Agenda of HB Civil Defence Emergency Management Group

Meeting of the HB Civil Defence Emergency Management Group Joint Committee

Date: Monday 3 December 2018

Time: 1.30pm

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Agenda

Item Subject Page

1. Welcome/Notices/Apologies

2. Conflict of Interest Declarations

3. Confirmation of Minutes of the HB Civil Defence Emergency Management Group held on 27 August 2018

4. Action Items from Previous CDEM Coordinating Executive Group Meetings 3

5. Call for Minor Items Not on the Agenda 7

Decision Items

6. Group Annual Report 2017-2018 9

7. Approval of Group Submission on the National Resilience Strategy 31

8. Amendments to the Group Plan: Controllers 83

Information or Performance Monitoring

9. Hawke’s Bay CDEM Group Work Programme 2018/19 and 2019/20 85

10. MCDEM update including National Resilience strategy 103

11. Group Manager’s General Update 111

12. Discussion of Minor Items not on the Agenda 121

HB CDEM Group Joint Committee

Monday 03 December 2018

SUBJECT: Action Items from Previous HB CDEM group joint committee Meetings

Reason for Report

1. Attachment 1 lists items raised at previous meetings that require action, and each item indicates who is responsible, when it is expected to be completed and a brief status comment. Once the items have been reported to the Committee they will be removed from the list.

Decision Making Process

2. Staff have assessed the requirements of the Local Government Act 2002 in relation to this item and have concluded that, as this report is for information only, the decision making provisions do not apply.

Recommendation

That the HB CDEM Group Joint Committee receives the “Action Items from Previous HB CDEM Group Joint Committee meetings” report.

Authored by:

Annelie Roets

Governance Administration Assistant

Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1

Action Items for 3 Dec 2018 meeting

HB CDEM Group Joint Committee

Monday 03 December 2018

Subject: Call for Minor Items Not on the Agenda

Reason for Report

1. Standing order 9.12 states:

“A meeting may deal with an item of business that is not on the agenda where the meeting resolves to deal with that item and the Chairperson provides the following information during the public part of the meeting:

(a) the reason the item is not on the agenda; and

(b) the reason why the discussion of the item cannot be delayed until a subsequent meeting.

Items not on the agenda may be brought before the meeting through a report from either the Chief Executive or the Chairperson.

Please note that nothing in this standing order removes the requirement to meet the provisions of Part 6, LGA 2002 with regard to consultation and decision making.”

2. In addition, standing order 9.13 allows “A meeting may discuss an item that is not on the agenda only if it is a minor matter relating to the general business of the meeting and the Chairperson explains at the beginning of the public part of the meeting that the item will be discussed. However, the meeting may not make a resolution, decision or recommendation about the item, except to refer it to a subsequent meeting for further discussion.”

Recommendations

1. That the HB CDEM Group Joint Committee accepts the following “Items of Business Not on the Agenda” for discussion as Item 12:

1.1. Minor items for discussion

Item	Topic	Councillor / Staff
1.
2.
3.

Annelie Roets

GOVERNANCE ADMINISTRATION ASSISTANT

Ian Macdonald

Group Manager/Controller

HB CDEM Group Joint Committee

Monday 03 December 2018

Subject: Group Annual Report 2017-2018

Reason for Report

1. The purpose of this report is to present the draft Hawke’s Bay Civil Defence Emergency Management Group Annual Report 2017/18 (attached) to the Joint Committee and request it be adopted.

Background

2. As part of developing the governance and management of the Hawke’s Bay Civil Defence Emergency Management (CDEM) Group, an inaugural annual report has been drafted. It is intended that once this report is approved by the Committee it will be placed on the Group webpage and be available to the public. The report will also be sent to each of the Group local authorities with the request that it be formally reported to their respective Councils.

3. This helps to ensure that the public and individual councils have an understanding of the work that is being undertaken by the Hawke’s Bay CDEM Group and how this impacts on them. This is especially important now that the Group is operating in a shared service environment.

