Community Emergency Preparedness Fund 2024 Application Worksheet

Emergency Support Services Equipment and Training

2024 Application Worksheet

Please complete and return the worksheet with all required attachments by January 26, 2024. Applicants will be advised of the status of their application within 90 days of the application deadline.

All questions must be answered by typing directly in this form. As all questions are reviewed and scored as part of the adjudication process, please do not leave any questions blank.

If you have any questions, contact cepf@ubcm.ca or (604) 270-8226 ext. 220.

SECTION 1: Primary Applicant Information

*Refer to the LGPS Online Application Form submission confirmation email

SECTION 2: Detailed Project Information

1. Proposed Activities. What specific activities will be undertaken as part of the proposed project? Refer to Section 6 of the Program and Application Guide for eligibility.

a) Equipment and supplies Our proposed activity is to bolster our equipment and supplies to increase our overall ESS operational capability and capacity especially around mass care scenarios should a catastrophic event affecting our communities. Specifically we wish to complement and increase our current inventory by purchasing equipment and supplies that will improve efficiency and management of our team. This includes the following items: * Cots: bedding required to bolster bedding supplies for evacuees in group lodging and/or for responders assisting with the evacuees. * Sleeping bags: same as cots. * Pelican Cases: 2 pelican cases will be used to safely transport from storage to Reception centres, our current IT equipment such as laptops, tablets, and printers. * Food, Freeze dried, vaccuum sealed, 25 yr shelf life: to provide initial nourishment of evacuees and responders during a catastrophic event. This would be required to help bridge a shortage of food until outside help arrived. * Water, Blue can (50 yr shelf life): to provide initial requirement for water to evacuees and responders should there be a disruption in municipal water supply after a disaster. This would bridge the gap short term until water services were restored and/or outside supply of water arrived. * Tables - for use by reception centre volunteers conducting registration and referrals as well as other operational and training events. * Chairs - for use by reception centre volunteers conducting regiostration and referrals as well as other operational and training events. * Generators - for use at reception centres and group lodging during power outages and there is a need to poiwer laptops, lighting, Wi-Fi routers and other ancillary equipment * Extension cords, and power bars - for use with generators and ESS IT equipment and lighting. * Lighting, Portable - for use at level one callouts as well as at reception centres and group lodging facilities when power is out. * Golf Shirts - uniform for ESS Volunteers so they are easily identified at reception centres, group lodging and Ikevel 1 callouts. Also provides a look and sense of professionalism. * Tents - required for shelter for evacuees when group lodging is at capacity or where group loding is not the best option for a family.

b) Training and exercises * JIBC self study manuals for training volunteers. Course will be facilitated by emergency management staff or completed at volunteers leisure. * NESST Conference registration - for 15 volunteers to attend virtual conference and gain valauble knowledge around ESS functions and ERA.

c) Volunteer recognition and retention * Plaques and frames - Will be used for presentations to volunteers for recognition of years of service and significant contribution etc.

2. Alignment with funding stream. Describe how your activities align with the intent of the funding stream (build local capacity to provide emergency support services through ESS volunteer/responder recruitment, retention and training, and the purchase of ESS equipment).

Every year we work to increase our ESS Teams effectiveness through training and the provision of equipment and supplies for the team to conduct operations as well as providing comfort to residents during emergencies and disasters, in the event that shelter, food and water supplies are scarce or in demand. This project meets that intent by adding to our existing supplies and providing training opportunities for volunteers to grow and improve their knowledge and skills in ESS operations and administration.

a) How will the proposed activities support the modernization of the local ESS program? Will the Evacuee Registration and Assistance (ERA) Tool be implemented? Knowlegde acquired during the NESST conference will provide more context around ERA, and provide an opportunity to network and problem solve issues regarding ERA. Additionally, while not a direct impact to ERA, the pelican cases will protect IT equipment used to conduct ERA functions.

b) Describe how the proposed project will increase emergency response capacity as ahost community. By increasing food, water and bedding we increase capacity to handle more evacuees in Colwood and View Royal, as well as providing additional capacity to the region. Training provided will also increase capability of our volunteers to conduct ESS functions and contribute to overall emergency management operations in a large emergency or disaster.

