REPORT ON THE MULTI-STAKEHOLDER FORUM “THE ROLE OF TELECOMMUNICATIONS/ICT IN DISASTER MANAGEMENT AND CLIMATE CHANGE” Courtyard Bridgetown by Marriott BARBADOS 18th – 20th September, 2013 INTRODUCTION The International Telecommunications Union (ITU) and The Caribbean Disaster Emergency Management Agency (CDEMA), together with the UNDP, the Caribbean Institute of Meteorology and Hydrology (CIMH) and the Government of Barbados recognizing the importance of ICT as a “cross-cutting theme” have collaborated in the organization of a Forum on The Role of Information and Communications Technology in Disaster Management and Climate Change. The meeting was organized jointly between the Government of Barbados, the International Telecommunications Union’s Development Bureau (ITU-BDT) and CEDMA. The meeting was held at the Courtyard Bridgetown by Marriott from 18th to 20th September 2013. The event brought together national agencies involved in disaster risk reduction and disaster management, private telecommunication entities, United Nations agencies and NonGovernmental Organizations to share knowledge, discuss and exchange views on how to assist countries and communities to mitigate, respond and cope with natural disasters. The Caribbean was well represented with officials from Governments, regional organizations and national entities from the host country. Government Institutions and organizations that deal with emergency planning and coordination, and response were joined in the Forum with participants from Private Sector, Non-Governmental Organizations and Civil Society. A number of speakers made presentations addressing issues ranging from emerging technologies, policy, legal and regulation (spectrum, licensing, etc.), and ICT applications and services such as telemedicine as they relate to public safety. The following countries were represented: Anguilla; Antigua & Barbuda; Barbados; Commonwealth of Dominica; Grenada; Guyana; Jamaica; Montserrat Saint Lucia; St. Kitts & Nevis: St. Vincent and the Grenadines; Trinidad & Tobago; Turks and Caicos Islands; and Virgin Islands (UK); OBJECTIVES The objectives of the forum were: 1) To articulate specific roles for Information and Communication Technologies (ICT) in the delivery of Disaster Risk Management (DRM) in the context of the Comprehensive Disaster Management (CDM) Framework. 2) To articulate specific roles/recommendations to build partnerships between the public and private sectors in DRM. 3) Articulate specific recommendations for developing National Emergency Plans for Telecommunications. AGENDA The Agenda was organized on the Role of Telecommunications/ICTs in Disaster Management and Climate Change. Organized over the period 18th -20th September 2013, the meeting addressed several key issues relating to the role ICTS can and should play in the disaster risk management in all three phases: preparation; response and recovery. The meeting was opened with the playing of the National Anthem followed by prayer led by Dr. Carol Phillips. The Heads of the agencies collaborating in the organization of the forum made brief remarks, followed by the feature address from the Hon. Darcy Boyce – Minister responsible for Telecommunications in Barbados. Welcome and opening remarks were made by Cleveland Thomas ITU Regional Representative who provided the context of the cooperation between ITU and CDEMA and the focus of having 2 this forum to address countries concern about the limited regional preparedness. He noted the growing concern for climate change and the possible impact on countries with implications for increased disaster situations. Minister Darcy Boyce in his feature address welcomed delegates and provided a synopsis of Barbados development in the sector. He also focused on the importance of ICTs for disaster management the need for protecting critical infrastructure. ICT he noted brought its own problems and countries should not ignore the role for continuous power supply in disaster management planning, without power he emphasized all systems would ultimately fail. Dr. Elvis Nurse of CDEMA pointed out that CDEMA role was one of an enabler and was currently focused on building capacities region wide with the roll out of Caribbean Comprehensive Disaster Management (CDM) strategy. This includes all hazards and all phases of the Disaster Management cycle. CDEMA would be working on building national capabilities, facilitating recovery and improving countries resilience to disasters. He informed the Forum that the second phase of CDM for the next 10 years was being formulated. The 2013-2023 Caribbean Strategy for CDM will be launched in December 2013 at the CDM conference. Ian King of UNDP indicated that the UNDP’s focus would be on resilience, livelihood, and human capacity building. UNDP would be investing heavily in ICTs and GIS. He exhorted