalities or disaster response and recovery.

Te program provides nancial assistance within the declared disaster area to restore

damaged public inrastructure and/or private property to pre-disaster condition, when the cost o

restoration exceeds the nancial capacity o the aected individuals, municipality and community

at large.

P i

ODRAP is not a substitute or adequate insurance coverage and does not provide ull cost

recovery.

Ontario Disaster Relief

Assistance Program (ODRAP)

Provincial Guidelines


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OntARiO DisAsteR Relief AssistAnce PROgRAm Program Guidelines2

ey m d c Poo a

ForamunicipalitytobeeligibleforODRAP,theMinisterofMunicipalAairsandHousing(herein

referredtoastheMinister)mustmakeadeclarationofadisasterareaforthepurposesofODRAP.

Municipalitiesarenotautomaticallyentitledtoreceivenancialassistancewhendeclaringalocal

emergencyundertheEmergencyManagementandCivilProtectionAct(EMCPA).Anemergency

declaredbytheheadofcouncilundertheEMPCAisseparateanddistinctfromthedeclarationofa

disasterareamadebytheMinisterforthepurposesofODRAP.


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2. intent Of tHe guiDelines

TheintentoftheseGuidelinesistoprovideinformationaboutODRAPtoassistanaffected

municipalitytodeterminewhetheritshouldrequesttheMinistertodeclareadisasterareaforthe

purposeofaccessingprovincialdisasterassistance.eregionalMunicipalServicesOceinthe

areacanprovideadditionalinformation.ContactinformationforMunicipalServicesOcesisin

AppendixA:DisasterChecklistforMunicipalCouncil.


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3. rOle Of tHe ministrY Of municiPal affairs anD HOusing

ODRAPisadministeredthroughtheregionalMunicipalServicesOcesandcoordinatedthrough

theMunicipalProgramsandEducationBranchoftheMinistryofMunicipalAairsandHousing

(MMAH).eMunicipalServicesOcescarryoutthefollowing:

ProvideinformationtomunicipalitiesonmakingadisasterdeclarationrequesttotheMinister,

andcompletingtheMunicipalDisasterInformationReport,asdescribedinAppendixB;

InformmunicipalitiesonthepurposeofODRAP,eligiblepublicandprivatedamages,andtypes

ofnancialassistance;

ProvidetheMinisterwithinformationaboutthedisaster,itsimpactonthecommunityandthe

appropriatenessofdisasterreliefassistance;

Administerthelegalagreementwiththemunicipalityandotherdocumentation;

Advisemunicipalitiesonsettingupadisasterreliefcommitteeforprivatedamagesandestablishingoperatingprocedures;

Attendtheinauguralmeetingofthedisasterreliefcommitteeandprovideappropriatesupport;

DistributeprogramguidelinesandrelatedmaterialsissuedbytheMinistrytothedisasterreliefcommittee.


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4. HOW ODraP WOrKs

mk o d do o pb d p

eMinisterisauthorizedtodeclareadisasterareaforthepurposesofODRAP.

o make a request, municipal council must adopt a resolution and orward it to the Minister

within 14 working days o the onset o the disaster. Te resolution must:

Statethetypeofnaturaldisasteranddateoftheevent;

Outlinethemunicipalitysrequestforadisasterareaforthe public and/or private components

ofODRAP;

Deneclearlyallareasdamagedbythedisaster,andwhetheralloraspeciedportionofthe

municipalityistobedeclaredadisasterarea.Municipalboundariesmaynotcoincidewith

theareasdamagedbythedisaster.Inthisregard,municipalitiesshouldtrytodeneallareas

damagedbythedisastertoensurefairtreatmenttoallaectedresidents.ItisimportanttonotethatonlyuninsureddamageswithinthedeclareddisasterareaareeligibleforODRAPfunding;

AgreetoestablishalocaldisasterreliefcommitteefortheprivatecomponentofODRAPassoon

aspossibleoncethedeclarationofadisasterareaismadebytheMinister.

sp roo r D Do o h Pb d Pa o ODraP

Whereas the municipality o (name) recently experienced a (describe type o natural disaster event) on

(date) and has experienced substantial damage to municipal property and inrastructure and has received

reported losses o private damage, the council o (name o the municipality) hereby requests the Minister o

Municipal Aairs and Housing to declare the (specic area/municipality) a disaster area or the purposes o

the Ontario Disaster Relie Assistance Program (ODRAP);

Further, should the Minister declare a disaster area regarding the private component o ODRAP, Council will

immediately, under the authority o ODRAP, appoint members to a disaster relie committee to administer

ODRAP.


