4. Functions of District Disaster Management Authority

1. Join District Disaster Management Authority meetings before June 1 for a review of monsoon and quarterly preparation activities

2. Ensure that the District Panchayat President, who is co-chaired by the District Disaster Management Authority, participates in all the activities of the District Disaster Management Authority

3. Request the District Panchayat President, Block Panchayat, which is co-chaired by the District Disaster Management Authority, to conduct gram panchayat level review meetings.

4. District EOCs should activate in emergency mode and Disaster management authority should provide the contact numbers which are available at 24x7 to all departments especially district level nodal officers.

5. Unlike the previous years, Local self-government has prepared a disaster mitigation plan. Examine all of these, and more importantly, the information at the Joint and Taluk level, and check the tables and mobile numbers at the District EOC, Taluk control room Police Station and Fire station

A. Camp location in local body level

B. Details about most disaster vulnerable categories and places

a) Outsiders

b) Colonies, people who live near to the lake or pool

c) Those who live on the side of the field.

d) Those who lived in the vicinity of a mountain or isolated areas

e) Disaster victims who have been affected by the earthquake/landslides in 2018 and lives in the same domestic area who have found that the Geological Survey

f) Disaster victims who were hit by 2019, landslides and who live in the same domestic area identified by an expert group of State/District DMA

g) Families who are out of home and have become uninhabitable

h) Families who have not completed the reconstruction by using relief aid

C. The contact details and list of the emergency response team members, prepared by local bodies.

D. Information on JCB, Hitachi, and Chain Belt Longer Hitachi, Boats, Electric Carpets including contact details of owners which is available at local bodies.

6. Give instruction to the local bodies that the list of 6 (3) (B) (a to g) listings should be given first priority as on the warning. Ensure that the village officer confirms that the forecasting system is set up in this manner

a. Seek the assistance of the election booth level officers and local bodies if information about such locals is not included in the current mitigation plan of these Governments

b. Give instruction to the local bodies that if an evacuation is required based on warning alert in a district, taluk, or area, the first to be followed and saved is according to this list.

c. If a yellow alert is issued today and orange / red alert is predicted for tomorrow, the local bodies and the village office has to make sure that the people residing in the disaster-prone areas are shifted to relief camps before the evening

d. For these local bodies and villages, offices must keep the contact numbers of these families

e. They should be replaced to the relief camp if there is an orange alert in their district. If any family addresses their need for camp during monsoon or quarterly months run a camp for them

7. Give instructions to the social justice department to prepare the list of differently-abled persons in LSG wise and provide these details to local bodies, taluk control room, police station, and fire station.

8. District Deputy Collector (Disaster Management), (A.D.M in the absence of deputy collector (Disaster management)), Natural calamity section, and Hazard Analyst from the district collectorate will be Act as the officers of the district authority.

9. Based on National Disaster Management Guidelines- Incident Response System, 2010, define district – taluk wise disaster response responsibilities in the following manner and order it before 20-5-2020.

10. The following is a list of suggestions for officials who should be in charge of the State/District level Incident Response System. In line with this District Disaster Management Authority may issue an order at the district and taluk level. Make sure, an alternate IRS should be replaced all hours of operation after hours. The safety officer should ensure no officer consistently working for more than 12 hours. When new people take charge, the previous one should give a briefing on the behaviour of the previous work.

11. Districts that require training on the responsibility of each person in the IRS should contact the State Authority. Training for IRS personnel is provided on an as-needed basis.

12. Ensure that all the emergency operation centers in all districts are working in 24 hours by shifting the representatives of revenue, police (including police VHF radio), fire department, as mentioned in the

Handbook on Disaster Management – Volume 2 – Emergency Operations Centres & Emergency Support Functions Plan, Emergency Operations Centres & EmergencySupport Functions Plan, Kerala

(http://sdma.kerala.gov.in/publications/Handbook/SEOC,%202015.pdf).

