Agenda of HB Civil Defence Emergency Management Group

Meeting of the HB Civil Defence Emergency Management Group Joint Committee

Date: 30 Aug 2021

Time: 2.30pm

Venue:

Via Zoom and livestream on HBRC Facebook Page

Agenda

Item Title Page

1. Welcome/ Apologies/ Notices

2. Conflict of Interest Declarations

3. Confirmation of minutes if the 22 March 2021 and 28 June 2021 HB CDEM Group Joint Committee Meetings

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. Election of the Chair of the Hawke's Bay CDEM Group Joint Committee 9

7. Amendments to the Hawke's Bay CDEM Group Plan: Controller Appointments 11

Information or Performance Monitoring

8. Napier Rain Event - Independent Operational Review and Hazard Reports 15

9. Verbal update from NEMA

10. Group Manager's Verbal update

11. Discussion of Minor Items not on the Agenda 157

HB CDEM Group Joint Committee

30 August 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

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

Authored & Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

1 ⇩

Action Items from previous CDEM JC Meetings

HB CDEM Group Joint Committee

30 August 2021

Subject: Call for Minor Items Not on the Agenda

Reason for Report

1. 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

That the HB CDEM Group Joint Committee accepts the following “Items of Not on the Agenda” for discussion as Item 11.

Item	Topic	Raised by
1.
2.
3.

Leeanne Hooper

GOVERNANCE TEAM LEADER

James Palmer

CHIEF EXECUTIVE

HB CDEM Group Joint Committee

30 August 2021

Subject: Election of the Chair of the Hawke's Bay CDEM Group Joint Committee

Reason for Report

1. This item provides the means for the election of the Chair of the Hawke’s Bay Civil Defence Emergency Management Group Joint Committee, as required due to the resignation of Rex Graham.

Discussion

2. The Local Government Act 2002 provides direction for the election of a Chairperson. This must be in accordance with the voting requirements contained in Schedule 7, Part 1, Section 25. The relevant matters from this section state:

25. Voting systems for certain appointments

(1) This clause applies to:

(c) The election or appointment of the chairperson and deputy chairperson of a committee; and

(2) If this clause applies, a committee must determine by resolution that a person be elected or appointed by using one of the following systems of voting:

(a) the voting system in sub clause (3) (“system A”):

(b) the voting system in sub clause (4) (“system B”).

(3) System A:

(a) requires that a person is elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee present and voting; and

(b) has the following characteristics:

(i) there is a first round of voting for all candidates; and

(ii) If no candidate is successful in that round there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(iii) if no candidate is successful in the second round there is a third, and if necessary subsequent, round of voting from which, each time, the candidate with the fewest votes in the previous round is excluded; and

(iv) in any round of voting, if 2 or more candidates tie for the lowest number of votes, the person excluded from the next round is resolved by lot.

(4) System B:

(a) requires that a person is elected or appointed if he or she receives more votes than any other candidate; and

(b) has the following characteristics:

(i) there is only 1 round of voting and

(ii) if 2 or more candidates tie for the most votes, the tie is resolved by lot.

3. Staff recommend that the election of the Chair of the Civil Defence Emergency Management Group Joint Committee is conducted by using System A as provided in Schedule 7, Part 1, Section 25.

4. The Deputy Chairperson, Mayor Alex Walker, will Chair the meeting until the election of the Civil Defence Emergency Management Group Joint Committee Chairperson is complete.

Decision Making Process

5. 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:

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

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

5.3. The decision does not fall within the definition of the Administering Authority’s (Hawke’s Bay Regional Council) policy on significance

5.4. No persons are significantly affected by this decision

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

5.6. 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 the 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 Council can exercise its discretion and make decisions on this issue without conferring directly with the community or persons likely to have an interest in the decision.

2. Agrees to use voting System A as provided in Schedule 7, Part 1, Section 25 of the Local Government Act 2002.

3. ……………… was nominated by .…………………, seconded by …………………..

4. ……………….. was nominated by …………………, seconded by ………………..

5. … votes for …..; … votes for …

6. ………………was declared as elected Chair of the Hawke’s Bay CDEM Group Joint Committee.

