Agenda of HB Civil Defence Emergency Management Group

Meeting of the HB Civil Defence Emergency Management Group Joint Committee

Date: Monday 8 June 2020

Time: 1.30pm

Venue:

Online by Zoom invitation

Agenda

Item Title Page

1. Welcome/Notices/Apologies

2. Conflict of Interest Declarations

3. Confirmation of Minutes of the HB Civil Defence Emergency Management Group held on 23 March 2020

4. Action Items from Previous HB CDEM Group Joint Committee Meetings 3

5. Call for Minor Items Not on the Agenda 7

Decision Items

6. Amendments to the Hawke's Bay CDEM Group Plan: Controller and Recovery Manager Appointments 9

Information or Performance Monitoring

7. Financial and Results Based Accountability Report 19

8. Discussion of Minor Items not on the Agenda 51

HB CDEM Group Joint Committee

Monday 08 June 2020

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

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1

Action items for June 2020

HB CDEM Group Joint Committee

Monday 08 June 2020

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 Civil Defence Emergency Management Group Joint Committee accepts the following “minor items” for discussion as Item 8:

1.1.

Item	Topic	Councillor / Staff
1.
2.
3.

Annelie Roets

GOVERNANCE ADMINISTRATION ASSISTANT

Ian Macdonald

Group Manager/Controller

HB CDEM Group Joint Committee

Monday 22 June 2020

Subject: Amendments to the Hawke's Bay CDEM Group Plan: Controller and Recovery Manager Appointments

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 Controllers and Recovery Managers. These appointments and associated 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 and Group Recovery Manager appointments and as a result, proposes resulting changes to the Hawke’s Bay CDEM Group Plan. A minor amendment is also proposed to clarify the delegations of Controllers.

Confirmation of the Appointment of Local Hawke’s Bay Controllers and Alternative Recovery Manager

3. In 2018 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:

Juanita Savage

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

Libby Young

5. With the cancellation of the National State of Emergency for COVID-19, a National Transitional Notice was put in place. This transitional notice allocates a number of powers that can be used in Level 2 if required (Attachment 1).

6. Due to the nature of the COVID-19 response, the Hawke's Bay CDEM Group has sort to appoint a specific Recovery Manager. Mike Adye is the appointed Group Recovery Manager and as such can exercise the transitional powers however Mike has not been involved in the response and is not in a position to commit to an extended period as recovery manager for COVID-19.

7. In the interim no recovery manager is in place who has an understanding of the COVID 19 response and the transition to recovery environment. To allow for the powers under the transition notice to be exercised if needed and to put in place arrangements to cover a similar situation in the future, it is recommended that the Group Manager and Controller be appointed as an alternate Recovery Manager. It is also recommended the Committee authorise him to exercise the transition notice powers if necessary. This would be reviewed on the appointment of a recovery manager for COVID-19.

8. Changes to Appendix 5: Key Appointments to the Hawke’s Bay CDEM Group Plan 2014-19 are therefore recommended as follows:

8.1. Add the following to the Hawke's Bay Group Recovery Managers List:

Ian Macdonald (Alternate).

9. The final amendment recommended to Appendix 5 of the Group Plan results from a legal audit by Crown Law of all Group Plans during the COVID-19 national state of emergency. The change recommended including the functions of CDEM Groups (Attached) during an emergency as a specific delegation to the Group Controllers. These functions mirror other more specific powers already delegated to controllers in the Plan, however, it is recommended that this be added for completeness. The change recommended is highlighted below:

9.1. Functions and Powers delegated to Group Controllers

Functions ref s28 CDEM Act 2002 Powers (ref to act)

9.1.1 General powers ref s18(2)

9.1.2 Power to require Information ref s76

9.1.3 Information to obtain a warrant s78

9.1.4 Receipt of information s81

9.1.5 Emergency Powers s85(1), 86-92 and s94.

Strategic Fit

10. The recommendations are consistent with the Group Plan in that they provide for an effective response and recovery to an emergency and COVID-19/drought in particular.

Financial and Resource Implications

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

Decision Making Process

12. 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:

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

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

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

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

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

12.6. 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

12.7. The proposed amendments to the Group Plan meet the requirements of section 57 of the Civil Defence Emergency Management Act 2002 and can be considered as a minor change to Group Plan.

Recommendations

That :

1. The Committee agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted Significance and Engagement Policy, and that Council 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 Committee 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 and Recovery Manager as follows:

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

Juanita Savage

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

Libby Young

2.3. Add the following to the Hawke’s Bay Group Recovery Managers List

Ian Macdonald (Alternate)

2.4. Amend the Functions and Powers delegated to Group Controllers by adding section 86 of the Act to item 5 to read Emergency Powers s85(1), 86-92 and s94

3. The Committee authorises Ian Macdonald to act in the statutory role of Group Recovery Manager for the purpose of exercising the powers of the Notice of National Transition Period for COVID-19 dated 13 May 2020 and any subsequent extension.