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mk o d do o pb wh o

h o py pd

Iftwoormoremunicipalitieshavebeenaectedbythesamenaturaldisasterandwishtoaccessthe

publiccomponentofODRAP,thecouncilofeachmunicipalityaectedbytheeventmustadopta

councilresolutionrequestingadeclarationofadisasterarea.eMinistermaydeclareonedisaster

areatocoveralltheaectedmunicipalities.

mk o d do o p oy

Iftwoormoremunicipalitieshavebeenaectedbythesamedisaster,thecouncilofeach

municipalityaectedbythedisastermustadoptacouncilresolutionrequestingthedisaster

areadeclaration.eMinistermaydecidetodeclareonedisasterareatocoveralloftheaected

communitiesforthepurposesofonedisasterreliefcommitteeadministeringtheprivatecomponent

fairlyandequitably.

Uppertiermunicipalities,i.e.counties,regionsortheDistrictMunicipalityofMuskoka,mayadopt

aresolutionrequestingadisasterdeclarationandagreetoappointadisasterreliefcommittee.Inthis

situation,localcouncilresolutionsofthosemunicipalitiesaectedbythedisastermustaccompany

theuppertiersresolution.

mk o d do o opod

Whileunincorporatedareasareexcludedfromthe14workingdaysrequirement,arequestfor

declarationofadisasterareaforprivateassistanceonlymaybemadetotheMinisterbyalocal

serviceprovider,e.g.localservicesboard,localroadsboard,localschoolboard,withinareasonable

timeframe,ideally,assoonaspossiblefollowingthedisasterevent.eMAHMunicipalServices

Ocecanprovidemoreinformationregardingthisprocess.

appo d do

Inevaluatingarequestfordeclaringadisasterarea,theMinisterconsidersboththecauseand

theextentofthedamagerelativetothenancialresourcesoftheaectedmunicipalityandthe

communityatlarge.


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Dependingonthemagnitudeofanaturaldisaster,aProvincialDisasterAssessmentTeam(PDAT)

maybeactivatedtoprovidetheprovincesownassessmentofthescaleofthedisasterimpactsandthe

needfornancialassistancetotheMinister.

emunicipalityrequestingthedeclarationofadisasterareawillbenotiedbytheMinisterofthe

decision.Whenadisasterareaisdeclared,alegalagreementisestablishedbetweentheMinisterand

aectedmunicipalityforaccountabilitypurposes.

Maintaining verifcation and audit controls

Whendisasternancialassistanceisapproved,theaectedmunicipalitymustsubmitclaimforms,

accompaniedbyappropriatereceipts,inordertorecoveritscosts.Aseniormunicipalocialis

requiredtosignallclaims,verifyingexpenditures.eformsareprovidedbytheregionalMunicipal

ServicesOce,whichprovidesadviceontheircompletionandauditcontrols.


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5. PrOvincial financial assistance PuBlic Damage cOmPOnent

epubliccomponentofODRAPprovidesassistancetomunicipalitieswhendamageissoextensive

thatitexceedsthecapacityoftheaectedmunicipalitytomanage.

eMinisterconsiderstheimpactof,andnancialhardshipcausedbythenaturaldisasterontheaectedmunicipality.Municipalitieswithinthedeclareddisasterareamayreceiverepayment/reim-

bursementofupto100percentofeligiblecostsforuninsuredmunicipaldamageassociatedwitha

disaster.

sb p d oo po

Inadditiontothemunicipalcouncilresolution,theaectedmunicipalitymustsubmitamunicipal

disasterinformationreport(seeAppendixB)containingatleastapreliminaryestimateofpublic

damagelosseswithin14workingdaysfromthedateofthedisaster.However,fordisasterswith

signicantpublicsafetyconsequences,themunicipalcouncilresolutionandthemunicipaldisaster

informationreportshouldbesubmittedasearlyaspossibleincaseadvanceassistanceisneeded.

