Situation report issued by NDMO Vanuatu This report covers the period from 10 March 2015 Highlights Tropical Cyclone Pam Cat 4 enters Vanuatu territorial waters on the afternoon of 12 March 2013, with its centre, 230 km east of Torba Province. The National Emergency Operation Centre (NEOC) and five Provincial Emergency Operational Centres have now been activated 262,000 people are now estimated to be at risk from the impact of Severe Tropical Cyclone Pam Cat 4. Six evacuation centres have been opened in Torba and Penama with 431 evacuees to date. Action has been taken to assist the relocation of communities from vulnerable areas around Efate. 1.0 Situation Overview The Vanuatu Met Services maintains a Cyclone Warning for Torba, Sanma, Penama, Malampa and Shefa Provinces with a Cyclone Advisory in place for the rest of the country. The Vanuatu Met Services is maintaining Marine Wind Warning for all high sea and coastal areas throughout the country. National and Provincial NDMOs fully mobilised, and shelters being established. The Vanuatu National Disaster Management Office (NDMO) advised people on 12 March 2015 that Yellow Alert is now in effect for TORBA, SANMA, PENAMA, MALAMPA and SHEFA provinces. School closures: All schools in the provinces of Torba, Sanma, Penama and Malampa have been closed. 2.0 Displacement 2.1 Port Vila Evacuation Centres The list of evacuation centres is comprised of two parts: schools (already assessed by Department of Education as suitable) and churches (assessments now underway). Vanuatu Red Cross is currently assessing churches to ensure they meet the minimum standards, and that there are plans to make them safe for the cyclone, and to determine
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 2 their capacity. Evacuation Centre lists to be distributed in the afternoon of 12 March 2015. NDMO is anticipating that the evacuation centres will start receiving displaced people on 13 March 2015 morning. A map of evacuation centers for Efate is being developed. NDMO compiled a list of commercial options for transporting people to evacuation centres. Vanuatu Mobile Force (VMF) Operations Officer has confirmed that VMP will be available for emergency transport to evacuation centres and will be on call to assist immediately in the response phase. 2.2 Torba Province Evacuation Centres Five evacuation centres have been activated for communities affected by storm surges on 11 March 2015. Representatives of the Provincial Disaster Committee are to visit all evacuation centres on 12 March 2015. NDMO Provincial Disaster Officer is following up on conditions in evacuation centres and gathering data and information on vulnerable groups. Evacuation Centre Location PAX Capacity Pasalele Skul Mota 83 100 Arep Jss Vanua Lava 86 100 Church of Melanesia Vanua Lava 11 20 Public Works Department (PWD) Vanua Lava 20 20 Post Office Vanua Lava 15 15 2.3 Evacuation Centres Santo Five evacuation Centres have been identified by PDC for Santo. There are no cases of displacement in Santo at this stage.
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 3 2.4 Evacuation Penama Name of Evacuation Center Gambule (Maewo) Nasawa Primary school (maewo) Nasawa Dispensary (maewo) Longana People Center ( East Ambae) PAX 26 people. 100 People 20 people 70 People 3.0 Food Security and Agriculture Food Security Cluster activities to date: The key messaging for preparedness advice to farmers has been on Buzz FM in Efate, and also in the DP post. Advice for food crop, cash crop and livestock farmers has been provided to Provincial Agriculture Officers and NGOs (in Bislama) for preparedness activities. A crop calendar has been included, so stakeholders are aware of which crops will be ready for early harvest during preparedness activities. This has also been shared with NDMO for inclusion in radio messaging. The messages were played on FM 104 on Tanna on Wednesday and will also be broadcast on Thursday morning. The Agriculture Officer on Tanna has arranged a gathering of all stakeholders to discuss mitigation plans for farmers. The Acting Agriculture Officer in Malampa is meeting with the provincial authority on Lakatora Thursday to commence preparedness actions for farmers. GIZ have begun contacting their 350 volunteers to find out who can assist the cluster during cyclone response World Animal Protection has advised they have staff arriving in Vanuatu early next week (Tuesday). 4.0 WASH The cluster met on Tuesday, 10 March and has: confirmed their NFI list. confirmed contact lists.