4. The draft Annual Report was endorsed by the Coordinating Executives Group at their meeting on 9 November.

5. A revised draft is attached to this report and the Committee may make changes as it sees fit.

6. This is the first annual report developed by the Group and the Committee may also wish to consider what improvements could be made for the 2019/20 report.

Discussion

7. As outlined in the report, the Group and the Group office has had a busy year across the 4Rs and this is against a background of change both at a national and Group level.

8. In developing this report, clearly identifying the link between the Group’s strategic direction (Group Plan) and specific work or actions has challenging. This is an area for improvement for the next Report and the identification of indicators to measure the achievement of CDEM outcomes is one of the projects identified for the next year.

9. The current Group Plan does contain a number of work objectives and these have already been reported on this year. That report showed that some good progress had been made and many of the work objectives had been achieved.

10. The Group Plan is scheduled for a review next year and as part of that process a self-initiated Capability Assessment Report is proposed. This will provide a benchmark based on the 2011 and 2015 reports and help to identify remaining weaknesses for the Group to work on over the next 5 years.

Decision Making Process

11. Committee is required to make every decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:

11.1. The decision does not significantly alter the service provision or affect a strategic asset.

11.2. The use of the special consultative procedure is not prescribed by legislation.

11.3. The decision does not fall within the definition of the Administrating Authority’s (HBRC) policy on significance.

11.4. No persons can be identified who may be affected by this decision.

11.5. The decision is not inconsistent with an existing policy or plan.

11.6. Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, the Committee can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.

Recommendation

12. It is recommended that the Joint Committee adopt the attached draft Hawke’s Bay Civil Defence Emergency Management Group Annual Report 2017/18 with any amendments.

Recommendations

That :

1. The Committee agrees that the decisions to be made are not significant under the criteria contained in the Administrating Authority’s adopted Significance and Engagement Policy, and that Committee can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision.

2. The Hawke’s Bay CDEM Group Joint Committee adopts the “Group Annual Report 2017-18”.

Authored by:

Ian Macdonald

Group Manager/Controller

Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1

Draft Hawkes Bay Civil Defence Emergency Management Group Annual Report 2017-2018

HB CDEM Group Joint Committee

Monday 03 December 2018

Subject: Approval of Group Submission on the National Resilience Strategy

Proposal

1. To seek approval of the Joint Committee on the Group submission on the National Disaster Resilience Strategy submission.

Executive Summary

2. The Group supports the National Disaster Resilience Strategy in providing a common agenda and collective impact for the community and CDEM groups.

3. The Group promotes a more systematic, scaled and long-term approach to implementing key systems and cultural changes including a long-term and multi-agency work programme.

4. As part of developing an implementation plan the Group would also encourage resourcing be identified to ensure the vision can be achieved.

5. It is recommended that an increased focus on building resilient communities and responsiveness to Māori is taken.

6. The Group also identifies the need for measures and in particular accountability within the strategy.

Background

7. The National Disaster Resilience Strategy sets New Zealand’s vision and long-term goals for Civil Defence Emergency Management. It has a strong focus on building community and societal disaster resilience to protect New Zealand’s prosperity and well-being. The strategy is made under the Civil Defence Emergency Management Act 2002 by the Minister of Civil Defence. It will replace the National Civil Defence Emergency Management Strategy that expires on 9 April 2019.

8. The draft Strategy is attached to this paper (without appendices). A full copy can be found at:

https://www.civildefence.govt.nz/assets/Uploads/publications/National-Disaster-Resilience-Strategy/National-Disaster-Resilience-Strategy-FOR-PUBLIC-CONSULTATON-11-October-2018.pdf

9. The public consultation on the current strategy is being run for eight weeks from 12 October 2018 to 7 December 2018.

10. The Act provides for the strategy (up to 10 years’ duration) to set the Crown’s long-term goals.

Options Assessment

11. As this paper only seeks to make a submission to the Ministry of Civil Defence Emergency Management on a draft strategy, the consideration of different options is not considered necessary.

Strategic Fit

12. The strategy will have a direct impact on the strategic direction of the Group and coincides with the update of the Group Plan for 2019.

