CHAPTER-VII

INSTITUTIONAL ARRANGEMENTS AT THE DISTRICT LEVEL

7.1 Responsibilities of the DC, ADC, DRRO, FO, (DRM) SP, DMO, DVO and other Line Departments:

7.1.1 Roles and Responsibilities of the Collector and District Magistrate

PHASE	ACTIVITIES	OTHER OFFICIALS TO BE INVOLVED	RESOURCES/ EQUIPMENTS TO BE PROCURRED FROM
Pre-Disaster	Preparedness Before the Disaster: Reviewing and analyzing the calamity situation in the district over the next one-year through a meeting at the District level involving all the departments of the district as well as block and GP levels and the locally active NGOs/CBOs Identifying disaster prone zones and strategies to stay prepared for the worst. § Ensure IEC through Emergency section/BDO’s /COs/NGO’s /AW centers /Street plays/ Workshops / Wallings. Reviewing the DCR and making it functional as per SOP fixed by him (SOP to be prepared earlier) Making the DCR well equipped and depute senior officers from time to time to review the receipt of information and dissemination. Calling a meeting for NGO/CBO co-ordination. And discuss issues such as Capacity assessment of different NGOs/CBOs and ask them to adopt certain vulnerable areas to avoid overlapping and duplicity. Preparing a checklist (containing the dos and don’ts) and pass that on to the NGOs/CBOs Ensuring/installing communication system to the inaccessible villages. Checking stock of the Public distribution system and arrangement of the temporary godwons. Checking the Resources with other department such as Police, Fire, Civil Defense and of NSS/NCC/NYKS. Keeping stock of road cleaning equipments and vehicles for relief operation. Assigning specific duties to different officers/Sr. Officers at Headquarters. Staying in constant touch with other line departments. § Ensuring proper functioning of warning systems & communication systems. § Ensuring Mock drill of the rescue and relief teams. § Preparing a map showing the location of temporary shelter camps and cyclone shelters with accessibility. § Identifying flood/cyclone Shelter/Temporary shelter in high elevated places and arrangement of tents etc Identifying and mapping of Disaster (of all kinds) Prone areas Ensuring formation of village level Disaster Management Committee through Block Development officers. Dissemination of Warning: Receiving Warning from reliable sources and crosschecking them for authenticity. Disseminating warning to District level officials /Revenue field functionaries /PRIs & coordination with the Revenue control room Keeping the Control Room active round the clock. Distributing duties to the District level officials, Sub-collectors, Tahasildars and BDOs. Arranging vehicles and public address systems for information dissemination. Establishing coordination with the NGOs/CBOs and the village communities and assigning them duties. Issuing warning to fisherman through Tahasildars/Dist. Fisheries officer/Asst. Director fisheries, well in advance Asking the people in the vulnerable areas to move to the shelters and to move their domesticated animals to safer places and to cooperate with the volunteers and other officials engaged in similar activities	All District level officials. ADC, EAC, SDO, CO DRRO/FO (DRM) DRRO/FO (DRM) All BDOs DIPRO (District Information and Public Relation Officer.) BDOs, CDPOs DRRO/FO DRRO/DFCSO Police, Fire, Civil Defense. DRRO/FO (DRM) All District level officials. All EACs. All COs. All BDOs DIPRO. Dist. Fisheries Officer. Leading NGOs. Police.	Principal Commissioner, Directorate of RR&DM, Itanagar POLICE/FIRE R&B/NH DIPR, Directorate of RR&DM, Itanagar RR&DM Deptt Civil Defense. Commandant/coordinator of NCC/NSS/NYKS/Home Deptt Directorate of RR&DM, Itanagar Directorate of RR&DM, Itanagar VHF from the Police/Dept of RR&DM. HAM RADIO from Dept of RR&DM. Mike-set /Batteries/Generators available in the district office of DIPRO/ from the Private parties on requisition
During Disaster	Search, Rescue and Evacuation: To co-ordinate with Civil defense, NGOs/CBOs. /Police for support. Arrangement & Deployment of boats/vehicles etc. for evacuation Evacuating people from marooned areas and administer emergent relief. Organizing trained task force members and deputing to be marooned & Cut-off areas for evacuation. Deployment of police for maintaining discipline and peace keeping during evacuation Mobilizing people to move to flood/cyclone shelters. Deployment of Power Boat/Country Boat (Govt./Private) for evacuation wherever necessary. Deployment of Police/Fire Brigade for search and rescue. Co-ordination with the NCC/NSS/Civil Defense/Rajya Sainik Board etc. for rescue operation Ensuring proper utilization of the rescue materials. Providing