Action taken by the Alappuzha District Disaster Management Authority since 2013 is exemplary

13. Every District Emergency Operation Centers make sure the availability of the following things, satellite phone of DEOC, two mobile phones of DEOC, land phone, hotline provided from the State EOC, toll-free number (1077), police wireless, forest department wireless (Palakkad, Idukki, Wayanad districts), internet (one wireless dongle internet and one optical fiber internet), two desktop, two TV, DTH, and cable connection, an ordinary radio, and one ham radio

14. District EOCs should activate in emergency mode and Disaster management authority should provide the contact numbers which are available at 24x7 to all departments especially district level nodal officers.

15. Publish the number 1077 for informing disaster-related information by the public. Ask BSNL to give at least 10 hunting lines for the number 1077

16. Always look at the District EOC for one of these stations located in the district

1. Trivandrum MW (AM Channel): 1161 kHz

2. Alappuzha MW (AM Channel): 576 kHz

3. Thrissur MW (AM Channel): 630 kHz

4. Calicut MW (AM Channel): 684 kHz

17. Instruct NIC to make use of the voter list mobile number collection under the Disaster Management Act, 2005, section 30 (2) (v) to alert the public. If we can access the mobile number associated with the voter's list, it would be useful to give local area alert/warning.

18. The disaster prudential map of all local bodies, the respective government offices, and hospitals, schools, connecting roads, main streams, rivers, backwaters, and water bodies in the area has been prepared and mapped to the state EOCs through KILA. By using these, local bodies also prepared disaster mitigation plans. The digital collection of the local body level maps will get to all districts through the State Disaster Management Authority link. Print these and give to fire safety department, police, and the health department

19. Ensure that UPS, generator, and batteries are running to the District EOC. Assume that the fuel required for the generator to operate for 2 days is supplemented with the respective EOC generator.

20. In the Highland Districts, a Geological Assistant / Soil Conservation Officer / Assistant Geologist of one of the Departments of Land, Mining and Geology and Soil Conservation Departments shall be assigned to District Emergency Operation Centers 24 x 7 on a shift basis. Based on the rainfall forecast, the respective district authorities should be given an overview of the risk of landslides/landslip in the district.

21. Make sure that in villages where continuous rain happens for two days, the mining and geology department is issuing orders to stop the functioning of rock mines unless and until there is no rain for over 24 hours. Also make sure this order is being implemented by the Police, Revenue, and Local Self Government departments.

22. Make sure that in villages where continuous rain happens for two days, the mining and geology department is issuing orders to stop removal of soil from valleys and deep pitting for construction purposes. Also make sure this order is being implemented by the Police, Revenue, and Local Self Government departments.

23. Identify the blocks in watersheds by using the officers of the Soil Conservation Department. Use the department of engineering, public works department, and irrigation department to remove these problems.

24. The local self-government engineering section should check the rainwater drainage pipes and remove the obstructions. Everything that prevents the flow of rainwater should be removed from the streams and drainage pipes

25. To check the water sources in villages affected by flood or landslide or sources collecting water to cover these villages Water Authority can enter for state disaster response fund from the title 2245-02-102-99-Flood-Drinking water supply

26. Ensure that all District Emergency Operation Centers are working with the two permanent phones and numbers as mentioned in the

Handbook on Disaster Management – Volume 2 – Emergency Operations Centres & Emergency Support Functions Plan, Kerala

(http://sdma.kerala.gov.in/wp-content/uploads/EOCESFP2015-Edition-2.pdf).

This number should not be of any individual or any officer. A WhatsApp account should be there on this mobile number. State Emergency Operation Center can send the details regarding the disaster warning through e-mail and WhatsApp of District Emergency Operation Center, and official mobile number of District Collector. District emergency operation centers will be responsible for notifying departments and elected officials of the district at the district level

27. Instruct the public through the press-media to cut and remove the trees and branches on private land which is harmful, as per section 30 (2) (v) of Disaster management act 2005. Individuals and private entities that do not cooperate with this rule will be liable to indemnify them for any accidents caused by falling trees on their land.

