During a number of presentations and workshops, Polish and Latvian representatives had an opportunity to learn about risk analysis and vulnerability assessment methods used in Norwegian municipalities and the Svalbard province. Particular emphasis was placed on prevention procedures and responding to crises, such as avalanches or unexpected climate phenomena, which are daily challenges in such a demanding environment.

In the second part of the study visit to Longyearbyen in Norway, participants were introduced to the system and legal basis of municipal preparedness and risk and vulnerability assessments.

Alexander Tymchuk, a representative of the Norwegian Association of Local and Regional Authorities, presented the obligations of municipalities towards hazards at the local level, and Torill Neset talked about emergency preparedness and crisis management in Norwegian municipalities.

Emergency management system in municipalities in Norway

Norway has implemented an integrated risk and vulnerability assessment system to ensure preparedness for a variety of hazards at the local level. It consists of analyses conducted at several levels: national, regional and municipal, where a comprehensive risk and vulnerability analysis is created.

The legal basis for the action is the Civil Defence Act, which requires municipalities to carry out a risk and vulnerability analysis (Article 14). The municipality is required to:

1. Identify potential threats and undesirable events that may occur in its territory.
2. Assess the likelihood of these events and their possible impact on the local population.

On this basis, each municipality is obliged to develop an emergency plan (Article 15).

This plan must include:

• Preparatory measures that the municipality will implement to prevent and respond to undesirable incidents.
• Notification lists, a crisis management plan, evacuation arrangements and the manner in which the public and the media will be informed.

Crisis management in the Norwegian municipalities is therefore based on a proactive risk assessment aimed at minimising risks and responding quickly in the event of a crisis, taking into account a holistic risk analysis. The municipalities' system is based on responding to exceptional, unusual situations, ones that the municipality would not be able to respond to without preparation.

In his speech, Alexander Tymchuk also highlighted the essence of the ‘emergency preparedness campaign’ (Polish version of the information booklet is attached).

This campaign aims to educate citizens about the risks that may occur in Norway, from natural disasters to threats arising from a tense geopolitical situation. It includes the authorities encouraging citizens to stock up on essential supplies for emergencies, such as water, food, medicine and means of communication.

The Norwegian campaign also includes cooperation with local governments and public institutions that conduct emergency drills to prepare the community to respond effectively in emergency situations. Norway strengthens public awareness and the ability to cope independently in the first days of a crisis through such activities, which is crucial in a ‘total defence’ system.

Integrated risk management on Svalbard - protecting global and local resources

During the study visit to Svalbard, participants had the opportunity to learn about the broad spectrum of risk management activities undertaken by Norwegian authorities at different levels. The combination of regional and local activities, safeguarding of natural resources, as well as protection of assets of international importance - such as the Svalbard Global Seed Vault or the Arctic World Archive - represents an integrated approach to risk management that addresses the specific challenges of this Arctic region.

Representatives from the cities and the Association of Polish Cities had the opportunity to learn how the Arctic World Archive works, the principles of which were presented by Katrine Loen from Piql. This repository, which is operated by the Piql company in Norway, stores permanent copies of digital cultural, historical and scientific resources in film form, preserving them in the Arctic conditions on Svalbard. The Svalbard Global Seed Vault, on the other hand, is an institution charged with safeguarding the world's plant diversity. It is located in the permafrost, which provides ideal conditions for long-term storage of seeds from around the world. The purpose of the seed bank is to protect the seeds of various crop species from threats such as climate change, natural disasters, armed conflict or human error. The bank acts as a kind of genetic ‘reserve’, where seeds sent by countries and institutions from all over the world are stored. Any country can deposit seeds and retrieve them in the event of a loss of its own resources, such as a natural disaster. The bank on Svalbard does not directly research or distribute seeds, but acts as a global safety depository, supporting the conservation of genetic diversity of agricultural crops on an international scale.

A visit to the headquarters of the Red Cross (Røde Kors Hjelpekorps) made a big impression on the participants in the study visit. The Red Cross on Svalbard is a specialised rescue unit that operates in one of the most challenging environments in the world, Elke Morgner, Red Cross coordinator for the archipelago, emphasised. With specialised equipment, advanced training and local community support, the rescuers are well equipped to meet the challenges of the Arctic. Their commitment and close cooperation with other institutions allow them to provide assistance even in the most extreme weather conditions.

The rescue team consists of around 60 trained volunteers, including some from Poland. A typical operation involves around 20 rescuers. In the event of an emergency call by the governor, all rescuers are required to report to headquarters to ensure effective coordination. Depending on the needs, rescuers use a helicopter, boat or snowmobile.

Integrating the various aspects of planning and risk management aims not only to protect the local community and infrastructure, but also to create a global security system that strengthens resilience in the event of crises and disasters.

The study visit by representatives of Polish cities to Longyearbyen on Svalbard was held within the framework of the Bilateral Initiative 2024-2025 - Inspired by Norwegian ‘total defence’ in emergency management.

The Association of Polish Cities and all the cities that participated in the study visit extend their sincere thanks for the extremely substantive programme of the visit, the care and the carefully prepared meetings that allowed us to deepen our knowledge of crisis management and resource protection.

We would like to extend our thanks to:

Elita Cakule

Elisabeth Søhoel

Alexander Tymchuk

Torill Neset

from the Norwegian Association of Local and Regional Authorities (KS)