Agenda of HB Civil Defence Emergency Management Group

Meeting of the HB Civil Defence Emergency Management Group Joint Committee

Date: Monday 28 June 2021

Time: 1.30pm

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Agenda

Item Title Page

1. Welcome/Karakia/Notices/Apologies

2. Conflict of Interest Declarations

3. Confirmation of Minutes of the HB Civil Defence Emergency Management Group held on 22 March 2021

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. Covid-19 Response Review 9

Information or Performance Monitoring

7. Community Resilience Update 27

8. Group Managers General Update 31

9. NEMA Update 77

10. Discussion of Minor Items Not on the Agenda 89

HB CDEM Group Joint Committee

Monday 28 June 2021

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

1. 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 Advisor

Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

1 ⇩

Action Items for June 2021 meeting

HB CDEM Group Joint Committee

Monday 28 June 2021

Subject: Call for Minor Items Not on the Agenda

Reason for Report

1. This item provides the means for committee members to raise minor matters they wish to bring to the attention of the meeting.

2. Hawke’s Bay Regional Council standing order 9.13 states:

2.1 “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.”

Recommendation

That the HB Civil Defence Emergency Management Group Joint Committee accepts the following “Minor Items Not on the Agenda” for discussion as Item 10.

Topic	Raised by

Authored by:

Annelie Roets

Governance advisor

Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

There are no attachments for this report.

HB CDEM Group Joint Committee

Monday 28 June 2021

Subject: Covid-19 Response Review

Reason for Report

1. The purpose of this report is to ask the Committee to note and endorse a report identifying the lessons and corrective actions for the Hawke's Bay CDEM Group Response to COVID-19.

Officers’ Recommendation

2. That the HBCDEM Group Joint Committee notes and endorses the attached report Lessons of the HBCDEM Response to COVID-1

Background and Discussion

3. The after action review process for the COVID-19 response from March 2020 to June 2020 was undertaken by an independent consultant experienced in emergency management matters over the period of August and September 2020.

4. The after-action process allowed for a wide range of experiences, views and opinions to be identified and analysed. The resulting report attached to this paper focuses on the lessons that were identified and the recommendations made by the consultant.

5. This report expands on her conclusions to identify corrective action areas, what work has been completed and what is proposed. The identification of possible corrective actions is the start of the continuous improvement process. As work programmes are developed and projects scoped, the actual corrective actions may need to change.

6. For this reason, it is intended that the Group office will create a more formal tool for identifying, tracking, and reporting to allow for continuous improvement as a result of exercises and events. It is planned to deliver this tool for CEG to consider at its next meeting, along with a discussion on the Group Work Programme.

7. The attached report was approved by the CEG at its meeting on 24 May 2021.

Strategic Fit

8. The recommendations are consistent with the Group Plan in that they provide for an effective response and recovery to an emergency through a continuous improvement process.

Consultation

9. A wide range of individuals and organisations including tangata whenua were engaged as part of the after action review process. As such no other consultation requirements were identified.

Financial and Resource Implications

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

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 and engagement.

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.

12. 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 Hawke’s Bay CDEM Group Joint Committee:

1. Agrees that the decisions to be made are not significant under the criteria contained in Council’s adopted Significance and Engagement Policy, and that the Joint Committee can exercise its discretion and make decisions on this issue without conferring directly with the community or persons likely to be affected by or to have an interest in the decision.

2. Notes and endorses the “Lessons of the HBCDEM Response to COVID-19” staff report.

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

1 ⇩

Lessons of HBCDEM COVID19 Response

HB CDEM Group Joint Committee

Monday 28 June 2021

Subject: Community Resilience Update

Reason for Report

1. This report is to inform the Joint Committee of the community engagement activities of the Group.

Executive Summary

2. There is a wide range of activities being undertaken to ensure Hawke’s Bay communities understand our risks and are prepared to support themselves and others in the initial stages of an emergency event. There is a focus on understanding our tsunami risk, as the recent tsunami warnings highlighted an ongoing need to engage with the community to ensure they understand our tsunami risk, and the correct actions they need to take.

Background

3. The following community resilience activities are currently underway:

Tsunami education campaign

4. A letter will be delivered to every property in Hawke’s Bay located a tsunami zone in the next month. This is to advise them that they are in a tsunami zone and should evacuate if they feel a long or strong earthquake. The letter includes a sticker, FAQs and evacuation planning advice. This will be supported by a letter to elected officials and a Facebook and media campaign.

Hawke’s Bay Resilience Working Group

5. A collective impact project group made up of organisations and agencies who deliver community-based resilience building projects across Hastings and Napier is being created to ensure that all know what each other is doing, and any gaps or opportunities are co-ordinated. Current members are HBCDEM, Safer Napier, Safer Hastings, Napier City Council, Hastings District Council, Red Cross, Fire and Emergency NZ, Taiwhenua, Neighbourhood Support, MoE, Pasifika and Migrant Networks and Te Puni Kōkiri. Community resilience projects will be developed in conjunction with the other activities of the working group parties.