28. Instruct local firms to check the strength of ad hoardings and to ensure that they do not cause any loss or loss of life the winds, and instruct all advertising agencies that have established such boards in the district.

29. All departments ensure that adequate arrangements have been made and should understand their assigned disaster response duties from Handbook on Disaster Management – Volume 2 – Emergency Operations Centres & Emergency Support Functions Plan, Kerala available at

(http://sdma.kerala.gov.in/wp-content/uploads/EOCESFP2015-Edition-2.pdf)

30. In Kerala, a list of various tools that can be used for district-wide disaster response is available on the Indian Disaster Resource Network website at http://sdma.kerala.gov.in/idrn/

Keep this list in all District Emergency Management Centers and Taluk Offices. Collect more information locally and upload it to this website.

31. Ensure that the JCB, Hitachi and Chain Belt Hitachi in the districts are met with the Department of Transportation in advance and negotiate with the owners

32. Any vehicle available in the district can be used for relief and disaster response operations. If the District Disaster Management Authority is aware that these vehicles are used for relief and disaster response purposes, the cost of fuel for these, as well as for repairs to the disaster response and disaster response operations, may be paid by the state disaster response fund. When used, the amount required may be paid as per the GO (Rt) No. 587/2019/DMD dated 5-9-2019.

33. Ensure that there is at least one tower light of fire force or police force in every taluk. Provide necessary instructions to these forces. Provide the necessary facilities to make these available elsewhere.

34. Daily disaster risk information should be available to the District Emergency Management Center before 3 o'clock daily at [email protected] in the following format:

1. The weekly coded report should be available in email format at [email protected] on the last working day of each month according to format

2. Ensure that all departments provide information regularly.

35. In the event of disaster accredited for disaster response actions by State Disaster Response Fund, Contact the State Emergency Response Center to utilize the Navy, Air Force, Army, and National Disaster Response Force (NDRF). The request of requirements by the chairman of district disaster management authority can be sent as email/SMS/telephone/fax. In the following IDs [email protected], fax: [phone]. Mobile: [phone]. As it should be logged, SMS or Phone call can only be made from the District Collector's Official Phone or District EOC's Phone.

36. When the National Disaster Response Force (NDRF) is deployed from Thrissur or elsewhere, respective districts have the responsibility of the food and accommodation for them (48 members) their travel expenses will be paid by the Thrissur District Disaster Management Authority. Even if directly deployed from Arakkonam,

If necessary, provide transportation. When they are going back, they should be provided with fuel for their vehicles if needed. The amount required for this can be paid as per GO (Ms) No. 194/2015/DMD dated 20-05-2015, item 2 – Search and Rescue Operations 2245-02-112-99-Flood-Evacuation of Population

37. When deploying the National Disaster Response Force (NDRF) in the district, the Building for their accommodation (At least for 100 people and also for cooking food) to be found one in each district and notify by email at [email protected] before May 30th. The Village Officer should keep a key to any of these buildings. If government buildings are not available, private buildings can also be used. If private building are used, complete the Rate Contract process for the cost of renting out the property during a disaster, using the disaster response fund.

38. When the disaster is approved by the State Disaster Response Fund, disbursements required for the use of fire force, navy, air force, land forces and the National Disaster Response Force (NDRF) can be paid from 2245-02-112-99-Flood-Evacuation of Population As per GO (Ms) No. 194/2015/DMD dated 20-05-2015, item 2 – Search and Rescue Operations.

39. Limitations on the amount of money that can be used for response activities in the event of a recognized disaster are determined as per GO (Ms) No. 194/2015/DMD dated 20-05-2015. The District Disaster Management Authority takes special care not to exceed the permissible limit when undertaking disaster response activities. When approving the above-mentioned activities, be careful not to exceed the amount provided by the Government in the respective Head of Account of the State Disaster Response Fund.