Rescue kits at the affected areas Distribution of Relief Materials: Keeping a record of the affected area and people so as to account for the relief materials needed. Procurement and transportation of relief materials to affected areas Arrangement of free kitchen in the shelter camps & affected areas and assigning the responsibilities to officials for proper distribution Coordinating with the NGOs/CBOs Encouraging other voluntary organizations from outside for rescue and relief operation. Distribution of basic medicines and disinfectants to prevent epidemic Ensuring Health care activities by the CDMO in the shelter camps & through mobile Units/Temporary Health in regular intervals Ensuring Cattle health activities by the DMO through Mobile units/Temporary Health camps in the affected areas Ensuring that there is enough storage of food and pure water in the shelters. Monitoring all the activities in the affected areas.	Police Fire Brigade. Leading NGO. COs. BDOs. Programme Co-coordinators of NSS/NCC/Defense units. DC, DRRO, FO SP DMO, DVO, COs BDOs Medical Officers Paramilitary Forces Police. PHED/IFCD. /MVI/other line departments Leading NGO	1.Power Boats /Country Boats/vehicle/rope/rescue kits and trained resource personnel from Dept of RR& DM/Civil Defense/ Hired from the private parties according to the requirement FCI, Private stockiest, SRC, Director Health services, Director Animal Husbandry, PSUs/UNICEF/ UNDP/Other NGOs/INGOs
Post-Disaster	Short-term Measures: Formation of special task force with required equipments. Assigning responsibilities for specific areas. Emergency cleaning of debris to enable reconnaissance. Clearing fallen trees and branches from the roads to facilitate local relief work. Forming a work team carrying emergency tool kits. Deployment of towing vehicles, earth moving equipments, cranes, Construction of temporary roads. Keeping National & other Highways clear from disaster effects Assessment of damage. Temporary supply of food, drinking water and medicines to the shelters and affected areas Arrangement for safe shelter for animals. Providing the lighting facilities for shelter places. Deployment of home guards and constables to maintain law and order Providing temporary arrangements for income generation for the affected people Drought resistance short duration paddy seeds to be made available to farmers. Encouraging NGOs/INGOs from outside to carry out restoration and reconstruction works Ensuring crop insurance Supervising all the activities Long Term Measures Immediate restoration of Road communication,. Irrigation system, Educational institutions, Govt. Institutions, Electrical installation, Drinking water supply, Construction of IAY houses for the BPL families and massive costal area plantation to maintain ecological balance. Meeting with district level officials /Officials at Head quarter and chalk out emergency plan with vulnerable areas and resource list Co-ordination meeting of NGOs /PRIs. &Assignment of duties.	All the district level officials /officers at district Headquarters/BDOs./DUDA/POLICE/PARAMILITARY FORCES and other line departments DDMC & Action groups	Cranes, Road cleaning equipments, Water tankers, funds, vehicles, Gen sets, Earth moving equipments, seeds, fertilizers, pump sets, /Military cantonment / PHD, IFCD, District Horticulture and Agriculture Office Funds from all possible Sources
	Pre-positioning of staff in the likely cut off areas Arrange food and other basic requirement for emergency response. Collect information from different areas and to act accordingly. Co-ordination meeting with officials at Headquarters by 12 hours intervals and 24 hours intervals with the field officials. Regular collection of situation report of the risk and vulnerable areas from the officers assign for the purpose. Provision for administering emergent relief and the other basic needs Contact with SRC for supply of Temporary shelter materials. Keeping in touch with CSO for supply of food articles procuring from FCI/Whole sellers. Deputation of Volunteers to different probable affected areas. Helping the evacuees for returning to their houses. Immediate arrangement of free kitchen in the cut-off and inaccessible areas Relief distribution. Monitoring of Relief distribution. Provision of drinking water Provision of Medical facilities. Repair/Restoration of Roads. Transportation of Relief and Human Resources	All District level officials/NGOs/CBOs/ SDOs/ COs/ EACs/ Officials of the District office/RR&DM	Materials for temporary shelter procured from DFO/SRC/OSDMA/UNDP/NGO/PSUs etc. Vehicles /Private agencies. Medical requirements from DMO Cattle feed from DVO Volunteers