Additionalupdateswithinandafterthe14workingdayperiodcanbesubmittedtotheregional

MunicipalServicesOceasmoreaccuratedamageassessmentinformationbecomesavailable.

cop p d oo po

AmunicipaldisasterinformationreportassiststheMinistertodeterminetheappropriatenessof

ODRAP,andpermitsearlyconsiderationofnancialassistanceforimmediateneedsrelatedto

emergencyresponseandcleanup.efollowinginformationisrequired:

Extentofmunicipaldamagesuered,includingexpensesincurredbyothermunicipalitieswhich

supportresponseoperationsoractasaHostCommunity;

Preliminarycostestimatetorestore,replaceand/orrepairdamagetomunicipalpropertyand

infrastructuretopre-disastercondition;

Otherinformationcouncilbelievesispertinent(e.g.,ConservationAuthorityreports,

EnvironmentCanadareports,etc.).

epackageshouldincludenewspaperclippings,photographsandotherdocumentaryevidence

whereavailable.


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eMinistermayalsoconsider:

Severityofimpactbasedonscienticevidence,e.g.levelF1-F5tornado,asdeterminedby

EnvironmentCanada;

Currentnancialcapacity,debtratioandcapitalcommitmentsoftheaectedmunicipality;

Localeconomicimpact,e.g.tourismandabilitytorecoverwithoutprovincialassistance;and

Futurenancialpressuresresultingfromresponseandrecoverycosts.

ep o b pb o d o d ODraP

Incremental,extraordinarymunicipalcosts,overandabovenormalmunicipalexpenditures,whichare

relatedtoresponseandrecoveryfromthedisaster,maybeeligible,suchas:

Food/waterforvolunteersanddisasterreliefworkers;

Emergencyresponsesuppliese.g.sandbags;

Municipalownedequipmentcosts(at50percentofMTORate)orequipmentrentalcosts(prorated);

Activationofthemunicipalemergencyoperationscentre;

Clearingandremovalofdebrisandwreckage,includingremovalofbuildingsandremovaloftreesand

limbsifpublicsafetyisendangered;

Overtimeforemployeesandthosehiredfordisasterresponse/reliefeort,ortobackllforregular

employeesdeployedfordisasterresponse/reliefeorts;

Incrementaladministrativecostsrelatedtodisasterreliefcommittee;

Emergencycommunications;

Additionalsecuritycosts;

Repairandrestorationtopre-disasterconditionofuninsuredpublicfacilities(e.g.buildings,libraries,

recreationalfacilitiesincludingparks,roadsanddrains,infrastructure);and

Evacuationandshelterofpeopleandanimals,includingincrementaloperatingexpenses.


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ep o b pb o d o d ODraP

Regularsalary;

Insurancedeductibles;

Municipalequipmentcosts(otherthanasdescribedabove);

Additionalcoststorepairorimprovestructuresofinfrastructurebeyondpre-disastercondition(e.g.in

asituationwhereasingle-lanebridgeisdestroyed,itsreplacementcostcanbeestablishedandusedto

contributetothecostofreplacingitwithatwo-lanebridge);

Lostrevenues(e.g.communitycentresorwastetippingfees).


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6. PrOvincial financial assistancePrivate Damage cOmPOnent

Intheeventofanaturaldisaster,individualsareexpectedtobeartheinitialresponsibilityfortheir

losses.Ifthelossesaresoextensivethatindividualscannotcopeontheirown,themunicipalityand

thecommunityatlargeareexpectedtoprovidesupport.

eprivatecomponentofODRAPisintendedtoprovidethenecessitiesoflifetohelp

thoseimpactedbyanaturaldisastergetbackontheirfeet,whenitisbeyondthecapacityofthe

municipalityorcommunitytoassist.

r o D r co

WhentheMinisterdeclaresadisasterareawhichincludesprivatedamages,themunicipality

isrequiredtoestablishadisasterreliefcommitteetoimplementtheprogramlocally.Allfunds

raisedforvictimsofthedisastereventarechanneledtothedisasterreliefcommittee.eprovince

maymatchfundsuptoa2to1ratiotosettletheclaims,upto90percentoftheestimatedeligibleamount.

eMinistermayalterfundingarrangementsdependingonthemagnitudeand/orfrequencyof

disaster(s),aswellasthegeographiclocationoftheimpactedmunicipalityand/orunorganizedarea.

sb p d oo po

Inadditiontothemunicipalcouncilresolution,theaectedmunicipalitymustsubmitamunicipal

disasterinformationreport(seeAppendixB)containinganestimateofprivatedamagelosseswithin

14workingdaysfromtheonsetofthedisaster.emunicipaldisasterinformationreportassists

theMinistertodeterminetheappropriatenessofODRAP,asitdescribestheimpactoftheevent

including:

emagnitudeofestimatedprivatedamagesueredbyindividuals/families,farms,small

businessesandnon-protorganizations;

Numberofdamagedpropertieswithinsurancecoverage;

Preliminarycostestimatetorestore,replaceorrepairessentialpropertyandcontentsto

pre-disastercondition.isinformationcanbegatheredfromthoseaectedthroughamunicipal

surveyoraregistrationprocess;

Newspaperclippings,photographsandotherdocumentaryevidencewhereavailable;


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Otherinformationcouncilbelievesispertinent(e.g.,ConservationAuthorityreports,

EnvironmentCanadareports,etc.).