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 4 uploaded Rapid Assessment forms to mobile phones. They looked at the lessons learned from TC Lusi and have noted that the delay before data collection commenced was too long. Constraints: One challenge identified is the lack of human resources for response in some provinces. WASH to send a copy of NFI list to Gender and Protection Cluster to provide recommendations regarding dignity kits 5.0 Gender and Protection The Cluster met Wednesday morning and has: Revised the assessment format and translated forms into Bislama. Discussed materials that can be taken on assessment including IEC and dignity items. Identified who from the cluster could be deployed. 6.0 Logistics 6.1 Water Transport Port Authority will be closed from midday today, 12 March 2015, therefore all port services are now closed until further notice. There are no tourist boats or cruise ships in the area, all planned visits were cancelled yesterday, 11 March 2015. Most boats will move around to Havana Bay, which is a very well protected harbour and safe from most bad sea conditions. Maritime Police Tokuro sailed at 9.30am for Havana Bay and will remain there until the all clear is given. There will be a 17-person crew on-board throughout the emergency period on standby. Tokuro has supplies and fuel for 4 days only, it will need to be re-supplied in the case of response. 6.2 Air Transport Logistics are now verifying information related to all Vanuatu airports. At this stage, the last flight out from the Port Vila airport for Air Vanuatu is at 17:00 on 12 March, to Noumea. Logistics are awaiting confirmation on official airport closures and 1 Total number of helicopters currently on standby to assist with response phase.
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 5 procedures for re-opening. The EOC logistics desk is calling all Air Vanuatu agents on the outer islands to determine airport closures in Vanuatu. 6.3 Customs & Quarantine Customs and Quarantine Departments representatives participated in the Disaster Committee Meeting held at NDMO on 12 March 2015, which was chaired by the NDMO Acting Director. NDMO to send a letter to Customs and Quarantine Departments to activate their support within the EOC and to determine a focal point for Line departments support during the response. 6.4 Provincial-level Logistics NEOC Planning and Intelligence teams are working closely with Provincial Disaster Offices and Area Secretary's to establish the logistics capacity of the outer islands. The main shortfall in this information is the lack of detail, which include things like capacity and size of vehicles. At this stage, reporting has indicated that vehicles are available to move people to evacuation centres. Logistics NEOC Team are seeking more detailed information. 6.5 Pre-positioned Non-Food-Items (NFIs) An updated list of NFI has been distributed by VHT to humanitarian and Government partners on 12 March 2015. NDMO is advocating for early requests to donors to replenish stocks that are used in this response. Logistics Cluster is informing that there are nowhere near enough stocks to support even a small scale Category 2 or 3 cyclone. It should be anticipated that significant shortfalls should occur in the ability of agencies to provide essential equipment and facilities in most areas affected by the cyclone. One specific concern is the small number of shelter kits and tarpaulins, which will be a priority considering there is a possibility of a second cyclone passing through in a short window after Cyclone Pam passes. Small numbers of all other essential NFI is also a concern. NEOC Logistics Team obtained lists of locally available commercial stocks (Port Vila suppliers), however even those stocks are critically low when considering the potential for a large-scale emergency. List of assets and logistics resources is being continually updated, including list of commercial assets and providers. 6.6 Aerial Surveillance Planning NDMO will be working with Vanuatu Police Force officer stationed within the