13. The current submission aims to reinforce the Group’s vision of ‘A Resilient Hawke’s Bay Community’. The draft submission is attached to this paper

Considerations of Tangata Whenua

14. The strategy uses a Māori framework and discusses full participation. Our submission emphasises the need to use the framework appropriately and suggest alternative Māori frameworks in the strategy. This would allow the framework to be more responsive in preparing communities and in the response to natural disasters.

Financial and Resource Implications

15. There are no financial or resource implications from this paper.

Decision-making Process

16. The Committee is required to make every decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:

16.1 The decision does not significantly alter the service provision or affect a strategic asset.

16.2 The use of the special consultative procedure is not prescribed by legislation.

16.3 The decision does not fall within the definition of the Administrating Authority’s policy on significance.

16.4 There are no persons directly affected by this decision.

16.5 The decision is not inconsistent with an existing policy or plan.

16.6 Given the nature and significance of the issue to be considered and decided, and the persons likely to be affected by, or have an interest in the decisions made, the Committee can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.

Recommendations

That:

1. Agrees that the decisions to be made are not significant under the criteria contained in Administrating Authority’s adopted Significance and Engagement Policy, and that the Committee can exercise its discretion under Sections 79(1)(a) and 82(3) of the Local Government Act 2002 and make decisions on this issue without conferring directly with the community and persons likely to be affected by or to have an interest in the decision.

2. That the HB Civil Defence Emergency Management Group Joint Committee approves the Group submission on the National Disaster Resilience Strategy submission.

Authored by: Approved by:

Karl Wairama

Team Leader Community Engagement

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1	National Disaster Resilience Strategy for Public Consultation
⇩2	HBCDEM group submission on the National Disaster Resilience Strategy

National Disaster Resilience Strategy for Public Consultation

Attachment 1

PDF Creator

HB CDEM Group Joint Committee

Monday 03 December 2018

Subject: Amendments to the Group Plan: Controllers

Reason for Report

1. Under the Civil Defence Emergency Management Act 2002 (CDEM Act) the Civil Defence Emergency Management Group Joint Committee makes appointments to the positions of Group and Local Controller. These delegations are contained in the Group Plan and as such represent a minor change to this Plan.

2. This paper seeks confirmation of proposed changes to Local Controller appointments and as a result, proposes resulting changes to the Hawke’s Bay CDEM Group Plan.

Confirmation of the Appointment of Local Hawke’s Bay Controllers

3. Early last year the Committee agreed to appoint Group Controllers and two Hawke’s Bay Local Controllers per Council. This allowed for the rationalisation of controllers while at the same time focusing on developing the selected individuals.

4. The Territorial Local Authorities have confirmed resignations or changes to their local controller appointments. The following changes are therefore recommended to Appendix 5: Key Appointments to the Hawke’s Bay CDEM Group Plan 2014-19:

4.1. Add the following to the Hawke’s Bay Local Controllers list:

4.1.1. Raoul Oosterkamp (Hastings District Council)

4.1.2. Malcolm Smith (Napier City Council)

4.2. Remove the following from the Hawke’s Bay Local Controllers list:

4.2.1. Mike Maguire (Hastings District Council)

4.2.2. Jon Kingsford (Napier City Council)

5. Mr Oosterkamp has successfully completed the Ministry of Civil Defence Emergency Management Controller development Programme. He currently employed as the Councils Strategic Projects Manager.

6. Mr Smith has yet to complete the Programme which has been under review for the last 12 months. The first new course is scheduled for the beginning of next year and he will be one of the Group priorities for next year. Mr Smith is currently employed as the Council’s Team Leader Building Control.

Financial and Resource Implications

7. There are no significant financial or resource implications that may result from this decision.

Decision Making Process

8. Committee is required to make every decision in accordance with the requirements of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded:

8.1. The decision does not significantly alter the service provision or affect a strategic asset.

8.2. The use of the special consultative procedure is not prescribed by legislation.

8.3. The decision does not fall within the definition of the Administrating Authority’s (HBRC) policy on significance and meets the requirements of section 57 of the Civil Defence Emergency Management Act 2002 and can be considered as a minor change to Group Plan.