Authored by: Approved by:

Leeanne Hooper

Team Leader Governance

Ian Macdonald

GROUP MANAGER / CONTROLLER

Attachment/s

There are no attachments for this report.

HAWKE’S BAY REGIONAL COUNCIL

HB CDEM Group Joint Committee

30 August 2021

Subject: Amendments to the Hawke's Bay CDEM Group Plan: Controller 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. These appointments and associated delegations are contained in the Hawk’es Bay CDEM Group Plan and as such represent a minor change to this Plan.

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

Confirmation of the Appointment of Local Controller Hawke’s Bay CDEM Group

3. Mr Kitea Tipuna is currently appointed as a local controller for the Hawke's Bay CDEM Group. With Mr Tipuna being appointed Chief Executive of Wairoa District Council (WDC), he has asked to be removed from this appointment and a replacement from WDC staff be considered as a replacement.

4. Mr Mike Hardie is currently appointed in the role as Transport Asset Manager for Wairoa District Council and provided the following resume:

Born and bred in Wairoa, attended Wairoa College before heading away to Massey University studying a Bachelor of Business Studies majoring in Management and also on an OE overseas.

Returning to Wairoa in 2011, I was employed with a local contracting company (QRS) and stayed there for 5 years doing a range of roles from quarry administration through to project supervisor roles.

Wairoa District Council came calling in 2016, where I was employed in the Operations Engineer – Roads role. I had two direct reports in this role managing the day-to-day operations of the roading maintenance and roading projects.

In early 2020, I was able to secure the role of Transport Asset Manager, which was a step up into the more strategic and overarching responsibility of the Land Transport department. Over the time at Council, I have achieved traffic management qualifications, Certificate in Engineering Technology, Level 6 procurement certificates, plus a range of other training achievements.

5. Should the Committee agree to the appointment of Mr Hardie, he will be inducted as a controller and be required to attend the national Response and Recovery Leadership Development Programme.

6. The following changes are therefore recommended to Appendix 5: Key Appointments to the Hawke’s Bay CDEM Group Plan 2014-19:

6.1. Add the following to the Local Controller Hawke’s Bay CDEM Group list:

Mike Hardie

6.2. Remove the following from the Local Controller Hawke’s Bay CDEM Group list:

Kitea Tipuna

Strategic Fit

7. The recommendations are consistent with the Group Plan in that they provide for an effective response and recovery to an emergency, a key objective of the Plan.

Financial and Resource Implications

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

Decision Making Process

9. 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:

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

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

9.3. The decision does not fall within the definition of the Administrating Authority’s (Hawke’s Bay Regional Council) policy on significance and engagement

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

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

9.6. 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.

9.7. 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 the Group Plan that does not need public consultation.

Recommendations

That the Hawke’s Bay CDEM Group Joint Committee:

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

2. Amends 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 makes appointments and changes to the roles of Local Controller as follows.

2.1. Add the following to the Local Controller Hawke’s Bay CDEM Group list: Mike Hardie

2.2. Remove the following from the Local Controller Hawke’s Bay CDEM Group list: Kitea Tipuna

Authored & Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

There are no attachments for this report.

HB CDEM Group Joint Committee

30 August 2021

Subject: Napier Rain Event - Independent Operational Review and Hazard Reports

Reason for Report

1. The purpose of this paper is to provide, for the information of the Committee, two reports being the Independent Operational Review Napier Floods and Napier Rainfall Event November 2020 Hazard Report and allow for any questions that the Committee may have.

Background

2. On 9 November 2020 one of the worst flooding events in recent times impacted Napier. While rainfall occurred across a large part of Hawke’s Bay, the most intense rainfall was experienced in a very small area of approximately 15km² centred over Napier. This well exceeded the design capacity of the city’s drainage network. Several suburbs across the city were either flooded or affected by landslides, and several homes damaged beyond repair.

3. A detailed description of the event can be found in the attached reports.

Operational Review

4. As part of the continuous learning process for the CDEM Group, councils and partner agencies, an after-action review process was commenced in the weeks immediately after the official response had concluded. Due to the significance of the impacts and the subsequent response it was decided to engage an independent and specialised team to review the after-action observations and undertake the lessons identified process.