the group to focus less on technology and on more what we want to achieve. The opening session was closed with a vote of thanks from Kerry Hinds, Deputy Director, of the Department of Emergency Management of Barbados. There were seven sessions with the final session dedicated to creating a compendium of recommendations. It was unfortunate that a critical item on the agenda dedicated to the role of Telecom Operators in ensuring a resilient telecommunications infrastructure had to be cancelled due to varied exigent matters and the non-availability of representatives of the telecommunications operators. Session 1 examined the LINK BETWEEN TELECOMMUNICATIONS/ICT IN DISASTER MANAGEMENT & CLIMATE CHANGE. Participants looked at the role of telecommunications/ICT in disaster management, in the face of increasing disasters. The threats caused by disasters to the development agenda and plans were explored in this first session. Contextual presentations were made by ITU and CDEMA representatives on the role of ICT in Comprehensive Disaster Management (CDM) showing the role of ICTs in supporting disaster management and dealing with risks posed by and associated with climate change. A panel discussion on the role of key institutions followed where the specific institutional roles in supporting ICT applications for CDM were articulated. The panel discussion was supported by video and power point presentations. 3 Session 2 addressed GEOGRAPHICAL INFORMATION SYSTEMS AND REMOTE SENSING FOR MANAGING DISASTER AND CLIMATE RISK. The session provided an overview of best practices and some shared case studies on projects using ICTs as a tool to monitor, prepare for, and mitigate the impacts of climate change. The collection and use of accurate climate change data allows for forecasting, mitigating, and adapting to climate change and extreme weather events. The establishment of early warning systems, monitoring infrastructure and remote sensing can improve and make more efficient the responses to disasters and quickly disseminate information for saving lives. Case study applications were also provided showcasing the DEWETRA platform, the Regional Risk Reduction (R3I) Initiative and the Common Alerting Protocols (CAP). Session 3 was on EMERGENCY TELECOMMUNICATIONS The focus was on how different ICT Modalities can be or are used in different stages of Disaster Management. Lessons learnt and country experiences gained were shared through Case Studies. Presentations were made on the legal and institutional aspects of emergency telecommunications with an international and national perspective. Special emphasis was placed on the Tampere Convention and the need to accede in order to facilitate assistance during disasters. The case studies on telecommunications in Disaster Management looked at the country experiences of Montserrat and Jamaica to garner lessons on the utilization of telecommunications in CDM. The American Radio Relay League made a presentation on the Role of Radio Amateurs in Disaster situations. Discussions followed on how to articulate the role of Radio Amateurs in the National Emergency Telecommunications Plans. Practical steps in developing National Emergency Telecommunication Plans for the participating states were also examined in this session. Session 4 was dedicated to a REGIONAL TELECOMMUNICATIONS SYSTEM FOR EMERGENCIES This session discussed the way forward in the development of a regional disaster emergency communications platform and articulated a step wise process towards its implementation. Presentation on a Regional Disaster Emergency Communications Platform looked at the proposed structure, challenges, key considerations and recommendations. 4 Session 5 was on PUBLIC-PRIVATE PARTNERSHIPS SUPPORTING ICT APPLICATIONS FOR CDM The session looked at the Importance of strong Public-Private Partnerships for Disaster Preparedness, Mitigation and Response and Public Private Partnerships in Support of Early Warning Systems. The opportunities for public-private collaboration in delivering reliable Early Warning Systems at the national level were discussed and potential regional level arrangements tabled. The session benefited from the case study on Public Private Partnerships in Support of Flood Early Warning Systems in St. Lucia. Session 6 reviewed the ROLE OF MEDIA, INCLUDING DTT: EDUCATING, ALERTING AND INFORMING ON DISASTER MANAGEMENT This session looked at the key role that media play in disaster mitigation, response and relief operations and the role of social media in disaster management. Session 7 was the PLENARY SESSION. Discussion was centered around creating a compendium of Recommendations on the following: a) Specific roles for Information and Communications Technologies (ICT) in the delivery of Disaster Risk Management (DRM) in the context of the Comprehensive Disaster