CITY CLERK. Consolidated Clause in Policy and Finance Committee Report 7, which was considered by City Council on July 19, 20, 21 and 26, 2005.

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1 CITY CLERK Consolidated Clause in Report 7, which was considered by City Council on July 19, 20, 21 and 26, Status Report on Tsunami Relief Activities City Council on July 19, 20, 21 and 26, 2005, amended this Clause by adding the following: That the City Manager be authorized to participate in a technical exchange partnership with the City that is determined to be the most affected by the tsunami, such as the Urban Centre of Banda Aceh, under the auspices of the Federation of Canadian Municipalities Technical Exchange Program and CIDA. This Clause, as amended, was adopted by City Council. The recommends that City Council adopt the staff recommendations contained in the Recommendations Section of the report (June 28, 2005) from the City Manager: Purpose: To provide an update on the City of Toronto's tsunami relief activities and next steps. Financial Implications and Impact Statement: Four City staff, including two water and sanitation experts and two paramedics have undertaken missions to Indonesia and Sri Lanka respectively. The total cost in salary dollars to send these staff is approximately $26, These costs have been absorbed within the respective programs 2005 Approved Operating Budgets. Until the FCM technical exchange program is approved and ready for implementation, it will be difficult to determine the overall cost of the program. Additional factors include whether staff will become involved in an ongoing exchange in Nias, Indonesia (where we have had two exchanges) as well as a decision on whether to proceed with the technical assistance required to design and manage the building of a promotional centre in Banda Aceh. Once the program has been approved, should additional funding be required beyond what can be absorbed within the approved program budgets, the City Manager will report back to the Policy and Finance Committee to identify the estimated costs and source of funds for the relief efforts. Approval of this report will result in a cost of $100, for the sponsor support program allocated for this purpose in the 2005 approved Community Partnership and Investment Program budget.

2 2 The Deputy City Manager and Chief Financial Officer has reviewed this report and concurs with the financial impact statement. Recommendations: It is recommended that: (1) staff be authorized to enter into agreement with the Ontario Council of Agencies Serving Immigrants (OCASI) to deliver a sponsor support program using the $100, allocated for this purpose in the 2005 approved Community Partnership and Investment Program budget; and (2) the appropriate officials be authorized and directed to take the necessary actions to give effect thereto. Background: In January, City Council approved the City s tsunami relief strategy. This strategy called for the City of Toronto to work with both the Government of Canada and the Province of Ontario to determine the City s contribution of staff expertise and financial assistance required to address the reconstruction and rebuilding needs of tsunami-stricken communities. It also recommended the City of Toronto enter into a technical exchange partnership with a city determined to be most effectively helped by Toronto under the auspices of the Federation of Canadian Municipalities (FCM) Technical Exchange Program. This report provides an update of the progress regarding the development of the FCM Technical Exchange Program with CIDA as well as the status of several initiatives the City has participated in, or is considering becoming involved in, that are distinct from the FCM program. Finally, it provides a status on the family reunification support for Tsunami families. Comments: Establishment of the FCM Technical Exchange Program: Since January, City staff have been engaged in ongoing discussions with the Federation of Canadian Municipalities regarding the establishment of a technical exchange program for the municipal sector. Since that time, the FCM has continued to work with CIDA on the development of a Canadian-wide municipal exchange program. Between February and March of this year the FCM participated in a Canadian Intergovernmental Mission to Sri Lanka and Indonesia. The goal of the mission was to identify potential programming opportunities for Canadian federal, provincial and municipal government involvement in the re-building of municipal infrastructure in tsunami-affected areas. The main objectives were to identify the principle contacts, main challenges facing each order of government and the potential for Canadian involvement.