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1	General Rransition Period Powers under the Civil Defence Emergency Management Act 2002
⇩2	Section 85 - Emergency Powers of Civil Defence Emergency Management Groups

HB CDEM Group Joint Committee

Monday 08 June 2020

Subject: Financial and Results Based Accountability Report

Reason for Report

1. The purpose of this report is to update the Committee on the financial implications of the COVID-19 response and the current state of the Hawke's Bay CDEM Group budgets. This report also provides the Committee the Results Based Accountability Report for the COVID-19 response so far.

Executive Summary

2. While the cost of responding to COVID-19 so far has been significant, it is likely that reduced expenditure in other CDEM financial project areas due to the response and ongoing monies claimed back from central government will mean that it is likely that at least half of the resulting overspend can be managed within the existing CDEM reserves.

3. The Results Based Accountability Report demonstrates that the Hawke's Bay CDEM Group achieved the main objectives of the response in that the emergency welfare needs of individuals and the community were met and as a result the health system and clinical response would have been able to better cope with significant COVID-19 cases across Hawke's Bay.

Discussion

Financial Report

4. The following report should be considered as an interim report. There are costs related to COID-19 response with are yet to be invoiced or paid. The total claim of expenses back from Central Government is also yet to be confirmed. As we are transitioning into recovery there will be further operational costs and cost recovery from Central Government for welfare costs.

5. A further unknown as any costs that may be occurred as a result of the current Hawke’s Bay Drought response.

6. A full set of accounts for the 2020-21 year will be available in July-August.

7. Prior to the COVID-19 response, the Group budgets were on track for expenditure for the 2020-21 financial year. As part of the COVID-19 response the Group incurred two additional types of expenses. These include operational response and emergency welfare support expenditure

8. The operational response costs included matters such as:

8.1. Short term contracts for additional welfare staff

8.2. Development and operation of the welfare 0800 number and the team of needs assessors

8.3. Personnel costs for extra staff hours

8.4. Miscellaneous response costs such as food for shifts, extra IT equipment and software licences

9. Emergency welfare costs included such items as:

9.1. Grocery items

9.2. Household goods such as clothing and blankets

9.3. Delivery costs

9.4. Emergency accommodation

9.5. Reimbursement of food bank costs

10. Attachment 1 contains a summary of the four Group project areas that are currently funded by the regional CDEM targeted rate and the costs so far attributed to the COVID-19 response. The highlighted yellow columns are the re-forecast figures to the end of the current financial year.

11. The extra expenditure due to COVID-19 will be partially offset by reduced activity in other areas such as risk reduction, hazard research, coordination and community engagement. The group has also commenced the claim process for welfare costs. A claim of $520,000 has already been lodged with the National Emergency Management Agency and a further claim of approximately $200,000 is currently being compiled.

12. This will leave current unbudgeted expenditure of $562,244. $340,000 of this can be offset from the existing CDEM reserves. The remainder of approximately $220,000 can either be addressed through increasing the regional CDEM targeted rate or borrowing against the reserves.

13. Given that the final expenditure has yet to be realised a preferred option has not been recommended at this point. In the meantime the reserve account can move into a deficit before a final decision is made by this Committee and HBRC as to how this can be addressed.

Results Based Accountability Report

14. Attachment 2 is a Results Based Accountability Report for the COVID-19 welfare response. This document was “living” through the response. The Committee may recall this report was used to monitor the success or otherwise of the welfare response as it progressed and was reported both internally and to the National Coordination Centre.

15. This report needs to be read in conjunction with the operational Action Plan which sets out the aim and objectives of the response along with how this will be achieved and resulting taskings.

16. Attachment 3 of this report states the response aim and objectives set by the Group Controller on 31 March. The Results Based Accountability Report relates specifically to Objective 2.

17. The Results Based Accountability Report monitored the performance of the response to achieve this objective.

18. The Results Based Accountability Report shows that the Group achieved the objective sought. This is a considerable achievement and considering the circumstances and is a result the Group and community can be proud of.

19. The Group Welfare Manager Alison Prins will be available at the meeting to answer any questions on the Results Based Accountability Report.

Decision Making Process

20. 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 Hawke’s Bay Civil Defence Emergency Management Joint Committee receives and notes the “Financial and Results Based Accountability Report” for the Covid-19 response.

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

⇩1	Financial Report
⇩2	Results Based Accountability Reporting 4th June 2020
⇩3	Responce objectives