Advanceassistancemaybeconsidered,sothatcleanupandrepairstoprivatepropertycanget

underwayforsafetyandaccesspurposes.Additionalupdateswithinandafterthe14workingday

periodcanbesubmittedtotheregionalMunicipalServicesOceasprivatedamageassessmentsare

rened.

ep o b p o d o d ODraP

Restoration,repairorreplacementtopre-disasterconditionofaprincipal,year-roundresidence,farm

buildingsandprincipalbusinessenterprisebuilding;

Essentialfurnishingofaprivateresidence,includingrefrigerator,freezer,furnace,stove,clotheswasher

anddryer;

Toolsorotheritemsessentialtotheclaimantslivelihood,includingfarmmachineryandequipment;

Forfarms,replacementcostonlyoforchardtrees;

Forbusinessenterprises,replacementofinventoryatcost;

Livestockfencing;

Restoration,repairorreplacementtopre-disasterconditionofchurches,cemeteries,andotherfacili-

tiesofnot-for-protorganizations,charities,serviceclubs;

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

Perishablefood.

Note: Someeligibleitemsmayonlyreceivecoveragetoamaximumallowableamount


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ep o b p o d o d ODraP

Lossescoveredbyinsurance;

Insurancedeductible;

Secondaryresidences,e.g.cottages;

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

Landscaping,fencing,drivewaysandretainingwalls;

Recreationalvehicles,e.g.boats,snowmobiles;

Antiquesandcollections;

Lossofrevenueorwages;

Lossesrecoverablebylaw.


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7. Disaster relief cOmmittee

Adisasterreliefcommitteeshouldbeestablishedassoonaspossibleonceadisasterareahasbeen

declaredbytheMinister.Individuals,families,farms,smallbusinessesandnon-protorganizations

withinthedisasterareamaysubmitclaimstothelocaldisasterreliefcommitteewhosepurposeisto:

Raisefundsforthebenetofdisastervictims;and

Receiveandsettletheeligibleclaimsofthevictimsasecientlyaspossible.

s p h co

Municipalcouncilshouldconsiderpreparingalistofpotentialcommitteemembersinadvanceof

thedeclarationorasearlyaspossible,inordertoensurethatthedisasterreliefcommitteecanbe

activatedexpeditiouslyafteradisasterareadeclarationbytheMinister.escopeandnatureof

damageswillhelpdeterminehowmanycommitteemembersarerequired.

ecommitteememberscannotbemembersofcouncilandshouldhavenoconictofinterestin

thecollectionanddistributionoffunds.ecommitteeshouldavoidselectingmemberswhowill

likelybesubmittingclaimsfordamages.

Inunincorporatedareas,thecommitteeshouldbeappointedbytheorganizationorgroupthatmade

therequestfordisasterareadeclaration(e.g.localservicesboard).

Ifmorethanonejurisdictionisaectedbyadisaster,ajointdisasterreliefcommitteeshould

beformedwithrepresentativesappointedfromeachoftheaectedjurisdictions.Equitable

representationonthecommitteeisencouraged.

Opo o h D r co

edisasterreliefcommitteeanditssub-committees,ifany,actautonomouslyfrommunicipal

council,operatingwithinprovincialguidelinestoraisefundsandsettleclaims.ecommittee

ensuresthatallclaimsaredealtwithfairlyandequitably.Dependingontheseverityofthedisaster,

thedisasterreliefcommitteemayoperateforaperiodofseveralmonthsorforuptooneyearor

more,inordertoreceiveandsettleallclaims.Membersofthedisasterreliefcommitteereceiveno

remuneration.eycanbereimbursedforexpenses,however,suchastraveltomeetings.