Management (CDM) Framework b) Specific roles/recommendations to build partnerships between the Public and Private Sectors in DRM c) Specific Recommendations Telecommunications for developing National Emergency Plans for The program was completed with short closing remarks from the ITU Representative. ISSUES Participation was very active and the view was expressed that there was a need for future interventions to focus on concrete actions aimed at improving resilience of member countries rather than meetings and “talk-shops”. Issues discussed included: 5 1. Need for appropriate policies and telecommunications regulations to provide the facilitating framework for emergency response; both nationally and regionally; 2. Lack of priority given to Disaster and Emergency contingency planning especially in respect to provision of appropriate policies and resources; 3. Absence of the necessary legislative and regulatory frame work region wide that would facilitate disaster mitigation and management; 4. Need for education and sensitization of stakeholders and the public on issues of disaster risk management; 5. Few countries have acceded to the Tampere Convention; 6. Most Countries lack National Emergency Telecommunications Plans and those that have are in need of revision and updating; 7. Countries receive equipment that is often inappropriate, without sufficient training in the use of the same. Follow-up maintenance is a major issue; 8. Inadequate coordination between donors in the provision of assistance; 9. National and Regional Centers of Learning not involved in the process of Research and Development with focus on ICT systems and technologies; 10. Over dependence on technology at the expense of focus on community needs; 11. Limited technical expertise at the National Emergency Centers in respect of ICT matters; 12. Limited Private sector involvement in the planning and implementation of Disaster Risk Management Plans; 13. Limited use of ICT tools like GIS systems to facilitate the mining of data, presentation of disaster risk scenarios and as a tool for decision making; 14. Need for increased use of social media as a tool for Disaster management, preparation, response and sensitization; 15. Absence of a regional common frequency plan for emergency operations throughout the Caribbean; 16. Some Member Countries participating in the Global Maritime Distress and Safety Systems (GMDSS) have limited capacity to remotely access the system in a search and rescue operation; 17. Broadcasters have not signed on to the Early Warning System (EWS); 18. System interoperability continues to be a problem with new systems provided from outside the region and for the movement of equipment within the region; 19. Equipment in countries are under-utilized and often not maintained; 20. There is a need using existing expertise in the Region and develop mechanisms to ensure that the knowledge and experiences are shared; 21. There is a need for centralized infrastructure and regional implementation of the Common Alerting Protocol (CAP) System; 22. Universities and other Institutions of higher learning should be more directly involved in the process of disaster mitigation and response and allow for greater cross fertilization of ideas; 23. The need for requests for consultants to be weighted to favor experts familiar with the region; 24. Need for building a process to tap into “peer to Peer” expertise and learning systems; 25. Difficulties that exist in obtaining required information from providers; 6 26. The need for standardization in the GIS industry to ensure interoperability; 27. GIS should be a support system for decision-making, and should be designed to facilitate the presentation of multi-faceted and complex system in simple easily understood graphical/pictorial format; 28. The apathy that exists among decision makers to technology and its application should be addressed. There is the need to transform the mindset and engage decision makers in the utilization of technology. 29. Fishermen need to be equipped with GMDSS systems. 30. Amateur Radio operations need to be encouraged and facilitated for their involvement in National Disaster Management processes; 31. Increased sensitization needed for CDEMA’s, Model ICT Contingency Plan, which was a deliverable of the Regional Infrastructure for Information Sharing and Development and Adaptation of Model Contingency ICT Plan Consultancy September 2010); 32. Need for the business model for Digital Broadcasting to be developed 33. The absence of a dedicated telecommunication division within CDEMA leading to limited interventions in this area; 34. The IATA model where they make as a condition for certification of Airports, regular simulation exercises and the suggestion made that something similar should be done for other key agencies; 35. The need for a Universal Frequency plan and pre assigned call signs, where CDEMA would be responsible for the implementation of the Plan for regional application; 36. The Common frequency plan for regional operations should include pre-assigned call signs, station identifiers (Prefix –Station – Description of Stations – User/Individuals), Channel, transmit and receive frequencies, mode, purpose and application. The Plan would be for HF/VHF/UHF and include system protocols. 