MINUTES OF A
meeting of the HB Civil Defence Emergency Management Group
Date: Friday 20 June 2014
Time: 10.00 am
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Venue:
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Council Chamber
Hawke's Bay Regional Council
159 Dalton Street
NAPIER
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Present: F Wilson, Chairman, Hawke’s Bay Regional Council - Chairman
C Little, Mayor, Wairoa District Council
B Dalton, Mayor,
Napier City Council
Cr T Kerr, Hastings
District Council (on behalf of Mayor Yule)
Cr S Butler, Central
Hawke’s Bay District Council (on behalf of Mayor Butler)
In Attendance: E Lambert, Chief Executive HBRC
I Macdonald, Group
Controller HB CDEM & Group Manager
R McLeod, CEO, Hastings District Council
J
Freeman, CEO, Central Hawke’s Bay District Council
F
Power, CEO, Wairoa District Council
N
Simpson, Hawke’s Bay CDEM Group
A Hickey, MCDEM
P
Grant, Group Recovery Manager
W
Jack, CEO, Napier City Council
L Pearce, Hawke’s
Bay CDEM Group
M Hulena, Executive
Assistant
S Webster, Lawyer,
Sainsbury Logan & Williams (part of meeting)
1. WELCOME/APOLOGIES/NOTICES
Chairman Wilson welcomed everyone to the meeting. Mr Macdonald
introduced Mr Grant, Group Recovery Manager presenting in item 7. Mr Macdonald
advised the Committee Mr Webster would attend at 10.30am to discuss item 3 in
General Business. There were no notices.
Apologies
were received from:
L Yule, Mayor, Hastings District
Council
PB Butler, Mayor, Central Hawke’s Bay District
Council
Wilson/Little
CARRIED
2. CONFLICT
OF INTEREST DECLARATIONS
There were no
conflict of interest declarations.
3. Confirmation of Minutes of the HB Civil Defence Emergency Management
Group held on 11 April 2014
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CDE8/14
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Resolution:
Minutes of the HB Civil Defence Emergency
Management Group held on Friday, 11 April 2014, a copy having been circulated
prior to the meeting, were taken as read and confirmed.
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Dalton/Wilson
CARRIED
4. Matters Arising from Minutes of the HB Civil Defence Emergency
Management Group held on 11 April 2014
There were no
matters arising from the minutes.
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5.
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Call
for General Business
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CDE9/14
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Resolutions
1. That the HB Civil Defence Emergency
Management Group accepts the following minor items for discussion:
1.1. Draft Minutes of the 9 May
2014 CEG Meeting
1.2. LGNZ think piece Managing
Natural Hazards in New Zealand: Towards more Resilient communities
1.3. Hawke’s Bay Disaster
Relief Fund Trust
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6.
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Final
approval of the Hawke’s Bay CDEM Group Plan
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Mr Macdonald
advised the Committee following the meeting held on 11 April 2014 there have
been no changes to the Hawke’s Bay Civil Defence Emergency Management
(CDEM) Group Plan.
The draft Plan
was received by the Minister of Civil Defence for her comment. No changes
were recommended and the Minister commended the Group on the Plan. Final
approval was required for the Group Plan and new controller appointments.
In responding
to a question, Mr Macdonald agreed the plan provided good news for the Council
and a media release would be prepared.
Mr Macdonald
also advised the final Group Plan would be available online via the Civil
Defence website and in written form. Members of the CEG and Joint Committee
Group would receive a copy once finalised.
The Committee
noted the Group Plan was largely consulted on by government and non-government
agencies. The Group Work Programme now needs
to be developed in detail and implemented and the focus is forward thinking.
It was acknowledged that a review of existing resourcing will be needed to
implement a work programme in accordance with the objectives of the Plan.
In moving the recommendation,
Councillor Kerr commended staff for the on-going work undertaken and the
process of the Plan review.
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CDE10/14
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Resolutions:
That:
1. Pursuant to Section 52(1)(c) of the Civil Defence Emergency Management Act 2002 the
Committee approves the proposed Hawke’s Bay Civil Defence
Emergency Management Group Plan as operative from the date of this resolution.
2. Pursuant
to section 57 of the Civil Defence Emergency Management Act 2002 the
following minor changes are made to the Hawke’s Bay Civil
Defence Emergency Management Group Plan, and the Plan is to be amended
accordingly. The following controller appointments are made pursuant to
sections 26 and 27 of the Act:
2.1. Elizabeth Lambert is
appointed as an alternate Group Controller.
2.2. David Fraser is replaced by
Alice Heather as an alternate Local Controller, Hastings District Council.
2.3. Peter
Freeman is replaced by Fergus Power as the primary Local Controller, Wairoa
District Council.
Butler/Kerr
CARRIED
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7.
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Draft
Hawke’s Bay Group RECOVERY Strategy
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Mr Grant gave
a PowerPoint presentation which outlined the key points of the Group
Recovery Strategy. Mr Grant sought feedback from the
Committee to proceed to finalise a final draft for the approval of the
Committee and for the Committee to formally adopt it.