Wairoa District

6. Following the March tsunami warnings, tsunami inundation maps were put up in Wairoa shop windows and community meetings held in Mahia, Whakaki, and Nuhaka. community resilience plans (CRPs) have been updated in these communities with learnings from this event. The Waikaremoana CRP is being reviewed, Wairoa CRP restarted (delayed due to COVID), and a CRP with Putarino is underway.

Napier City

7. Planning has begun for the installation of tsunami information boards along the foreshore from Westshore to Waitangi. The Bay View community have begun a review of their CRP. Tsunami information signage and evacuation routes are also being planned in this area.

Hastings District

8. Emergency information brochures about floods and tsunami have been delivered to Clive, Te Awanga, Haumoana and Waimarama residents. Previously there has been a digital approach, with this information available online. Following feedback from the community, printed materials have now been delivered to residents. Tsunami information boards have been created and will be installed by Hastings Recreational Services in the Cape Coast area. Planning has begun for tsunami information boards to be installed at Clive. Planning is underway to work with the Whakatu community on a CRP.

Central Hawkes Bay District

9. The Porangahau, Te Paerahi, Whangaehu, Wanstead and Flemington CRP are being reviewed and tsunami evacuation routes will be installed in the coastal locations. Emergency information is being developed and CRPs offered at Kairakau, Mangakuri, Blackhead and Pourerere.

Network of Network hui

10. There has been hui with the children and young person, older persons, disability, Pacifica and migrant networks to ensure that these communities understand their risks and are well placed to support community responses to emergencies.

School and early learning services emergency planning

11. Group office staff and the Hawke's Bay Ministry of Education Office are holding a series of workshops in August for Hastings and Napier Schools and Early Learning Services, to support emergency planning.

12. CHB and Wairoa schools have held a planning evening to ensure they are working to best practice guidelines with a networked approach to emergency planning and response.

East Coast LAB community workshops

13. The Group is hosting community workshops in Wairoa, Napier and Central Hawke’s Bay, run by East Coast LAB, on the science behind the earthquake and tsunami risk facing Hawke’s Bay communities.

Te Hīkoi a Rūaumoko

14. This is a bilingual children’s story, based on matauranga Māori, that teaches children about earthquakes and tsunami. This has been re-created as an interactive eBook, which enables children and teachers to explore and discover more about purakau and matauranga surrounding earthquakes and tsunami. This is a local project with the eBook development funded by Earthquake Commission and Massey University.

15. The hard copy book is also being reprinted and will be distributed, along with a household plan template, to all preschool children in Hawke’s Bay at their B4 School check. This is coordinated by Health Hawke's Bay and will reach approximately 2,000 children and their families each year.

16. A Resilience Fund application has been made to NEMA to create other culture version of Te Hīkoi a Rūaumoko, with the creation of three Pacifica and two Asian editions being planned.

Strategic Fit

17. These activities align with the objectives of the Group Plan.

Considerations of Tangata Whenua

18. We have a close relationship with Te Puni Kōkiri, taiwhenua and marae around the rohe. All of our working groups and resilience projects include tangata whenua representation.

Consultation.

19. Consultation is ongoing with community champions, TLA staff, local agencies and NGOs, Māori, Pacifica and migrant groups, as well as our networks of older persons, disability and children and young persons.

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 CDEM Group Joint Committee receives and notes the “Community Resilience Update” staff report.

Authored by:

Jae Sutherland

Acting Team Leader Community Resilience

Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

There are no attachments for this report.

HB CDEM Group Joint Committee

Monday 28 June 2021

Subject: Group Managers General Update

Reason for Report

1. The purpose of this report is to inform or update the Hawke’s Bay CDEM Group Joint 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.

Discussion

2. The matters covered in this report include:

2.1. November 2020 Napier Rain Event Lessons Learnt Report

2.2. Group Office Staffing

2.3. COVID-19 Resurgence Planning

2.4. March 2021 Earthquake Trifecta and Tsunami Alerts

2.5. Know your Tsunami Zone Campaign

2.6. Managing Buildings in an Emergency: Regional Rapid Building Assessment System

2.7. Group Work Programme Review

2.8. Central Government Emergency Management Reforms.

November 2020 Napier Rain Event Multi-Agency Lessons Learnt Report

3. This review has been completed by the Fire and Emergency New Zealand (FENZ) National Operational Efficiency team. Interviews were conducted and the final report was received on 10 June.

4. The intention is for this to be presented to the CEG by FENZ at its next meeting in July. Once the CEG approved the report it will be included in the next Joint Committee agenda.

Group Office Staffing

5. As the Committee may be aware the CDEM Group office has been holding four vacancies since the start of the year. Three of these vacancies have been filled including EMA (Community Resilience), EMA (Intelligence) and the EMA (Public Information and Communications). The new staff in these roles have either started in the last few weeks. The current Group office structure is attached to this item.