40. If any Head of Account of the State Disaster Response Fund is required to pay back the old works, recommend that the funds be provided to the Government, in accordance with the existing State Disaster Response Fund criteria.

41. The rate of damage occurred to victims' homes during approved disaster needs to be calculated in percentage terms as per GO (Ms) No. 25/2019/DMD dated 23-08-2019.For this purpose, the Land Revenue Commissioner will prepare a mobile application and issue detailed instructions.

42. Information on individual relief, camps, and casualties per week shall be published on the district's website. Fail to this will not be entertained. This information should be kept separately in the respective taluk office. The District Collector shall take necessary measures to do so. The details of farm losses should be kept in the respective Agriculture Office. The names of the victims of the individual relief must be made available to the needy by paying ₹ 10.

43. The fitness of all schools and hospitals in the district should be checked by a reputed LSG Engineer, Public Works Department (PWD) Engineer, or a Certified Structural Engineer.

Ensure that buildings without fitness facilities are not used for school or hospital use. Issue the proposal to this as per Section 30 (2) (xxiii). Clarify that those who do not comply with the directive will be punished under Section 51 (b) of the Disaster Relief Act.

44. Ensure that all the hospitals in the district are verified by the respective institutions to ensure that the safety systems are in place. Provide necessary instructions to the fire safety department. Ensure that buildings without the NOC of the Fire Safety Department are not used for hospitals. Issue the proposal for this as per Section 30 (2) (xxiii).Clarify that those who do not comply with the directive will be punished under Section 51 (b) of the Disaster Relief Act.

45. In a decision taken at the 6th meeting of the National Disaster Response Authority, ensure that all school safety directives issued by the State Disaster Response Authority are implemented in accordance with Ltr. No. DM / 372/2019 / SDMA dated 22-02-2019.

46. Instructions given to various departments at the district level shall be issued by the District Disaster Management Authority under Section 30 (2) (v) of the Disaster Relief Act. Clarify that officers who disobey the instructions are punished in accordance with Section 51 of the Disaster Relief Act and that the District Authority has the authority to impose this sentence.

47. In the case of NGOs working in the Disaster Relief Zone, they should approach the District Authority for operational clearance. The decree under Section 30 (2) (xix) of the Disaster Mitigation Act 2005, determining inter-agency groups until the District Authority determines that it is an NGO capable of operating in the disaster response area.

48. Join leading voluntary organizations, political parties, and Individuals in disaster response activities and provide leadership to disaster response. After the disaster, their services can be utilized for disaster relief supplies and cleaning up disaster-prone areas.

49. Volunteers such as Civil Defense and AptaMitra (only in Kottayam District) are expertly trained to work with the Fire and Safety Department in rescue operations. Utilize their services through the fire safety department as needed.

50. Instruct all departments to take measures to ensure rainwater harvesting. The decree Proceedings No. H2/E/162507/19 (1) dated 1-03-2019 issued by Trivandrum district disaster management authority is enclosed as annexure 4 to pay close attention.

51. Propose advice that a copy of the following decrees be given to all departments and also to ascertain the amount permissible under the State Disaster Response Fund for each disaster. GO (Ms) No. 194/2015/DMD dated 20-05-2015, GO (Ms) No. 343/2015/DMD dated 23-07-2015, GO (Rt) No. 149/2017/DMD dated 18-01-2017, GO (Ms) No. 9/2019/DMD dated 9-03-2019.

52. If relief assistance is received from other states, arrangements should be made to take them from the Airport and Railway Stations to distribute them at the district and taluk level. Identify the buildings to be converted into District Disaster Relief and Distribution Center and Taluk Level Relief Collection and Distribution Center and reach an agreement with the owners of those buildings for immediate use and to determine the rental rate by contract.