8.4. No persons can be identified who may be affected by this decision.

8.5. The decision is not inconsistent with an existing policy or plan.

8.6. Given the nature and significance of the issue to be considered and decided, and also the persons likely to be affected by, or have an interest in the decisions made, the Committee can exercise its discretion and make a decision without consulting directly with the community or others having an interest in the decision.

Recommendations

That :

2. Resolves to make a minor amendment to Appendix 5: Key Appointments of the Hawke’s Bay CDEM Group Plan pursuant to section 57 of the Civil Defence Emergency Management Act 2002 and make appointments and changes to the roles of Hawke’s Bay Local Controller as follows:

Add the following to the Hawke’s Bay Local Controllers list:

2.1 Raoul Oosterkamp (Hastings District Council)

2.2 Malcolm Smith (Napier City Council)

Remove the following from the Hawke’s Bay Local Controllers list:

2.3 Mike Maguire (Hastings District Council)

2.4 Jon Kingsford (Napier City Council)

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

There are no attachments for this report.

HB CDEM Group Joint Committee

Monday 03 December 2018

Subject: Hawke’s Bay CDEM Group Work Programme 2018/19 and 2019/20

Reason for Report

1. The purpose of this report is for the Committee to endorse the Hawke’s Bay CDEM Group Work Programme 2018/19 and 2019/20 report (attached).

2. The Group Work Programme was approved by the Coordinated Executives Group (CEG) at its meeting on 9 November 2018 and links the Group’s actions to its strategy.

Background

3. The Group has had a number of versions of a Group Work Programme over the years. In the past these have been relatively narrow documents focusing on the detail of a list of specific projects with tasks and milestones.

4. Despite this limitation, past Group Work Programmes were focused on achieving objectives set in the Group Plan and addressing specific issues raised as part of the 2011 and 2015 Capability Assessment Reports.

5. In developing this Work Programme a more outcomes focused approach was taken however the plan is still aligned with the current Group Plan. This approach is still evolving and will develop further with the review of the Group Plan in 2019/20.

6. It is intended the work programme be a public document and will be made available on the Group website.

7. At the last meeting the Joint Committee endorsed the direction of the Work Programme and the priorities agreed to by the CEG. These decisions are reflected in the Work Programme attached to this report.

Decision Making Process

8. The CEG is the decision making authority for the Group Work Programme. In general the Joint Committee would endorse the plan if it is satisfied it is achieving the strategic outcomes set.

9. Should the Committee wish to make substantive changes to the Work Programme this would need to be returned to the CEG for review.

Recommendations

1. That the Committee receives the “Hawke’s Bay CDEM Group Work Programme 2018/19 and 2019/20” report.

2. That the Committee endorses the“Hawke’s Bay CDEM Group Work Programme 2018/19 and 2019/20” report.

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1

Draft Group Work Programme 2018

HB CDEM Group Joint Committee

Monday 03 December 2018

Subject: MCDEM update including National Resilience strategy

Reason for Report

1. The purpose of this report is to provide an update to the Committee of current work being undertaken at a national level by MCDEM.

Background

2. Attached is the MCDEM update to CEG Chairs for October 2018.

3. The Hawke’s Bay MCDEM Regional Emergency Management Advisor, Andrew Hickey will give a verbal MCDEM update at the meeting and be available for questions.

Recommendation

That the HB CDEM Group Joint Committee receives the “MCDEM update including National Resilience strategy” report.

Authored by:

Andrew Hickey

Regional Emergency Management Advisor

Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1

Monthly MCDEM update to CEG Chairs October 2018

HB CDEM Group Joint Committee

Monday 03 December 2018

Subject: Group Manager’s General Update

Reason for Report

1. The purpose of this report is to inform or update the Committee on a number of matters not specifically addressed in other items on this agenda and to give the Committee an opportunity to ask questions and give feedback if desired.