3 3 The findings of this mission have formed the basis of FCM s proposal to CIDA. In Sri Lanka, the mission met with provincial and national government officials, donors, and local government organizations. The mission concluded that most donor plans focus on immediate donor relief, and seldom consider the benefits of long-term institutional relationships for capacity building at the local level. As a result of the mission, potential themes for municipal assistance were identified such as rebuilding and management of infrastructure and assets, upgrading of municipal regulatory systems, revenue generating strategies, human resource capacity building and public participation. In Indonesia, the group met with provincial and national government officials, and local government officials in Banda Aceh. They also met with international organizations delivering humanitarian aid and contributing to long-term reconstruction in Aceh, including World Bank, the Asia Development Bank and UNDP. The focus was on the potential for collaboration as well as ensuring that the delivery of Canadian aid would be in a coordinated effort, consistent with the overall rehabilitation strategy developed by the Government of Indonesia. The mission concluded that there is a clear niche for Canada s support for the rebuilding of local government capacity in Aceh, through the expertise of Canadian municipal and provincial governments. Focus for support includes strengthening district-level municipal governments in corporate management and service delivery. It was evident that immediate support was also needed in certain areas where local governments have to interact with other orders of government to ensure coordination. Officials welcomed a potential Canadian local government assistance program based on the FCM methodology for municipal capacity building. Potential themes for initial programming include: 1) restoring basic administration capacity such as operations management, planning, budgeting, taxation, human resource management, information technology deployment, and strategic direction; 2) restoring municipal services such as waste management, water and sewer, infrastructure development, land use planning, recreation services etc; and 3) supporting the role of local governments in the new phase of public consultations expected following the release of the Government of Indonesia s Master Plan or blueprint for reconstruction. FCM s observations as well as a detailed recommended response is outlined in their report on the Canadian Intergovernmental Mission to Sri Lanka and Indonesia, February 20 March 5, 2005 attached as appendix 1. In response to the reaction that not enough has been done by municipalities to help in the rebuilding efforts, FCM has just returned from a second mission to Banda Aceh and has observed that many areas continue to be in the emergency relief phase and are just now slowly moving into a rehabilitation and reconstruction phase. Access to clean drinking water and food are still pressing issues. This emergency relief phase continues to be led by relief organizations. A second observation from FCM regarding the work to be undertaken by municipalities is the issue around coordination. Considerable overlap is occurring with regard to agencies attempting to undertake rebuilding efforts. For example, in some villages agencies have built two health centres when one would suffice. As well, it has become clear to the governments in Sri Lanka and Indonesia that the reconstruction phase should be led by local governments. It is therefore

4 4 essential that Canada coordinate its efforts with other countries and organizations preparing local government support programs including the United States, Australia, the World Bank and United Nations. FCM continues to be the most effective Canadian body to do this large scale coordination. Overall, the FCM program will require a long term commitment on the part of municipalities with what is expected to be a four to five year program. Status of the FCM Indonesian Program: In May 2005, following an earlier scoping mission, FCM submitted a preliminary proposal to CIDA for the Canada-Aceh Local Government Assistance Program (CALGAP) to support posttsunami rehabilitation in the province of Aceh, Indonesia. CALGAP proposes to strengthen local government management, service delivery and participatory governance in up to three district governments in Aceh through technical assistance provided by Canadian municipalities. FCM anticipates that local support funds will also be established to complement the capacity building. At the end of July 2005, FCM will be sending a technical mission to Aceh to finalize the preparation of CALGAP. The mission will visit the district of Pidie, the district of Aceh Jaya and the municipality of Banda Aceh in order to determine the short-term capacity building needs of these partner local governments and prepare a work plan for FCM s longer technical assistance program. FCM is looking for two municipal practitioners to join the mission as volunteer experts. These experts will support FCM in analysing the needs for assistance in the local governments visited in Aceh. It is expected that one expert should have a broad experience as a senior administrator (such as a City Manager) and another one should have extensive experience in land-use planning (city planner, regional planner) or in public works (city engineer, public works head). The mission will stay in Indonesia from July 25 to August 17. Status of the FCM Sri Lankan Program: Following the Canadian Intergovernmental Mission to Sri Lanka in late February, FCM has recently submitted a detailed proposal to CIDA for a 4-year post-tsunami reconstruction program that will focus on local government capacity building. They have requested funding from CIDA to build support at local government levels in the districts of Galle, Trincomalee and Ampara, as well as at a provincial government level in the South and North East provinces. The program will also include various activities with the local government associations in Sri Lanka. FCM s proposal is currently under review by CIDA. They anticipate that the evaluation process will move very shortly towards final ministerial approval. Following CIDA s agreement, FCM will be sending a project design team to Sri Lanka to begin its first programming activities. At that point in time, FCM foresees groundwork that includes the identification and final selection of program partners from local governments, from provinces, and from national agencies. Together with its Sri Lankan partners FCM will also be defining the specific areas of thematic local government management assistance provided by FCM in the short term. Waste management, planning, and local government operations were already identified as potential areas of focus during in the February mission.