7.1.2 Roles and Responsibilities of the Additional Deputy Commissioner (A.D.C)

PHASE	ACTIVITIES	OTHER OFFICIALS TO BE INVOLVED	RESOURCES/ EQUIPMENTS REQUIRED	REMARKS
Pre Disaster	Preparedness: § Playing a second fiddle to the Collector in all aspects Warning Dissemination: § Ensuring proper dissemination of warning both downward and upward level improper interval of timing. § Ensuring proper functioning of Control room § Deployment of Office in charges of Collectorate in control room round the clock basis.	DRR,FO POLICE, BDOs, Administrative officers, DRRO/FO, Other officials of the dist office.	VHF, Telephone, HAM Internet Connection	Comprehensive planning and proper situational and hazard analysis
During Disaster	Rescue and Evacuation: Arrangement of Vehicles Keeping the Police and Fire Personnel ready Keeping staffs at the DCR ready Deployment of additional staff if necessary Distribution of Relief: § Proper allocation of relief materials to the affected areas Allocation of officials for proper distribution of relief materials Supervision of relief distribution	MVI POLICE, BDOs, Administrative officers, Telecommunication, Other officials of the dist office. Paramilitary forces, NCC/NSS NGOs/CBOs Relief team headed by DC	Vehicles, Police personnel, Other staffs VHF, Telephone, HAM Internet Connection	Things to be done on war footing and with careful monitoring
Post-Disaster	Restoration: Keeping liaison with all line departments Restoration of roads, transport and communication systems Collection of progress report on restoration and reporting to the Govt/DRRO/Directorate of RR&DM Periodical visits to the affected areas to supervise the restoration works Distribution of Relief Materials: Procuring the list of the affected people and property from the BDOs/COs Preparing a comprehensive damage report Allotment of relief materials/financial assistance Monitoring to make sure that everything is at its place Coordination: Coordination with line departments and civil society organizations Supervision of restoration activities under taken by different voluntary agencies.	All BDOs/Administrative, Officials of RR&DM Department NGOs/CBOs & Line department	Reports on repairs/ restoration	Careful listing of beneficiaries and proper distribution

7.1.3 Roles and Responsibilities of the DMO

PHASE	ACTIVITIES	OTHER OFFICIALS TO BE INVOLVED	RESOURCES/ EQUIPMENTS TO BE PROCURRED FROM	REMARKS
Pre-Disaster	Preparedness and Warning Dissemination: Stock pilling of Life saving drugs/ORS packets/Halogen tablets on receipt of warning from the DC/EOC Transmission of messages to all PHCs to stock medicines and keep the medical staff ready Disease surveillance and transmission of reports to the higher authorities on a daily basis. Vaccination. To obtain and transmit information on natural calamities from the DCR Advance inoculation programme in the flood/Cyclone prone areas. Ensuring distribution of areas of operation among the mobile team. Pre-distribution of basic medicines to the people who are likely to be affected Shifting the patients who are in critical situation to the District Hospital Awareness messages to stop the outbreak of epidemics Conducting mock drills	DVO DMO DVO Medical Officers of PHCs/CHCs. ICDS NGOs/CBOs Private Practitioners in the locality/First Aid Trainers	Medicines, Required medical equipments, First Aid kits Ambulances, Public Address systems, Mobile vans, Tents
During Disaster	Rescue and Evacuation Constitute mobile teams and visit the worst affected areas. Dis-infection of Drinking water sources. Opening of site operation camps Regular Health Check up at Shelter camp/Cyclone shelter & affected areas Assigning responsibilities to the ADMOs/ SDMOs for close monitoring of Health camps.	-do- Rescue team, Volunteers at the Shelters, Police, Fire officers, Trained volunteers	-do-
Post-Disaster	Restoration and Rehabilitation Organization of Health Camps, Deploying mobile fully equipped and manned Medical vans Close monitoring of Health camps. Ensuring adequate quantities of medicine/disinfectants Making sure that there is no out break of water borne diseases/Malnutrition Co-ordination with the District Rehabilitation Committees, other line departments, NGOs /ICDS projects, village committee, PHED, RWD, etc.	-do-	-do-