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 6 JPOC, to develop a comprehensive aerial surveillance plan. The plan is expected to cover most of Vanuatu's 83 islands and will be quite detailed. JPOC has considerable experience in this area. NDMO is likely to request assistance from FRANZ partners in the form of surveillance aircraft in the next few days. Aerial Surveillance is likely to take place as soon as it will be safe. NDMO to facilitate the process of selecting Cluster representatives to participate in the mission. 6.7 Constraints: Aviation assets may be significantly reduced in the event of a severe cyclone, which will require additional assets to be resourced regionally and from FRANZ partners. There is expected to be a significant gap between need and resources immediately following any category of cyclone, we are preparing to request support regionally from donors. 7.0 Shelter Regional Shelter Cluster. IFRC is on standby to provide shelter sector coordination assistance based on need and request from Vanuatu Government. 8.0 Health Health cluster met for the second time to activate its response to prepare towards the cyclone. The members include MOH as Cluster Lead and World Health Organization as co-chair of the cluster. The meeting heard updates from various sectors of health in preparation towards the cyclone and plans ahead for further preparation. The following represent the outcomes of the meeting: The meeting heard that all managers of health facilities have been informed to prepare all health facilities and keep all assets of health safe. This also includes safekeeping of drugs and enough stock. Minor preparation at the National Health Office includes having broken louvers replaced, plastic bags handed out to all offices to cover computers and other office documents safe. There were standby generators for VCH & EPI for cold chain system. VCH presented full details of their emergency operational plan on what has been done and what to be done ahead. A 24 hr coverage for emergency
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 7 and on-call for staff. Pre-positioning of oxygen bottle supply in case main oxygen supply is cut off. A team of health medical staff will be on standby in case of any emergency. There is enough food supply in stock for VCH that will last through out the period of the cyclone. Logistics: All emergency vehicles have been fully filled with fuels All MOH Contact lists both in provinces and NHO/VCH have been updated. Santo reported also putting their plans in place. The MoH has set-up the health cluster operation centre that will monitor health issues throughout the cyclone period. We are now in reach of all contact points and should know first-hand information if it happens. The meeting also looked ahead after the cyclone with public health preparation. 9.0 General Coordination 9.1 National Level Coordination: National Emergency Operation Centre (NEOC) was stood up on 11 March 2013 at 13:00 hrs. Brief from Director General, Department of Climate Change and Director Vanuatu Meteo and Geohazard Department. NDMO Operations Meeting was held on 11 March 2015. NDMO advised all Provincial Secretary Generals to activate Provincial Disaster Committees (PDC) and activate Provincial Disaster 11 March 2015. NDMO sent two NDMO Provincial Officers from the National NDMO Office back to provincial offices in Malampa and Sanma to strengthen the coordination. FRANZ Partners Briefing by NDMO 11 March 2015. OCHA ROP Information Officer to support NDMO. National Disaster Committee briefing by NDMO took place on 12 March 2015. NEOC shared contact lists with humanitarian and government partners.
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 8 NEOC shared guidance note on protection standards in evacuation centres. NEOC compiling list of evacuation centres to be shared on 12 March 2015. 9.2 The following Coordination Meetings were held: Logistics Cluster Meeting, 9 March 2015. WASH Cluster Meeting, 10 March 2015. Vanuatu Humanitarian Team Meeting, 10 March 2015. Heads if Agencies, 11 March 2015. Inter-Cluster Meeting, 11 March 2015. Protection Cluster Meeting, 11 March 2015. Food and Agriculture Cluster Meeting, 10 March 2015. Health Cluster Meeting was held on 12 March 2015 9.3 Provincial Level Coordination: Provincial Emergency Operation Centre (PEOC) have been activated in five Provinces 9.3.1 Torba Province: Report from the NDMO Provincial Officer: Provincial Disaster Committee (PDC) has convened three meetings so far, and is now preparing for the activation of the Provincial Emergency Operation Centre (PEOC). Torba Province has experienced strong winds yesterday, Tuesday, 10 March, but the strength of winds had since decreased by Wednesday 11 March. Storm surge reported along the cost of Sola, Vanua Lava. Some families leaving along the cost of Sola Area has been evacuated to the Hospital and Arep Junior Secondary School. A full community (Name and Number of families to be confirmed) on Mota Island has been evacuated to a Primary school close by last night. 9.3.2 Malampa Province Report from the NDMO Provincial Officer: Provincial Disaster Committee (PDC) was held 16:00 hrs 11 March 2015