6. The fourth vacancy is the role of Team Leader Community Resilience. This vacancy was seen as an opportunity to relook at the structure of this team and the role of the Senior EMA (Welfare). As a result, a decision was made to appoint Jae Sutherland as Acting Team Leader and a change process was undertaken and is now complete. Interviewing for this role has commenced.

COVID-19 Resurgence Planning

7. In the last quarter the Group office have held three multi-agency resurgence planning meetings. These meetings have been useful to keep updated with different agency efforts around resurgence planning and the regional vaccination programme.

8. The location of regional pre-determined checkpoints (via NZ Police) will be sent to NEMA to be used in heath orders should a regional lockdown be required. Stakeholders have been asked to feed through any concerns on the positioning of these regional boundaries to the Group office.

9. The main considerations at this point is accessibility to health and other key services in larger centres for Mahia and Pōrangahau residents who are currently outside of the checkpoint boundaries.

10. We have received the latest version of the National COVID-19 Response Plan. This plan is aimed at the national level, however, several minor updates were made to our regional plan (e.g. updated diagrams).

11. An updated version of the Regional Resurgence Plan was released in early June and are continuing to hold monthly planning meetings with our partners.

March 2021 Earthquake Trifecta and Tsunami Alerts

12. The debrief notes to Tsunami Warning(s) 5 March 2021 have been completed and are attached to this report. Any actions from this either have already been implemented or will be included in the work programme.

13. Also attached for the information of the Committee is the NEMA National Post Event Report for this event. We received this in the last couple of days.

Know your Tsunami Zone Campaign

14. This is one of the actions to come out of the previously mentioned debrief. Work has just been competed finalising a letter to the approximately 30,000 landowners that own property in a tsunami evacuation zone in the Group area. This letter will inform people of the fact their property is in a tsunami evacuation zone, what they need to do and where to get further information. The letter will also include a sticker which people can attach to the back of their door or somewhere appropriate so non-residents on site can see the property is in a tsunami evacuation zone.

15. This will be backed up with a communications plan across mainstream and social media. This is programmed to begin in early July.

16. The cost of this is in approximately $35,000 and will need to be covered from under-expenditure from other CDEM budgets or treated as unbudgeted expenditure.

Managing Buildings in an Emergency: Regional Rapid Building Assessment System

17. As a result of learnings from recent events and the release of a recent Directors Guideline on Impact Assessment, there has been some discussion with FENZ, Napier City Council (NCC) and Hastings District Council (HDC) on speeding up the development of a regional approach to managing buildings in an emergency.

18. There are many different strands to this, including an overarching impact assessment plan and procedures, rapid impact assessments, more specialised detailed building assessments, the tools that support these processes.

19. The rapid building assessment process involves a certain amount of cross-over between the roles and responsibilities of the CDEM Group and TLAs as building control authorities.

20. With the direct support of Group office staff, HDC have agreed to lead the development of a project to create a regional rapid building assessment system. This project would also involve support and resourcing from FENZ and all TLAs.

21. The aim is to develop a region wide system that supports effective and efficient processing and recording of rapid building assessments that provide for public safety, while allowing controllers to make informed decisions in the response and support the ongoing recovery from an event.

22. While this project is currently in an initial scoping phase, it is intended that a formal paper be presented to the CEG at its next meeting in July.

Group Work Programme Review

23. The current Group Work Programme can be found at Group Work Programme 2018-19 and 2019-20. Due to the COVID-19 response an updated work programme for 2020-21 was not developed.

24. With the identification of lessons from the COVID-19, Napier Rain Event and Trifecta of earthquakes responses it is timely to commence the review of the current work plan (what has been achieved) and develop a new programme for 2021-22 and 2022-23.

25. It is intended that a draft be presented to the CEG at its next meeting in July.

Central Government Emergency Management Reforms

26. The National Emergency Management Agency (NEMA) has commenced work has commenced the development and consultation on what they have termed the “Trifecta Programme” this is a review of the Civil Defence Emergency Management Act and National Plan, and the implementation of the National Resilience Strategy.

27. NEMA staff will be attending this meeting and can answer any detailed questions on this programme.

28. The timeframes for this work is ambitious and does involve significant involvement from subject matter experts in the Group office and some local authority staff. This may impact on group work projects over the next 12 months. It is difficult to quantify this and as a result NEMA have been asked to provide a consultation plan so Groups can internally coordinate work programmes.

Decision Making Process

29. 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 CDEM Group Joint Committee receives and notes the “Group Managers General Update” staff report.

Authored and Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

1 ⇩	Current CDEM Group Structure
2 ⇩	5 March 2021 HBCDEM Debrief notes to Tsunami Warnings
3 ⇩	Hikurangi and Kermadec Island Earthquakes Post-Event Report