5. The Fire and Emergency New Zealand’s (FENZ) National Operational Efficiency and Readiness team were asked to undertake the lessons identified process and suggest corrective actions. Their report is attached to this agenda item.

6. This report was adopted by the Coordinating Executives Group (CEG) at its last meeting in July 2021.

Hazard Event Report

7. Hawke’s Bay Regional Council and the CDEM Group commissioned TOA Consulting to prepare a comprehensive post CDEM hazard event report of the Napier November 2020 Rainfall Event. This report follows the guidance and template provided by the National Emergency Management Agency (NEMA) for consistent hazard event reporting by CDEM Groups. The report is attached and will be published by Hawke’s Bay Regional Council.

Discussion

Operational Review

8. The report outlines the methodology used by the review team and the conclusions identified. Representatives from the FENZ Operational Efficiency and Readiness team will be available by video conferencing at the meeting to provide an overview of the report and answer any questions the Committee may have.

9. The Coordinating Executives Group (CEG) have adopted this report and the recommendations will be included in the Group’s continuous improvement process. The lessons and recommended corrective actions will be assessed, and recommendations made to the CEG in terms of the Group work programme. Actions will be identified for councils and partner agencies to address the issues raised that are relevant to them.

Hazard Event Report

10. There are two main objectives for the hazard report:

10.1. To provide detailed data and analysis on the event and its causes to aid scientific research, calibration of hazard models to improve their robustness and aid scenario development for historic and pre-historic events.

10.2. To provide a record of the hazard impacts and so allow a database of hazard impacts to be developed and integrated for future decision making.

Figure 1: 12 hourly rainfall accumulation 10am to 10pm 9th November 2020

11. It is clear the flooding event on the 9 November 2020 was the result of an extreme rainfall event (Fig 1) and the external warnings received for this event provided a very mixed message to those who were leading the response and asset managers. As a result, there are lessons identified, and the following recommendations are made in the hazard event report:

11.1. Warnings received from MetService for severe rainfall should be followed up with a phone call to the duty forecaster to clarify likely localised locations and potential intensities. This will ensure that any possibility of misinterpretation of the forecast information is reduced, noting that it is not always possible to predict the exact location of rainfall events such as these

11.2. Napier City Council and Hawke’s Bay Regional Council should review the existing arrangements for management of the flood scheme to ensure the most effective integration and coordination of the assets where possible. This includes arrangements for the conducting of operational activities, both in readiness and response. This may be achieved through the development of a plan that clearly details the roles and responsibilities of all parties involved in the management of the scheme, including maintenance, forecasting, data sharing, response priorities and activities, reporting lines and structures and resource requirements.

11.3. Alternative power supplies should be sought for all key flood pumping assets within Napier City to ensure that any impact from the loss of power is minimal and does not adversely affect the performance of the drainage network.

11.4. Hawke’s Bay local authorities should utilise an independent organisation to review rainfall data and determine the return period of rainfall events within the region. The return period of rainfall and flooding should not be determined during the event to enable all possible data sources to be utilised and provide an accurate result.

12. This report raises several matters that need to be considered by asset managers across the Groups’ councils and by Lifeline operators. As such, the report has been distributed for their review and action.

Next Steps

13. The CDEM Group office will manage the continuous improvement process resulting from these reports in conjunction with other lessons identified from other responses such as COVID-19. The process is overseen by the Coordinating Executive Group (CEG).

14. Individual councils and partner agencies are also undertaking a review of the reports to identify any learnings and actions relevant to their specific functions in the emergency management system.

15. As the authority with responsibility for most aspects of flood hazard control, the Hawke’s Bay Regional Council will take the lead on implementing changes recommended by the Hazard Report for asset management matters.

Decision Making Process

16. 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.

Recommendations

That the Hawke's Bay CDEM Group Joint Committee receives and notes the following reports:

1. The “Independent Operational Review Napier Floods”; and

2. The “Napier Rainfall Event November 2020 Hazards Report”.

Authored & Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s