5 5 FCM expects that the next mission to Sri Lanka will take place in August or September of It is anticipated that these upcoming meetings will facilitate formal agreements regarding the type of long-term cooperation between Canadian municipalities and their Sri Lankan colleagues. Current Initiatives Outside the FCM Technical Exchange Program: As we await for the approval of a Canadian-wide municipal program to move forward, the City of Toronto has responded to several other requests for assistance, either through CIDA directly or the David McAntony Gibson Foundation. CIDA Funded Exchange Agreements in Indonesia: In April/May the City received two requests for water and sanitation expertise to assist efforts in Aceh Province. These individual missions are a transitional phase to move from immediate relief to reconstruction. The goal is to ensure reconstruction is well planned, all encompassing, and a direct reflection of the wants and desires of the local communities. This type of comprehensive planning requires varied and in some cases rare expertise. It is expected that this planning phase will last for up to 12 months with requests for specific expertise to continue over this period. In response to these requests, City staff worked with CIDA to prepare an agreement that can be applied to individuals chosen to undertake specific missions outside of the larger FCM program. Between April 29th and May 12th Ted Bowering, Manager of Policy and Program Development in Toronto Water was chosen to become the first Canadian municipal employee to participate in a mission to Indonesia under the CIDA funded program. His mission was to work directly with the Canadian International Development Agency (CIDA) and the UN Development Program (UNDP), which are undertaking a major Emergency Response and Transitional Recovery (ERTR) program in the region. He supported the ERTR project team and worked with UNICEF to review and provide an assessment of water and sanitation needs in the towns of Gunung Sitoli, Teluk Dalam, Lahawe and Sirombo. This mission was determined to be very successful. CIDA indicated they were extremely pleased with Ted s ability to produce concrete, useful work in challenging conditions as he prepared a plan of action to restore and upgrade the water delivery and sanitation systems that existed before the earthquake. His report will be used to inform planning by UNICEF and contribute to next steps in putting the water supplies for Nias populations on a more sustainable footing. In his report, Ted Bowering recommended: (i) (ii) (iii) (iv) reconstructing piped distribution systems to restore water delivery systems that existed before the earthquake; upgrading piped distribution systems to meet current demands for water; upgrading the technical and management skills of water systems operators in order to create technically and financially sustainable operations; and upgrading rural access to clean water, including the development of local springs with small reservoirs and washing stations.

6 6 Ted Bowering s detailed report entitled Water and Sanitation: Nias. Assessment Report and Recommendations on Next Steps is attached as Appendix 2. A second staff person Muttiah Yathindra, a senior engineer in Technical Services, has continued the mission where Ted s ended and is currently in Nias assessing the state of the water and sanitation needs along with proposed solutions in surrounding areas. Given the very serious reconstruction challenges in Nias, they have asked Toronto to consider a third person to continue the water and sanitation work but have issued no formal request. City staff have asked for a proposal from CIDA in order to assess what the commitment of Toronto might be with regard to the water and sanitation situation in Nias and to determine whether it makes sense to tie this initiative to the larger FCM program. Medic Training in Sri Lanka: Between April 29th and May 12 two paramedics, Rahul Singh and Rob Selfridge travelled to Batticaloa Sri Lanka through the financial support of the David McAntony Gibson Foundation (DMGF) to deliver training programs in trauma management and first aid to over 85 nationals. Through the DMGF, City of Toronto EMS were asked to dispatch a team of two paramedics to Sri Lanka working with Mines Action Group (MAG) an international NGO that helps clear mines from post conflict nations. This request was in direct response to the displacement of mines as a result of the tsunami. The mission was to train land mine clearance personnel in emergency medical procedures. These new medics will in turn be responsible for providing care to landmine clearance personnel and civilians in the villages around Batticaloa District. This form of capacity building was deemed to be an excellent opportunity for Toronto employees to enhance the medical infrastructure in a devastated region. In addition to training, the paramedics with DMGF donated a consignment of training supplies, textbooks and surplus medical equipment to be used in treating civilian victims in the area. They have been invited by the UN to return to Sri Lanka in the fall. A more detailed report on the outcome of the paramedics mission and the recommendations prepared by the paramedics can be found in their report entitled Final Report: Trauma Management Program for Tropical Environments attached as appendix 3. The total salary cost to send four City staff on 3-4 week missions was approximately $26, CIDA covered all other costs of travel, accommodation, vaccinations, etc. for the water/sanitation experts, while the David McAntony Gibson Foundation covered similar costs for the paramedics. To date, we believe that the City s contribution to the rebuilding efforts, although in its earliest stages, has already had an important and lasting impact in parts of Sri Lanka and Indonesia, at relatively little cost to the City. Design/Build Promotional Centre in Banda Aceh: In March, the Mayor of Banda Aceh approached several cities around the world (including Toronto) for assistance in rebuilding their City Hall. Germany was chosen to assist in this effort,