37. The need for application of technology to address needs of community; 38. GIS in remote sensing and presentation of information for decision making; 39. Sensitization of the Private sector to the importance and benefits to be derived by their involvement in Disaster mitigation and response; 40. Need to adapt regional to national realities; 41. Need to focus on experience not technology and look at challenges posed to come up with solutions; 42. Need to share knowledge and experience that would allow countries to prepare for; respond to; disasters applying ICTs; 43. Emphasis to be on a multifaceted approach to manage risks using ICT’s with its potential to (a) provide instant and continuous information and (b) revolutionize our approach through innovation in systems, new areas like 3D Modeling, spatial analysis and improvement in communication systems for disaster management; 44. Need to focus on Interoperability, Coordination of computer systems and Information management systems (data mining, etc.); 45. There was heated discussion on the issue of the use of social media for Alert warning Systems; 46. The need for an action plan for Regulators. 7 The discussions were then used in the penultimate session to make recommendations for follow up action. RECOMMENDATIONS The meeting, after discussions, made several recommendations for the consideration of the ITU and other participating agencies for implementation. The meeting strongly recommended that future interventions should focus on practical interventions rather than “talk-shops” preparing reports. The meeting recommended that in respect of: 1. Policy (i) The ITU to provide assistance in developing the national emergency telecommunications plans. (ii) Countries to adapt and implement the Model ICT Contingency Plan from CDEMA developed through the Regional Infrastructure for Information sharing and Development and Adaptation of Model ICT plan consultancy 1 (iii) Need to develop guidelines on how stakeholders could more effectively work together in using existing and emerging telecommunications/ICT technologies for purposes of saving lives and livelihoods while sustaining economic value. (iv) Develop databases infrastructure in support of disaster risk reduction which are universally accessible; (v) Government to put in place appropriate policies and telecommunications regulations that will pave way for the active participation of all stakeholders such as ITU, the Private Sector, NonGovernmental Organizations and the government. (vi) Provide and improve access to basic reliable telecommunications and associated Internet based services and applications (including access to government services such as e-health, and education critical for disaster management) by the population; 2. Institutional Strengthening/Capacity building (i) Countries to be urged to build capacity at the community level through sensitization and public education. (ii) Countries be urged to revisit who are stakeholders and to ensure that NGO’s be included as an essential partner. (iii) Countries to undertake concrete action to develop a unified platform with common protocols. 1 Document available on request from CDEMA 8 (iv) The Region to establish a roving technical team under the auspices of CDEMA that would focus on developing an inventory of telecommunications resources for disaster management in Member States. The technical team would also provide training and where appropriate assist in providing maintenance and repairs to existing telecoms infrastructure. Assistance, based on country requests could extend to the community level. (v) Collaboration with ITU aimed at ensuring the availability of well-trained people in government, telecommunication operators, and other stakeholders. This would result in better preparedness that would facilitate the mobilization of both human and material resources at a faster pace when disasters strike. (ii) Need to mobilize resources aimed at assisting stakeholders involved in humanitarian work through capacity building (institutional and human) such as Local Authorities, telephone operators, Met Office (to be completed). 