53. The District Collector will be responsible for the collection and distribution center at each level and will be assigned to the departmental officers. Issue an order under the Disaster Management Act.

54. Publish the details of the procurement centers, the name of each officer in charge of the center, and the mobile number on the district's website.

55. Such assistance should only be received by the District Collector at Kannur, Kozhikode, Ernakulam and Thiruvananthapuram airports when international assistance is available.

Individuals/organizations/organizations delivering them should submit a white paper to the district collector of the district in which the arrival airport is located, showing what kind of assistance is available and where the individuals/institutions/organizations would like to deliver them. The district collector will decide where to distribute them considering the application and the necessity of the disaster relief needed places proposed by the individuals/institutions/organizations.

56. Implement a compliant file system for the victims of the disaster as per GO (Rt) No. 627/2018/DMD dated 22-11-2018

57. Request the Water Transport and Tourism Department to list the boats in different districts, along with the owner's name, the location of the boat, and the mobile number, available before May 30.

58. Prepare a list of boats and make them available to the District EOC in comparison with the list of local bodies

59. People living in flood-prone areas in Kuttanadu cannot use their own toilets to perform daily tasks. In these cases, boats with bio/chemical sanitation rooms have to be brought to every shore to facilitate the people. Discussions to be held with the boat owners and instruct the Department of Water Transport to invite and organize the rate contract as defined by govt. of India as per Ltr. No. 33-2 / 2015-NDM-I dated 17th April 2015 from Ministry of Home Affairs, Govt. Of India.

60. For bio/ chemical sanitation rooms, Invite and determine the rate contract as per the order Ltr. No. 33-2/2015-NDM-I dated 17th April 2015 by the central government. The required format for this is provided in the Handbook on Disaster Management – Volume 2 – Emergency Operations Centres & Emergency Support Functions Plan, Kerala.

61. Bio sanitation and chemical sanitation facilities should be deployed in Kottayam, Alappuzha and Pathanamthitta Districts and Thrissur Coalfields. As per the decision of District disaster management authority, the amount for this can be taken in the account of 2245-02-101-94-Flood-Other items.

62. Avoid deducting rentals or expenses from state disaster response funds for invalid property invites by an advance rate contract

63. In the case of Bund protection and shoreline home protection, if there is no money available in the local body, irrigation department and agriculture department, for work with sandbagged rope sacks or geo-tubs, A maximum of 2 lakhs from the panchayat, 3 lakhs from the municipality and 5 Lakhs from the corporation can be taken from the 2245-02-101-94-Flood-Other.Issue bills only if Tahsildar has prior approval for the works.

64. A detailed report on all disaster response activities conducted during the rainy season should be approved and considered before 15-2-2021 and made available to the State Disaster Response Authority. Assign the Department of Information and Public Relations for this purpose

65. The Irrigation Department has to ensure that the powerful pumps maintained by the Irrigation Department in Alappuzha district are operational and ensure that the rate contract has been invited by the Irrigation Department as defined by the guidelines of India as per

Lt. No. 33-2 / 2015-NDM-I dated 17th April 2015 for the number of cranes and vehicles needed for the emergency deployment at various locations. If there is a need to deploy them in the district, consult with the Agriculture Department, Irrigation Department and Public Works Department to decide on the priority. Special permission must be obtained from the State Disaster Response Authority to relocate to other districts.

66. The Industries department should be instructed to hand over the complete list of dangerous chemicals and their quantity in all industrial firms in the district to the Health Department and the District Disaster Management Authority before June 1st. The Health and Animal Husbandry departments should jointly publish the preventive methods and details of medicines if this chemical comes into contact with water, soil or air and cause damage to humans or animals

67. Permit those Telecommunications Service Providers, Mobile Companies approved by Deputy Director-General, Technology, Dept. of Telecom, Kerala LSA, Ernakulam to repair the optical fiber lines and towers that got damaged during the disaster situation