Background

2. The matters covered in this report include:

2.1. Esk Flooding Event 2018 Debrief

2.2. Hastings emergency management facility rebuild

2.3. Group Office restructure and implementation

2.4. Government response to the Better Responses Report of the Technical Advisory Group

Discussion

Esk Flooding Event 2018 Debrief

3. On 7 March 2018 the Esk Valley and surrounding hill country suffered a severe weather event that resulted in widespread flooding around the Esk River and its tributaries. The Group activated in response alongside Hastings District Council, Napier City Council, the Emergency Services, NZTA and a number of welfare organisations to respond to the impacts of the event.

4. Following the response a number of debriefs were held to identify where improvements could be made and where things had been successful. The outcomes of these debriefs have been outlined in the “Esk Valley Flood Event Debrief Report 2018” (attached). This report is a critical examination of what occurred and seeks to identify and implement a number of corrective actions.

5. A number of the corrective actions have already been implemented in particular the development of the Hawke’s Bay CDEM Group Response Framework and work initiated on developing welfare planning for small events.

Hastings Emergency Management Facility Rebuild

6. In mid-November the Hastings District Council resolved to demolish the existing Emergency Management Office and construct a new office in its place. Originally it was intended to renovate the existing building to modernise it and bring the structure to the reviewed importance level 4 (IL4) requirements of the Building Act.

7. The tender process identified that for much the same price a new building could be constructed using the same footprint and structural elements of the renovated existing building.

8. This contract has been let to Simkin Construction who have started work on demolishing the old building. The finish date for the build is programmed for July 2019.

Group Office Restructure Implementation

9. The final position created as part of the structure review completed for the Group office earlier this year has been filled. Rachel Shicker has been appointed as Emergency Management Advisor (Public Information and Education). Rachel was grew up in Hawke’s Bay and joins us from the communications team at Tauranga City Council.

10. This concludes this process and the development of a consolidated work programme as presented in a previous item illustrates the work across a number of areas that can be progressed as a result.

Government response to the Better Responses Report of the Technical Advisory Group

11. In mid-2017 the Government commenced a Ministerial Review on the most appropriate operational and legislative mechanisms to support effective responses to natural disasters and other emergencies in New Zealand.

12. In December 2017 the Minister released the TAG report and in August 2018 the Government released its’ response to their recommendations. This can be found at www.dpmc.govt.nz/sites/default/files/2018-08/govt-repsonse-tag-report-aug2018.pdf.

13. The Government response has identified five key work streams:

Improving how New Zealand responds to natural disasters and other emergencies requires us to make progress in five key areas:

13.1 Putting the safety and wellbeing of people at the heart of the emergency response system

13.2 Strengthening the national leadership of the emergency management system

13.3 Making it clear who is responsible for what, nationally and regionally

13.4 Building the capability and capacity of the emergency management workforce

13.5 Improving the information and intelligence system that supports decision making in emergencies

14. The detail of how this will be achieved is expected to be developed over the next 12-18 months and the CDEM Groups will have significant input as subject matter experts at a delivery level.

15. This should be noted as this may impact on the delivery of the Group Work Programme, however as the implementation work will have a significant impact on the future of civil defence emergency management in New Zealand, it is important we are involved in this work.

16. In terms of significant impacts on the Hawke’s Bay CDEM Group and the way we operate, the Government’s response is generally aligned to the direction we have been taking. In particular our work in:

16.1. Taking a more regional shared service approach to CDEM.

16.2. Increased resourcing and emphasis on developing capability in incident management team staff.

16.3. Additional capability in the public information and communications area.

16.4. Development of a Hawke’s Bay Concept of Operations with clarity around levels of response and roles and responsibilities.

16.5. Developing “common operating picture” tools such as initial impact analysis and common GIS mapping across Group members and with our partners.

Recommendation

That the Hawke’s Bay Civil Defence Emergency Management Group Joint Committee receives and notes the “Group Manager’s General Update” staff report.

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1

Hawkes Bay Civil Defence Group Esk Valley Flood event debrief report