3. Legislation and Regulatory Framework (i) The need for clear legislation and regulatory guidelines that support the ratification by the government and implementation of the Tampere Convention to facilitate the cross-border movement of telecommunications equipment during emergencies. (ii) Need for Caribbean region to study and ratify the Tampere Convention through the incorporation of its provisions into relevant national telecommunications/ICT legislation and regulations and could seek assistance from ITU if needed. (iii) Strengthen the legal and regulatory frameworks in the use of ICT for disaster management; 4• Technical Support (i) Need to have adequately trained telecommunications personnel who are capable of operating and maintaining the necessary equipment or disaster kits and for disaster relief/response. Every effort must be made to ensure that the telecommunications network can cope with network congestion in the immediate aftermath of disasters. (ii) Need to have a common frequency plan for the region for emergency operations that allows for pre-assigned call signs for equipment designated for emergency operations. (iii) Enhance the capacity of CDEMA Participating States to provide facilities leading to timely dissemination of information for emergency/disaster management; (iv) Technical assistance Provide technical assistance in evaluating GMDSS systems for the provision of additional capacity that would allow for remote sensing from all participating countries. 5. Financial Standby Fund 9 (i) Recommend to Member States the establishment of a standby fund to address relief and reconstruction in the aftermath of disasters. 6• National Emergency Telecommunications Plans (i) The need to develop a comprehensive national emergency telecommunications plan for better preparedness including the setting up of early warning systems. The plan should be supported by clearly written and easy to understand Standard Operating Procedures (SOPS). (ii) Need for ITU/BDT to guide Caribbean countries in the development of national Emergency Telecommunications Plan (NETP) as part of the country’s preparedness. This would incorporate network resiliency and redundancy. The plan would provide for periodic exercises/drills and simulations to test both system and people readiness. (iii) Ensure the establishment of Telecommunications and Media sub-committee in all countries. (iii) Need for Business Continuity Plans (BCP) for the telecommunications/ICT Sector. This would be to ensure continuity of service in the event of disasters and emergencies. (iv) Need for the establishment of a common emergency number for the Caribbean. 7• Emergency Operation Centre (EOC) (i) The government should establish well-defined National Operation Guidelines that will define the role of the EOC and guide the establishment of an Emergency Operation Centre. The National Operation Guidelines to include the National Emergency Telecommunications Plans. (ii) Countries to and to ratify and implement the Tampere Convention and to request ITU/Telecommunications Development Bureau (BDT) in accordance with the 2010 World Telecommunication Development Conference (WTDC-10) Resolution 34 and the ITU Plenipotentiary Conference of 2010 (PP-10) Resolutions 36 and 136 to assist the Caribbean in the on-going efforts to put in place early warning systems. (iii) The need and importance of developing and establishing a functional national database on personnel and material resources that would support the EOC. (iv) Countries should require emergency response plans by each Emergency Responding Agency and to ensure that these plans include contingency planning for communications. (vi) Countries should establish direct secure communications link between EOC and the landing points for their international communications gateways. 8• Sensitization: (i) The role of the media should be highlighted and their representation on relevant entities for disaster mitigation and response guaranteed 10 (ii) (iii) (iv) (v) (vi) (vii) (viii) The media bodies should all have enshrined in legislation and licensing their responsibility in respect of disaster risk management and mitigation. Urge the government to work closely with all stakeholders that are involved in disaster management to take advantage of existing and emerging telecommunications/ICT technologies for purposes of saving human lives. Urge the government to study and ratify the Tampere Convention on the Provision of Telecommunication Resources for Disaster Mitigation and Relief Operations. Countries to be sensitized on the importance of developing and adopting a Telecommunications/ICT Policy and regulatory framework that favors emergency telecommunications. All Caribbean countries to be urged to develop national emergency telecommunications plans that are regularly reviewed and updated. Request ITU/BDT to explore additional innovative ways and initiatives in assisting the Caribbean in using telecommunications/information and communication technologies for monitoring, detecting, predicting, and responding to disasters. Countries to be urged to