7.1.4 Roles and Responsibilities of the SP

PHASE	ACTIVITIES	OTHER OFFICIALS TO BE INVOLVED	RESOURCES/ EQUIPMENTS TO BE PROCURRED FROM	REMARKS
Pre-Disaster	Preparedness and Dissemination of Warning Reception of Warning from the DCR Communication establishment with District and Block/Tahasil Control rooms and departmental offices within the division. Alerting the APR force for deployment at the time of calamity To issue directive to police field functionaries to co-operate with Revenue Personnel in management of Relief operation.	Home Guard/Paramilitary force/ APR forces EO, SIs	VHF, Other improved telecommunication systems SP signal.
During Disaster	Rescue and Evacuation: Clearance of roads and other means of transportation Traffic management and patrolling of all highways and other access roads to disaster sites Making sure that discipline is maintained Assistance to district authorities for taking necessary action against hoarders, black marketers and those found manipulating relief material Co-ordination with fire personnel. Provision of security in transit camps/feeding centers/relief camps/cattle camps/cooperative food stores and distribution centers Safe guarding of belongings of evacuees Distribution of Relief: Maintaining laws and order at the Shelters and the relief camps Coordination with military service personnel in the area Deploying officers/ police personnel to record death cases Assisting the community in organizing emergency transport Assisting the District officials/NGOs in distribution of relief materials. Providing escorts in transit of relief materials to the relief camps/affected areas.	-do- NCC, NSS Trained Volunteers Local Youth NGOs/CBOs	-do- Rescue kits, Vehicles Equipments for clearance of roads and water logging Boats and other related stuffs	No Scope for Complacency
Post-Disaster	Short term Measures: FIR of the disasters, the damages and the death cases. Assisting in collection of damage statistics of private properties and distribution of assistance such as HB grant/ sand-cast subsidies. Maintaining law and order Long Term Measures: Close Coordination with district administration and local/external NGOs in reconstruction and rehabilitation process Assisting the District authority whenever the need arises Periodical visits to the affected areas to ensure law and order		Vehicle communication systems.

7.1.5 Roles and Responsibilities of the Field Officer

PHASE	ACTIVITIES	OTHER OFFICIALS TO BE INVOLVED	RESOURCES	REMARKS
Pre-Disaster	Making sure that everything stays at place in the control room. Seeing to it that the DDMP and the contingency plan for flood/cyclone reach all the line departments. Receiving the Warning from SRC, Department of Relief, Rehab and Disaster Management, Itanagar and crosschecking them with IMD and in websites for authenticity Disseminating the warning to the block/Tahasil offices and asking them to disseminate further to reach each and every household. Deploying the staff of the control room for round the clock alertness. Making sure that all the shelters receive enough water and food stocks in advance Establishing contact with all the line depts. Over phone, email, wireless, sat phone and VHF Procuring all the required resources from all the possible sources. Regularly updating the information received from the blocks	BDOs, Tahasildars, NGOs/CBOs, EOC Staff,	VHF from the Police/OSDMA. HAM RADIO from Department of Home Mike-set /Batteries/Generators available in the district office/ from the Private parties on requisition
During-Disaster	Coordinating with all the line departments for rescue and evacuation. Checking the stocks with the DCR and asking for more if needed. Distributing the relief materials to all the places. Checking every bit of receipt and dispatch of relief items Establishing round the clock contact with all the depts., BDOs and Administrative Officers and with the shelters.	DC, ADC, SP, DMO, DVO, BDOs, COs, NGOs/CBOs, DCR Staff, NGOs, Community level Volunteers	Relief Items, Food Stocks, Rescue and evacuation equipments, Vehicles,
Post-Disaster	Receiving the list of beneficiaries from different blocks and GPs Crosschecking the list of beneficiaries to avoid fabrication	BDOs, COs, Beneficiaries