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Usuallyprogramadministration,nancialrecordsandpaymentsaremadebyamunicipalityupon

therecommendationofthedisasterreliefcommittee.eprogramadministrationcostsofthe

disasterreliefcommitteeareincrementaltonormalmunicipaladministrationactivities,andare

eligibleforreimbursementfromtheMinistry.esecostscouldinclude:

Aprogrammanagertoassistthedisasterreliefcommitteewithdaytodayoperations,fundraising

andclaimsettlement;

Aninsuranceadjustertoassistwithreviewingclaims;

Secretarialandothersupportstafees,auditfees,stationary,printing,advertisingandpostage

costs;

Rentalofocespaceandfurnitureifnecessary.

Alladministrativeexpendituresofthelocaldisasterreliefcommitteemustbedocumentedand

keptseparatefromfundraising.Noadministrativecostsaretobedeductedbythedisasterrelief

committeefromthelocallyraisedfunds.Alldonationsmustbechanneleddirectlytothedisaster

reliefcommitteetobematchedwithprovincialfundsupto2:1andusedforclaimsettlement.

rpob o h D r co

eresponsibilitiesofthecommitteeareasfollows:

Appointachairpersonandappropriatevice-chairsforsub-committees,whereestablished;1.

Appointatreasurerandasecretary,ifoneisrequired.etreasurershouldnotbea2.

memberofthecommitteebutshouldbeamunicipalstapersonor,dependingonthescaleof

theemergency,apaidcontractposition;

Establishadisasterrelieffundandbankaccounttoreceivedonations;3.

RegisterasacharitywithRevenueCanadatoreceiveacharitableregistrationnumber,ifnot4.

availablethroughthemunicipality;

Solicitdonationstothefundandorganizefundraisingactivities;5.

Establishproceduresforthereceipt,appraisal,andsettlementofclaimsforlossesanddamage;6.

Advisethemunicipalitytoissueadvancepaymentsinexceptionalcircumstancesnotexceeding507.

percentoftheestimatedeligiblepayout;

Distributeclaimforms;8.


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Advertisetheexistenceofthefund,availabilityofassistance,andtermsonwhichassistancewill9.

beprovided;

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

claimsgreaterthan$500;

Approvepaymentsinaconsistentmannerbasedonreportsfromtheadjusterand/orprogram11.

manager,andinaccordancewithODRAPguidelinesandthecommitteesprocedures;

Advisethemunicipalitytomakepaymentstoclaimantsusingthemunicipalnancialsystem;12.

Hireauditorstoreviewtheactivitiesofthefundandprepareanauditreport;and13.

SubmitanauditedreporttotheregionalMunicipalServicesOceforreviewandnalpayment14.

oftheprovincialcontribution.

gd o D r coeregionalMunicipalServicesOcewillprovideacopyoftheGuidelines for Disaster Relief

Committeesfortheuseofthecommitteeandsub-committeemembers.eGuidelinesoutlinethe

operationsofthecommitteeandtherolesandresponsibilitiesofthesub-committees.eyalso

containasectiononbestpracticesusedbyotherdisasterreliefcommitteesandachecklistofitemsto

assistnewlyappointedcommitteemembers.

e f Hdhp

Insomeinstances,victimsofanaturaldisastermaysuerextremenancialhardshipbecauseoflossesand

expenseswhichdonotqualifyforassistanceunderODRAPandforwhichothersourcesofassistanceare

unavailableorinadequate.edisasterreliefcommitteemayprovideadditionalnancialassistancein

thesecases.Asub-committeehavingprovincialrepresentationmustrstbeestablishedtodealwiththe

cases,asoutlinedintheGuidelinesforDisasterReliefCommittees.


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8. emergencY PrePareDness anD resPOnse in OntariO

idd d f

Individualsandfamiliesareexpectedtotakereasonableprecautionstoensuretheirownsafetyand

protection,aswellasthatoftheirproperty.Anemergencysurvivalkitshouldallowthemtomanageforaminimumof72hourswithoutemergencyintervention.

ODRAP is not an alternative to adequate private insurance coverage and sound risk

management practices. Claimsfromhouseholdsandbusinessesshouldbedirectedrsttoinsurance

companiestodeterminethepolicyholderscoverage.

Intheeventofanaturaldisaster,individualsareexpectedtobeartheinitialresponsibilityfortheir

losses.Ifthelossesaresoextensivethatindividualscannotcopeontheirown,themunicipalityand

thecommunityatlargeareexpectedtoprovidesupport.

ad mpy

Mostincidentsthatdooccurarehandledatthelocallevelbytrainedemergencyresponders.Inthe

eventofalargerincident,theheadofcouncilmaydecidetodeclareanemergencyandassemble

localocialsatthemunicipalEmergencyOperationsCentre.isapproachensuresacoordinated

andeectivestrategicresponse.Often,municipalitiesaugmenttheiremergencyresponseoperations

throughmutualassistanceagreementswithneighbouringmunicipalitiesandspecialarrangements

withlocalserviceorganizationsforemergencysocialassistance.