Appointed working group to coordinate cyclone response. Reps: Education PEO Provincial Education Officer. Public Works Division Manager. Provincial Health Manager. Provincial Agriculture Extension Officer. Provincial Cooperative Manager. Malampa Custom Land Officer. Actions of the Malampa PDC currently underway: Vanuatu NDMO, Cyclone Pam Situation Report No. 2 9 Health Department in Malampa allocated few facilities to be used for evacuation. Education Officer has identified list of schools that can be used as Emergency Evacuation Centres. Activate Provincial Emergency Operation Centre (PEOC) at 17:30 hrs 11 March 2015. Inspector Police Malampa is the Controller for the Malampa PEOC. The location for the PEOC is Police Station at Lakatoro. 4 Officers will be manning the PEOC on 24 hrs basis, starting from 18:00 hrs. Mobilised private car owners to use for evacuation should the need arise. Provincial Government allocated emergency fund to cover the cost of communication and fuel. SG Malampa is in charge of confirming and certifying all reports before disseminate information disseminated by PEOC. PDO to contact Area Secretaries with aim to receive updates in their respective areas of responsibility,and will then inform National EOC All department vehicles are on standby 9.3.3 Shefa Province Report from the NDMO Provincial Officer Shefa PEOC has been activated on 11 March at 16:30 hrs following the meeting with all Shefa Provincial Management members on 11 March15 at 10:00am. Secretary General (SG) has appointed a working group to assist PEOC as follows: Assistant SG Shefa- responsible for communication with Emae, Makira & Mataso communities.
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 10 Accountant Shefa- Assist with Telecommunication for contacting community Leaders. ACDO, Shefa - Responsible for getting contact with Efate & Offshore Islands Acting Physical Planner. DAO Epi- Contact with Epi Communities. DAO Morua- Contact with Tongoa, Tongakiri & Buniga Communities. Other activities: PEOC has updated its Communication tree. Contact with SHEFA TAC via email and phones. The working group contacted all Area Secretaries in their respective areas on 11 March to disseminate Cyclone updates. With the help of the Area Secretaries and the working group, the Shefa contact list has been developed. Arrangements have been reached with heads of Vila North School & Sorovanga School in relation to evacuation centers, transport, main focalpoints, and other support required in case of emergency. All communities are to be informed through existing networks SG to report on all activities carried by the EOC. 9.3.4 Tafea Province Report from the NDMO Provincial Officer Tafea EOC was stood up on 13:30 on 12 March 2015. Area Secretaries have been contacted to disseminate cyclone-related information. SG received a briefing from NDMO Provincial Officer The threat will shift to Tafea Province on the weekend and into next week. Most models showing the cyclone beginning to track quite closely to Tanna and Tafea s other main islands, but again the exact track will be critical. Any westward divergence could bring the eye-wall of the storm over or dangerously close to the islands particularly the easternmost islands of Futuna and Aneityum. The current forecast track has Cyclone Pam passing 50 km east of Futuna and about 100 km east of Aneityum. Thus, all islands in Tafea should plan for experiencing hurricane-force winds. NDMO seeking updates from provincial authorities on any plans and assistance needed for Tafea. 9.3.5 Sanma Province
Vanuatu NDMO, Cyclone Pam Situation Report No. 2 11 Report from the NDMO Provincial Officer: Provincial Emergency Operation Centre (PEOC) activated at 18:0 0 hrs 11 March 2015. Emergency vehicles identified and on standby Evacuation sites identified Recommendations: 1. All Clusters are asked to share information with NDMO on humanitarian situation, activities now underway and on forward planning as well as key gaps. 2. Contributions towards Sitrep to be sent daily by 13:00 hrs to VHT with copies to NDMO Planning Officer, Zoe Ayong, zayong@vanuatu.gov.vu and DM Adviser, Wojciech Dabrowka