7.1.6 Roles and Responsibilities of the BDOs and Administrative Officers

PHASE	ACTIVITIES	OTHER OFFICIALS TO BE INVOLVED	RESOURCES/ EQUIPMENTS TO BE PROCURRED FROM	REMARKS
Pre Disaster	Preparedness: Providing authentic information required by the DCR Preparing a record of previous disasters in the locality and analyzing the effects Preparing hazard maps of the Block./Tahasil & the GPs in minute details Mapping the cut off areas with alternate route map. Identification of shelter places in the maps Keeping a List of storage Points & facilities available, dealers of foodstuffs. Keeping a list of vulnerable people and area and weak points on embankments (if applicable) Creating a Control Room at the respective level and assignment of duties to the staff. Pre-positioning of staff for site operation centers. Uninterrupted communication with the DCR Arrangement of alternative communication/generator sets, etc Formation of GP/village level disaster committees and task forces Arrangement of boats on hire available locally. Deployment of Boat in the most vulnerable areas. Organizing awareness camps at GP/village levels Dissemination of Warning: Crosschecking with the DCR for the authenticity of the warnings Arrangement or requisition of Jeeps/Trekkers/ Auto Rickshaw to disseminate received warning information’s to the population of vulnerable / weak places Dissemination of warning/ coordination with District control room. Warning the people about probable affected areas Mobilizing the people to leave for identified shelters with their domestic animals and personnel belongings.	All the Block & Circle functionaries. Police/Fire personnel/RTO/ Village/GP level task force/trained volunteers Local NGOs/CBOs	Vehicles, Police personnel, Other staffs VHF, Telephone, HAM Rescue kits Mobile Vans, Boats(country& power)	If possible prepare Contingency plan for all the Vulnerable Villages
During Disasters	Rescue and Evacuation: Deployment of Police/Fire Brigade for search and rescue. Co-ordination with civil defense/NCC/NSS/Scouts & Guides for rescue operation. Ensuring availability of rescue materials. Guiding the evacuees in the identified shelter places and arranging all common needs for them. Provision of rescue kits. Clearance of roads and water logging for restoring communication to affected GPs/Villages. Assisting the District Team in every possible ways Coordinating with the NGOs/CBOs for rescue work Mobilizing the local youth to help the rescue team Distribution of Relief: Keeping the record of everything at the shelters Arrangement of free kitchen in the shelter camps./worst affected areas. Deploying staff for proper distribution of relief materials Arrangement of communication system in the worst cut off areas. Ensuring supply of safe drinking water & health facilities in the effected areas/shelter camps. Coordination with NGOs/Other voluntary organizations	-do-	-do- Food stocks and other indispensable items	Things have be done on war footing and effectively
Post-Disaster	Restoration and Reconstruction: Collection of damage statistics of PR department properties /ICDS/school buildings etc. Ensuring just distribution of HB grants and other financial assistance Provision of temporary income generation activities for the worst affected people Supervision of Relief operation and restoration work in the affected areas. Restoring the transportation and educational institutions on high priority Helping the local economic activities to come back to normalcy Provision of grants/loans for the local traders and shop-keepers Keeping liaison with District administration and other line departments Ensuring coordination with the Village committee. Co-ordination with NGOs/Civil society organization etc.	-do-	-do-	Careful assessment to be done for facilitating the reconstruction and restoration works