address through public education the public misconception of acceptable risks arising from alert fatigue. Educate the Private sector on the impact of disasters and the benefits of their involvement in partnership with the Public sector in disaster mitigation and planning. This document was developed following the Workshop on “Multi-stakeholder meeting on the use of Information and Communication Technologies (ICT) in Disaster Management: Saving Lives from 18-20 September 2013 at Bridgetown, Barbados. Compiled by Donnie Defreitas – ITU Consultant & Regulator of Samoa Reviewed and finalized by Sylvester J. Cadette – ITU Programme Officer, Caribbean Area Office Further Comments or feedback can be forwarded to Sylvester Cadette at Sylvester.cadette@itu.int . List of participating organisations: See Annex 1 11 ANNEX 1 LIST OF PARTICIPANTS Multi Stakeholder forum on the Role of Telecommunications/ICT in Disaster Management and Climate Change Bridgetown, Barbados 18 – 20 September 2013 No. Name Country Email 1. Hon. Darcy Boyce Barbados 2. Stephen O’Malley UN Resident Coordinator omalley@un.org 3. Cleveland Thomas ITU Cleveland.thomas@itu.int elvis.nurse@cdema.org 4. Dr. Elvis Nurse 5. Donnie DeFreitas Regulator Samoa ddefreitas@hotmail.com 6. Dr. Carol Phillips CEO- NGTV cphillips.ngtv@gmail.com 7. Dr. David Farell Principal-CIMH 8. Jerry Clerveaux Turks & Caicos Islands jvclerveaux@gmail.com Anguilla Melissa.Meade@gov.ai Jamaica RCorniffe@odpem.org.jm Systems Manager/IT consultant 9. Melissa Meade Director, Department of Disaster Management 10. Ruel Corniffe Senior Telecommunications Engineer, Office of Disaster Preparedness & Emergency Management (ODPEM) 12 11. Dale Lake Department of Disaster Management 12. Andre K. Alexander Network Administrator, Information Technology Services Division 13. Alvah Guishard G. I. S. Specialist, National office Of Disaster Services 14. Ervin Williams Virgin Islands (UK) DaLake@gov.vg St. Vincent & the Grenadines andrealexander@gov.vc Antigua & Barbuda alvahguishard@gmail.com St. Kitts & Nevis erwilliams@ectel.int Director, National Telecommunications Regulatory Commission (NTRC) 15. Dennis Marcelle Trinidad & Tobago dmarcelle@mns.gov.tt IT Specialist, Office of Disaster Preparedness & Management 16. Fabian Lewis Saint Lucia errol_lewis@yahoo.com 17. Edmund Burke Grenada Eburke@ColumbusGrenada.com Commonwealth of Dominica information@dominica.gov.dm Head of Engineering, Columbus Communications Grenada Limited 18. Bennette Thomas (Mr) Director of Telecommunications thomasb@dominica.gov.dm Ministry of Information, Telecommunications and Constituency Empowerment 13 19. Nerissa Greenaway Montserrat Director of Information & Communication 20. Pierre Bowrin nerissagolden@gmail.com golden@gov.ms St. Kitts & Nevis pbowrin@gmail.com Jamaica hglaze@odpem.org.jm Antigua & Barbuda pfmullin@gmail.com Montserrat darrouxb@gov.ms Information and Communications Technology Policy Advisor, Department of Information Technology, Ministry of Youth Empowerment, Sports, Information Technology, Telecommunications & Post 21. Horace Glaze Deputy Director General (Acting), Office of Disaster Preparedness & Emergency Management (ODPEM) 22. Philmore Mullin Director, National Office of Disaster Services 23. Billy Darroux Director, Disaster Management Coordination Agency dmca@gov.ms 24. Damian Barker Anguilla Damian.Barker@gov.ai 25. Colonel Francis Abraham Guyana franham2010@yahoo.com 26. Antonio Peterkin Jamaica antoniopeterkin@hotmail.com 27. Oronde Lambert – Barbados Oronde.lambert@cdema.org Deputy Director General, Civil Defence Commission 14 28. Corletha Ollivierre St. Vincent & the Grenadines collivierre@nbcsvg.com 29. Sylvester Cadette ITU Sylvester.cadette@itu.int 30. Chimsammy Christmah NFMU technical@nfmu.gov.gy 31. Alick Davy St. Vincent & the Grenadines celshire@vincy 33. Cornell Buckradee Trinidad Cornell.buckradee@gov.tt 34. Alejandra Ornes INMARSAT Alejandra.ornes@inmarsat.com 35. Karon Duncan St. Vincent & the Grenadines ntrc@ntrc.vc 32. claudybalan@yahoo.com 36. Jean Claudy Balan 37. Ian king UNDP Barbados Ian.king@undp.org 38. Michael Gordon CBU - Guyana mikcg@yahoo.com 39. Jonathan Siverling ARRL siverling@mindspring.com 40. Joanne persad CDEMA -PMRR Joanne.persad@cdema.org 41. Pamela Knights CDEMA pamela.knights@cdema.org 42. Kelroy Alexander Min. Telecoms andrealexander@gov.vc St. Vincent & the Grenadines 43. Wesley Nicholas DEM 44. Nigel Casimire CTU Nigel.casimire@ctu.int 45. Appolo Knights NTRC St. Vincent & the Grenadines aknights@ntrc.vc 46. Tracy Hackshaw Min. Sc. & Tech. Trinidad tracy.hackshaw@gov.tt 15 47. Ishmael Cadogan Telecoms Unit Barbados Ishmael.cadogan@telecoms.gov.bb 48. Jason Haynes Telecoms Unit Barbados Jason.haynes@telecoms.gov.bb 49. Renee Eveelyn Telecoms Unit Barbados Renee.evelyn@telecoms.gov.bb 50. Terrance Walters Grenada 51. 52. 16