7 7 however, the Mayor has now requested assistance from Toronto to develop a proposal for the construction of a promotional centre for Banda Aceh. He is seeking to enhance economic development opportunities for the area and feels this is a necessary first step to achieving it. The centre would be a multi-use facility with three floors to support the promotion of local businesses, particularly the local handicraft businesses, as well as the culture of Banda Aceh. In addition they hope the facility s use would be as a trade centre. Although this project is still at the conceptualization stage, it is anticipated that CIDA would cover the construction costs of the project and all costs for City employees to travel and stay in Banda Aceh. The municipality has identified a parcel of land where they want to build the facility but no design has been developed. Toronto s assistance in this endeavour would be to further conceptualize and design the facility as well as to manage (supervision, disbursement of funds) the construction project. Toronto would be expected to prepare a proposal to CIDA to receive funding for this project. Toronto will work with FCM on the funding proposal. If CIDA agrees, at least one Toronto staff person will travel to Banda Aceh in August for about 3 weeks to begin assessing the proposal and further assist in the development of it. Toronto is currently in the process of identifying potential City staff for the initial mission which would coincide with the FCM s CALGAP mission. Family Reunification Support for Tsunami Immigrants: As directed in the original report to City Council, the City has been working with the federal and provincial governments to assist both tsunami related immigrants and their sponsors coming to Canada. The federal government contracted with the Ontario Council of Agencies Serving Immigrants (OCASI) to produce information materials for immigrants and sponsors in various languages. The provincial government has indicated an interest in receiving a proposal from OCASI regarding outreach and support. The City has allocated funding to provide support to sponsors of tsunami immigrants, conditional upon the other orders of government also providing support. At this time, the federal government has provided support and the provincial government has indicated it will entertain a proposal. It is recommended that Council authority be given to use the approved City funding, whether or not provincial funding is approved. Although provincial funding is anticipated, if it is not approved, City funding can not be used without Council direction to waive the matching requirement. Given that over 300 Tsunami related immigrants have arrived in Canada, the sponsor support program is required now. It is therefore recommended that staff be authorized to enter into agreement with the Ontario Council of Agencies Serving Immigrants (OCASI) to deliver a sponsor support program using the $100, allocated for this purpose in the 2005 approved Community Partnership and Investment Program budget. Conclusions: Although it may appear that the efforts undertaken by Canadian municipalities to contribute to the long-term tsunami rebuilding and reconstruction efforts has been slow developing, it is important to understand that many areas are still in the emergency relief phase, moving slowly

8 8 toward a rehabilitation and rebuilding phase. As Sri Lanka and Indonesia begin preparing for the longer-term rehabilitation efforts, Toronto is the first and only Canadian City to date that has contributed specialized assistance within the CIDA / UN funding program. As more and more countries and organizations move to develop local government programs to support the rebuilding phase, it is essential that Canadian municipalities continue to work through the FCM as the central coordinating body to ensure a well developed, effective municipal program of which Toronto can play a pivotal role. Contact: Joan Taylor, Manager, Corporate Issues and Council Liaison, Tel: ; Fax: ; jtaylor2@toronto.ca List of Attachments: Appendix 1: Canadian Intergovernmental Mission to Sri Lanka and Indonesia, February 20 - March 5 Appendix 2: Water and Sanitation: Nias: Assessment Report and Recommendations on Next Steps Appendix 3: Final Report: Trauma Management Program for Tropical Environments (Copies of Appendices 1 to 3 referred to in the report dated June 28, 2005, from the City Manager were forwarded to all Members of Council with the July 7, 2005, agenda of the Policy and Finance Committee and copies are also on file in the office of the City Clerk, City Hall).