7.1.7 Responsibilities of other Line Departments:

DESIGNATION OF THE OFFICER	DUTIES TO BE PERFORMED IN NORMAL TIME.	DUTIES TO BE PERFORMED AFTER RECEIVING 1^ST WARNING	DUTIES TO BE PERFORMED AFTER THE DISASTER.
Asst.Egineer, Electrical	He should see that the field staff checks the electrical line and replace old materials used in the power supply. He should see that all had wiring in service connections are rectified. He should enumerate the diesel sale available and his jurisdiction and keep it available. He should see that the report regarding cyclone warning should be reported to other subordinate offices. He should see that trees, branches etc. fall on electrical lines are out and removed. The field staff should see that electrical supply in the places where cyclone may be serving is cut off. The field staff should be in touch with local Tahasildars and inform the situation at frequent intervals. To provide Diesel generators to hospital water works. Control Room Collector’s office in case of failure of powers.	On receipt of the 1^st warning it should be communicated to all the subordinate staff. He should see that all the vehicles under his control be kept in perfect order. Alert the entire staff to return their Hqrs. And get in touch with immediate requirement. They should give wide publicity that houses consumers should arrange lanterns and battery light for use in case of power is out off.	Restoration of power lines on priority to: - 1.Hospital, Water supply 2.Control Room 3. Railway station and 4.to other office on priority as per list appended. Live wires on ground should be removed promptly. Damaged or felled electrical poles should be immediately replaced and obstructions on roads should be got removed.
Executive Engineer, IFCD, RWD	The branches to canal drain bandha to be closed. The Embankments should be Strengthened. It should be checked whether the passage bridge and channels are in good condition. The obstruction in the canals if any should be got removed immediately to be enabling free flow of water. The bocks and shutters of the canals are to be checked and satisfied that they are in good condition. The instruments and materials etc. required attending to immediate repairs breach of closures etc. should be stacked at places where they may be required locating such places early. Navigation in the canal should be stopped. Water supply in to canals should be out off by closing the sluices. The canals and drains should be free from constructing and they should be made available for free discharge of drain water.	1^st warning should be communicated to all the subordinate staff lock suptd. And employees. They should be alerted to check whether the canals and drains are in proper condition to allow free flow of water. The stations tour should take their duty places and be readily available. Keep sufficient no. Of vehicles for one by the staff on cyclone duty. Lunches to be requisitioned.	Damages due to Hazards to Govt. properties lives of man and cattle etc. should be assessed and reported to Tahasildars, Sub-Collector concerned immediately.
Fire officers	The Fire Engineers should alert and other vehicles should be kept in good working condition. Materials required for use in emergency should be indented for and kept in reserve Message received from public on disaster for help should be immediately attended. Keep in touch with each of the other fire stations in the district.	The 1^st warning should be immediately communicated to fire stations. The staff should be called on for duty. Full complement of the staff should be available for the vehicles should be obtained and kept in reserve.	Removal of collapsed houses, walls etc. should be attended Persons involved in house collapsed should be promptly reserved. Report on the relief activities, under taken should be promptly reported.
Executive engineer PWD	Govt. buildings should be inspected and necessary repairs to be got executed to with standing hazards affected. Script for slides, pamphlets, and cultural programmers should be got prepared immediately. Arrangements should be made to obtain poster and films by addressing the Director through the Collectors. Public addresses equipment should be obtained kept ready. The community Radio sets available in the coastal villages should be ascertained The names of Hamlets where they are not available to be reported. The public should be fully educated regarding the precautionary measures & after cyclone through available media. Specific duties should be assigned to the field staff. The field staff should proceed to the place of work allotted and be ready to attend to cyclone duty.	The 1^st warning should be communicated immediately to all subordinate officers. Wide propaganda should be arranged. The Sub-Divisional public relation officer should be available at their Hqrs.& got ready for cyclone duty with short notice. Ensures that all community Radio sets are in working condition.	Photographs of damages should be taken. The field staff should conveying formation regarding the quantum of disaster loss of property lives men and cattle. They should be posted with up-to-date information and the information should be passed to the Collector immediately.
District Transport Officer Motor Vehicle Inspector District Food & Civil Supplies Officers DTO	List of vehicles running condition to be requisitioned kept ready. The MVI/Asst. MVI will report before A.D.M. (Relief) The Asst. Engineer & Jr. Engineers will remain alert. Based on the experience on the previous cyclone sufficient no. of trucks should be procured and kept in District head quarters. To contact all Block Control Room and Collector’s Office.	Availability of petrol, oils should be ensured. The R.T.Os and M.V.Is should be asked to serve requisition orders on owners of vehicles for cyclone duty. Soon after receipt of 1^st warning all the public call officers to be informed to instruct the village Munsi / Sarpanch / Postmaster for dissemination of warning in the villages. All telephone sets to be informed of cyclone warning soon after the receiver is lifted from the Book as in the case of New year’s greetings and to request to telephone users to convey cyclone warnings to other public. Provision of vehicles. B.D.O. for relief.	Electricity Deptt. for restoration. Roads and buildings for clearance. Restoration of Telephone lines to control room to Collector, Hospital, fire station S.P. and other offices as per the list appended.

7.2Disaster Management Committee at the District Level:

The District Disaster Management Committee (DDMC) came into existence because of the frequent occurrence of disasters in the district. The primary aim of the committee is to have proper coordination among all the line departments. The Deputy Commissioner is the Chairman or District Disaster Manager of the DDMC and the district level response is coordinated under his guidance. The District Disaster Management Committee exists to assist the Deputy Commissioner in

• Reviewing the threats of disaster
• Analyzing the vulnerability of the district to such disasters
• Evaluating the preparedness and
• Considering suggestions for the improvement of the District Disaster Management Plan

7.21 RESPONSIBILITIES OF THE COMMITTEE

v To educate the public on different flood and other man-made or natural hazards and what protective steps should be taken

v To make arrangements for emergency action

v To effect evacuation from the affected villages when necessary

v Rescue and Rehabilitation

v Post disaster action and review

7.2.2Timeline for Meeting and Membership:

The DDMC must meet at least once in six months i.e. in the month of April and September* before the Disaster Season of Lower Dibang Valley under the chairmanship of the Deputy Commissioner to update the plan. For this one month’s prior notice should be given to all concerned departments before convening the meeting. The Chairperson of the Zilla Parishad should be invited as a “Special Invitee” in the meeting of the DDMC. DC should review the work of DDMC regularly. An emergency meeting will hold whenever information is received from the State Meteorological Department expecting to onset of heavy monsoonal rainfalls, earthquake, etc. The Committee will meet almost daily till the emergency is over.