3. Engagement with First Nations and/or Indigenous Organizations. In the following questions, please identify the specific bands, Treaty First Nations, and/or Indigenous organizations as well as the specific traditional territory, reserve, or other First Nations' land that may be impacted by the proposed project.

a) Which First Nations and/or Indigenous organizations were proactively engaged as part of the development of this application? Esquimalt and Songhees Nations have been contacted and are aware of and in support of this application. View Royal has a contract for Emergency Management services with both Nations and as such any work we do benefits the Nations.

b) Which First Nations and/or Indigenous organizations will participate in the proposed activities and what specific role will they play? Both Esquimalt and Songhees Nations are recipients of our ESS team's services. The specific role they play is liaising with our ESS team and emergency programs around alternate means of housing, use of Nation owned facilities such as the Songhees Wellness Centre and providing potential new ESS volunteers. Additionally we have discussed that some of the supplies requested in this grant be stored in either or both the nations communities.

c) Please indicate the extent to which staff and/or elected officials have undertaken Indigenous Cultural Safety and Cultural Humility Training. In the 2023 - 2027 Financial Plan for the Town of View Royal, Truth and Reconciliation Awareness Training for Council and staff was budgeted for. As opportunities arise Staff and Council will participate in this training.

If applicable, please submit evidence of support for the proposed activities from First Nations and/or Indigenous organizations identified above. This could be in the form of a letter, email, or other correspondence.

4. Engagement with Neighbouring Jurisdictions and Affected Parties. Identify any neighbouring jurisdictions and/or partners (e.g., equity-denied populations, pet-care organizations, organizations involved in a web of support network) you will engage with as appropriate to the project. Rural and remote communities may want to consider engaging with regional districts and/or health authorities, and First Nation applicants may want to consider engaging with the First Nations' Emergency Services Society or the First Nations Health Authority.

As we share our ESS team with the City of Colwood and provide service to Esquimalt and Songhees Nations by contract, we have contacted all parties to advise of this application and discussed the benefits of the project for all. Colwood has also initiated a project under this grant opportunity that will complement View Royals project and enhance our shared ESS teams capacity and capability.

5. Comprehensive, cooperative, regional approach and benefits. Describe how your project will contribute to a comprehensive, cooperative, and regional approach to ESS. What regional benefits will result from this project?

View Royal's Emergency Support Services (ESS) services are provided by volunteers from both Colwood and View Royal communities and serve not only our respective communities but also Esquimalt and Songhees Nations. Operational costs are annually shared 50/50 by both municipalities with administration from staff at View Royal, supported by staff at Colwood. Because the team is a shared resource and comes with shared facilities and equipment, any expenditures for the team creates cost efficiencies as the team is not paid for and supported separately (i.e. not paying for two teams). In addition, branching our ESS service out to include two First Nations further reduces costs and provides additional facility resources located on First Nation lands to our ESS team. Because of this partnership, the funding from this grant will benefit two local authorities and two First Nation communities with a combined population of approximately 30,000 people

Because ESS is a provincial program administered by local governments we also have the ability to assist other communities in the Capital Region that may be impacted by an event that causes evacuation. Our ESS team along with the equipment and supplies in our proposal would be utilized to assist our neighbours in the Capital Region in a time of need..

6. Additional Information. Please share any other information you think may help support your submission.

We would like to emphasize that View Royal and Colwood's populations continue to increase, as does our neighbouring First Nations communities who are developing their lands to increase density and economic viability. The opportunity provided by the CEPF grant is vitally important to our emergency programs for capacity building and ESS management efficiency. We appreciate your consideration of this application.

SECTION 3: Required Attachments

Only complete applications will be considered for funding. The following separate attachments are required to be submitted as part of the application:

• Band Council resolution, Treaty First Nation resolution, or local government Council or Board resolution, indicating support for the current proposed activities and willingness to provide overall grant management.
• Detailed budget that indicates the proposed expenditures from CEPF and aligns with the proposed activities outlined in the Application Worksheet. Although additional funding or support is not required, any other grant funding or in-kind contributions must be identified. Applicants are encouraged to use the new LGPS Budget and Financial Summary Tool.
• For regional projects only: Band Council resolution, Treaty First Nation resolution, or local government Council or Board resolution, from each sub-applicant that clearly states their approval for the primary applicant to apply for, receive, and manage the grant funding on their behalf.

SECTION 4: Signature

This worksheet is required to be signed by an authorized representative of the applicant (i.e., staff member or elected official). Please note all application materials will be shared with the Province of BC.

I certify that to the best of my knowledge: (1) all information is accurate, (2) the area covered by the proposed project is within the applicant's jurisdiction (or appropriate approvals are in place) and (3) it is understood that this project may be subject to a compliance audit under the program.

Name: Scott Sommerville Title: Chief Administrative Officer Date: 26 January, 2024

*A certified digital or original signature is required.

Documents should be submitted as Word, Excel, or PDF files. Total file size for email attachments cannot exceed 20 MB.

All documents should be submitted to Local Government Program Services, Union of BC Municipalities by email: cepf@ubcm.ca

Please note "2024-ESS" in the subject line.