Ifanaectedmunicipalityhasexperiencedextraordinarydamagetoitspublicpropertyand

infrastructure,damageclaimsshouldbedirectedrsttoinsurancecompaniestodeterminecoverage

undermunicipalpolicies.MunicipalitiescancontacttheregionalMMAHMunicipalServicesOce

todiscusscostsandeligibilityforassistanceforuninsuredpublicandprivatepropertydamageunder

ODRAP,asdescribedearlierinthisdocument.

f no co

eMinistryofCommunitySafetyandCorrectionalServices,EmergencyManagementOntario,

isresponsibleforcoordinatingarrangementsandrespondingtoanemergencyinaFirstNations

community.


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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 theEmergency Management and Civil Protection Act.

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

Central Toronto: 1-800-668-0230

Northeastern Sudbury: 1-800-461-1193

Western London: 1-800-265-4736

Northwestern 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 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

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 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 relief

efforts. The committee will be given a copy ofGuidelines for Disaster Relief Committees.

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 ree) to report a declaration o a local emergency under the EmergencyManagement and Civil Protection Act.

Contact local Municipal Services Oce o the Ministry o Municipal Aairs and Housing:

Central oronto: 1-800-668-0230 Eastern Kingston: 1-800-267-9438

Northeastern Sudbury: 1-800-461-1193 Western London: 1-800-265-4736

Northwestern Tunder Bay: 1-800-465-5027

Ask about appropriateness o assistance under ODRAP. Request clarifcation about the date

or submitting a municipal council resolution and the Municipal Disaster Inormation Report.

Te resolution must be passed and orwarded to the Minister within 14 working days o the

onset o the disaster event, along with the Municipal Disaster Inormation Report.

Establish a process or receiving reports o private damage rom individuals, amilies,

businesses, arms and not-or-proft groups such as a municipal call centre, online or door-to-

door survey, i necessary. Record the number o damaged properties covered by insurance.

Estimate amount o public and/or private damages using the Municipal Disaster Inormation

Report. Fill in as much detail as possible, i.e. number o households/ businesses/ arms/non-

proft organizations. Do not include damages sustained by cottages/seasonal properties. Map/

chart/document damage area including peripheral areas. I possible, take pictures o damage.

I there are reports o private damage, start undraising as soon as possible.

Contact local banks to arrange to receive donations until accounts can be opened by the disasterrelie committee. Seek legal advice about issuing tax receipts or donations and/or applying to

the ederal government or the charitable organization tax status.

Consider preparing a list o potential committee members in advance in order to ensure that the

disaster relie committee can be activated expeditiously ater a disaster area declaration is made

by the Minister o Municipal Aairs and Housing. Te scope and nature o 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 or ODRAP

purposes.

Establish a municipal council contact or the disaster relie committee.

Contact local MMAH Municipal Services Oce with date/time o inaugural meeting o the

disaster relie committee.

Once the disaster relie committee has been established, the committee can take over relie eorts. Te committee will be given a

copy o Guidelines or Disaster Relie Committees.

aPPenDix a: Disaster cHecKlist fOr municiPal cOuncil

Completed Pending ask


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aPPenDix B: examPles Of infOrmatiOn requirements

fOr tHe municiPal Disaster infOrmatiOn rePOrt

Dateofthedisasterevent

DateofemergencydeclaredundertheEmergencyManagementandCivilProtectionAct

DateofmunicipalresolutionrequestingadeclarationofadisasterareabytheMinisterof

MunicipalAairsandHousingforthepurposeoftheOntarioDisasterReliefAssistanceProgram

Municipalcontactinformation

Descriptionofdisasterandcharacteristicsoftheareaimpacts

Informationaboutpersonalinjuryandlosses

Estimatedcostsofevacuationandshelter

Descriptionandcostestimateofpublicpropertydamage

Descriptionandcostestimateofprivatedamage

Informationabouttheneedforearlynancialassistance

ContacttheregionalMMAHMunicipalServicesOcetoreceiveaMunicipalDisasterInformation

Report.


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my o mp a d Ho

Queens 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

Disponible en franais

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Documents

Program Guidelines for Disaster Funding in Ontario