The Deputy Commissioner should include in the agenda of the District Coordination Meeting, the subject of updation of the district disaster management plan by incorporating the changes in names of officers, of telephone numbers and addresses of the officers concerned. The Deputy Commissioner should also take review of changes in other indicators pertaining to the district like creation of additional infrastructure, development projects, changes in inventories, etc. and incorporate these changes while updating the Plan. The members should substantiate/assist the Committee with all the updated information about their concerned areas of operation time to time.

7.3 1. District Control Room (DCR)

This section is prepared to help the members of District Control Room to understand the structure and functioning of District Control Room. Following the important Three C’s i.e. COMMAND, CONTROL & COMMUNICATION for effective response in an emergency, we will be able to minimize the hardships of the community and improve the quality of the process of recovery. This control room will be able to provide timely, supported and well thought –of interventions to the grass root staff as well as volunteers as it will be the hub of three C’s.

7.3.2. Purpose of the DCR

The District Control Room under the control of Deputy Commissioner will operate round the clock and will be the nerve center to

v Monitor

v Co-ordinate

v Implement the actions/activities for Disaster Management.

In a disaster time, the District Control Room will operate under the central authority of the Deputy Commissioner, exercising emergency power to issue directives to all departments to provide emergency response service. He would also co-ordination with the State Response Machinery like: State Control Room, Itanagar and Directorate of Relief, Rehab and Disaster Management for appropriate support and smooth flow of information. The Control Room should be manned round the clock. The District Control Room will be placed in the office room of the District Relief & Rehabilitation Officer.

7.3.3 Information Flow Chart of the DCR

7.3.4 Co-ordination Structure at District Level Control Room

Deputy Commissioner

(Disaster Manager)

7.3.5 Activity wise Flow of Information among Revenue Control Room, DCR and Site Operation Center:

7.3.6 Scope of Work of the District Control Room

Time Frame	Activities
Normal Time	· Ensure that all warning and communication systems, instructions are in working condition · Receive information on a routine and regular basis from the departments on the vulnerability of the various Grampanchayats and Villages to disaster · Receive reports on preparedness from the relevant district level departments and other departments, as per as the formats. Based on these reports, the DCR will forward the Preparedness Measures details on behalf of the Deputy Commissioner to the Principal Secretary, Relief, DRR&DM Control Room and NDMA · Upgrade and update District Contingency Plan (DCP) according to changing scenarios in the district update data bank and maintain an inventory of resources. · Update all information in the Websites. · Inform State Control Room, Directorate of Relief, Rehab and Disaster Management of any changes including updating of data bank and annexure · Monitor preparedness measures including simulation exercises undertaken by various departments. · Ensure proper dissemination of DCP at the district level, local level and disaster prone areas. · Identify appropriate NGOs/Private Sector Organizations, which can be assigned the task of community level preparedness. · Organize post-disaster evaluation and update DCP accordingly · Prepare reports and documents on district level disaster events and submit the same to State Control Room, the Principal Secretary, Relief, Dept of RR&DM, Itanagar
Disaster Time	§ Weather tracking and early warning dissemination § To collect and transmit information regarding matter relating to natural calamity. § Mapping of vulnerable areas § Database on civil society organizations and their activities § Database on volunteers § Facilitate regular meetings of civil society organizations and issue updates § Flow of information to State control room in Department of RR&DM § District level training of officials and NGOs in emergency response § Men and material management in emergencies with proper inventorization

7.3.7 Early Warning Dissemination

Warning

Report of

Occurrence

Warning

D. Commissioner

District Control Room (DCR)

Warning

Public

Information

TV, Radio, Press

DMO

Report

On

Coordination preparedness

7.3.7 Diagram of Responsibilities of the District Control Room Staff

Sr. clerk

Sr.Clerk

DRRO/ FIELD OFFICER

7.3.8 Warning or Occurrence of Disaster

The warning or occurrence of disaster will be communicated to:

® Chief Secretary, Emergency Operation Center

® Office of the Principal Secretary, RR&DM,

® All district level officials, DDMC,

® The officials of the Central Government located within the district

® Non – officials namely Guardian Minister of the district, Zilla Parishad President, MPs and M.L.As from the district or affected area

® Local units of the Defense Services

In the absence of the DC, ADC or Sub-Divisional Officer will officiate and exercise all the powers and responsibilities of the District Disaster Manager.

On the receipt of warning, all community preparedness measures and counter-disaster measures would come into operation.

7.3.9 Suggested Performa for “In” Message

Date

Time of receipt

In Message Sr. No.

Received From

Addressed To

Message transferred to

Copies to

Mode (WT/Tel/Message of receipt

Instruction/Follow up to be done

Remarks

7.3.10 Suggested Performa for “Out” Message

Date

Time of dispatch

Out Message Sr. No.

Related In Message No. If any

Addressed From

Addressed To

Copies to

Mode (WT/Tel/Message of receipt

Instruction/Follow up to be done

Remarks

7.3.11 Arrangements in District Control Room

The DCR is to be equipped with yet

· Action Plans

· Vulnerability maps

· List of key contact persons during emergencies

· Database on resources of the district

During disaster provision will be made in the Collectorate for

· First aid and other basic medical relief for the staff

· A rest room with adequate facilities and

· A kitchen and lunch room

7.3.12Communication Room

The Communication facility is made in the room of next to the DCR that function as the Communication Room. The existing police VHF system continues to be in contact with the DCR.

In addition, the following facilities are available in the DCR

· Telephones

· Fax

· One PC with modem and printer

· Mechanical typewriter

· Generator

Equipments to be installed in DCR

· Thermometer

· Fire Extinguisher

· A soft board to display information

· A hard board to note important information

7.4 Role of Zonal and Addl.-zonal Officer

For proper division of tasks during disasters the district of Dibang Valley has been divided into several flood/cyclone zones and sub-zones. The complete list has been given in ANNEXURE-I.

The Zone/Addl. Zone Officers receive weather/flood warning from District Control Room/Block Control Rooms, T.V. Radio/C.D.W.S. etc. Immediately on receipt of warning they will act as follows:

v They will depute Sub-Zone Officers to their appointed areas.

v Warn the people especially in low-lying areas through Sarpanch/ Ward Members/ Home Guards / Volunteer Organizations by bit of Drums in the villages and local markets.

v If the devastation is large loudspeaker may be used for dissemination of the messages and alert the people.

v They will assess and locate the nearest safe shelters and sound school building for evacuating the people.

v They will arrange vehicles/ other mode of transportation to shifting the people to the shelter point.

v They will assess the requirement of foodstuff, medicines, fodder etc. and take necessary measures accordingly.

v Co-ordinate with Line Departments for early restoration.

v Evacuate people from low-lying areas if situation so warrants. For this they may enlist

v Co-operation of local Youths, volunteers and CBOs, NGOs

v They should see that sufficient quantity of rice/wheat/Kerosene oil/Match Boxes/fuel etc., are made available through retail sale center and local markets.

v To take steps to guard the weak and vulnerable points in embankments through village volunteers, Home Guards and Police constables etc.

v If situation so warrants, start distribution of emergent relief in marooned areas after obtaining approval of DC, ADC, SDO concerned.

v There may be necessity of more vehicles for undertaking rescue and relief operation. In such circumstances they will immediately contact the DC cum DDMC Chairman

v To keep District Control Room informed about the situation and relief measures.

v To assess damages through field staff and submit preliminary report within 3 days of the occurrence of the calamity.

v To assess detailed damage and submit final damage report to Deputy Commissioner Office and District Control Room within a week.

v The BDOs in consultation with COs will assess damage to the private houses through DRRO & Field Officer. After assessment of damages they will conduct at least 10% test check to ensure correctness of the enumeration. Addl. Tahasildars and other officers deputed from different offices will also be engaged for check. After final assessment, proposal is to be sanctioned by COs concerned and submitted to SDO/DC for approval of House Building Grant State Relief Code and simultaneously requirement of funds should be indicated.

v All such works should be completed within 7 days from the date of occurrence.

v In case of human casualty, the COs concerned will bring proforma report from DRRO within 24 hours and submit report to Deputy Commissioner at once for consideration of sanction of ex-gratia under State Relief Code.