Mr Grant
advised the Committee since the CEG meeting, recommended minor changes had
been made. Positive feedback has been received during consultation with
Councils and other agencies. The document may require updating if changes to
the local government structures are made or if the CDEM Act changes.
The Committee
discussed the agenda item and commended Mr Grant on the attachable appendices,
which are easily accessible and used as a checklist that is easily pulled
out.
10.30am Mr
Webster, Lawyer from Sainsbury Logan & Williams joined the meeting.
Mr Webster discussed
the Hawke’s Bay Disaster Relief Fund with the Committee. Mr Webster and
Mr Macdonald are looking to have a trust in place before a disaster happens. If
implemented the Hawke’s Bay Disaster Relief Fund would set up its own
0800 number and bank account. The draft trust document allows for people to
tag donations to a specific event or area. The establishment of a trust
had been agreed to by the Committee as part of the Group Plan review process.
As part of
consultation as to the wording of the Trust with the Councils, a concern had
been raised as to whether the trust constituted a Council controlled
Organisation (CCO). Mr Webster was of the view that it did. Mr
Macdonald outlined the process for establishing a CCO using the special
consultative process under the Local Government Act 2002.
In responding
to questions, Mr Macdonald confirmed thinking needs to be done around
administrative costs to Council, communication, marketing and advertising to
the community. The Committee noted Mr Macdonald will submit a proposal to
manage the process, gather submissions, hold a hearing, register the Trust
and receive preapproval for a Charitable Trust. An adhoc Joint Committee
meeting will be set in 2-3 months to discuss further.
The Committee also
noted an amendment to the section headed Hawke’s Bay Disaster Relief
Fund in the draft Recovery Strategy. Committee is comfortable with text
though the fund is not in place. Recommended changing to “Establish a
fund…”.
10.40am Mr
Webster left the meeting.
The Committee
discussed each TLA developing their own Recovery Plan. The Committee was of
the view that each Council needed to develop their own local recovery
plan. It was confirmed Mr Grant would provide assistance to TLAs and
their plans would be a detailed extension to the region plan.
The Committee
commended the progress undertaken to date.
The Committee
agreed to another amendment to the draft Strategy:
Group
Strategy be used as a basis of TLA to develop their own local Recovery Plan and
the Group would provide assistance from Mr Grant. (So there were no
conflicting plans).
Wilson/Butler
CARRIED
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CDE11/14
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Resolution:
That the Committee:
1. Resolves to adopt the attached Group Recovery Strategy as
amended at this meeting.
Dalton/Kerr
CARRIED
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8.
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Draft
Submission Revised National Civil Defence Emergency Management Plan
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Mr Macdonald advised the Committee that the Minister of Civil Defence has publicly released the revised
National Civil Defence Emergency Management Plan for public
consultation.
Submissions on the National Plan close on
25 July 2014. Mr Macdonald required agreement on a process for the Committee to enter their submission.
The Committee discussed their thoughts on the submission
process and agreed Mr Macdonald would draft a submission to include topics on
welfare and risk reduction, how to manage risks before they become an issue.
The draft submission to be discussed with the CEG Chair.
The final submission would be
approved by the Joint Committee Chair and be reported at the next Committee
meeting.
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CDE12/14
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Resolutions:
That :
1. The Committee make a submission on the
reviewed National Civil Defence Emergency Management Plan.
2. This submission shall be approved by the Chair
of the Joint Committee and reported to the next Committee Meeting.
Dalton/Little
CARRIED
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9.
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General
Business
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Draft Minutes of the 9 May 2014 CEG Meeting
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Elected Mr
Jack as the Chairman of the Coordinating Executive Group for a period of two
years as Mr McLeod is away overseas for 9 months.
Mr Don Scott
has volunteered to complete the review of the NZ Response Teams Hawke’s
Bay Needs Analysis for the Group. Mr Scott will review light rescue teams,
welfare response teams which are at a higher level than average
volunteers.
Mr Macdonald
noted some smaller communities have their own response and rescue group, to
get better coverage and training across Hawke’s Bay a discussion on
filling the gaps will be held at the next CEG meeting.
Mr Simpson
confirmed that there are staff and agencies trained in Emergency Management Information System (EMIS),
training is available if required.
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LGNZ think piece
Managing Natural Hazards in New Zealand: Towards more Resilient communities
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Mr Macdonald
discussed the “LGNZ Think Piece” document and sought
feedback from the Committee. Local government has an important
role in natural hazard management, and by working alongside and in
collaboration with central government agencies and private sector players
such as the insurance industry we could improve community resilience.
The Think Piece
discusses the need to ensure we have all the necessary tools and
capabilities, adequate information and preparedness to ensure the system
works in the best interest of communities with the ability to make sound
planning and policy decisions.
In response to
questions from the Committee, Mr Macdonald advised some small communities
have identified their own action plans. Information on Natural Hazards
is available to communities who need to use information responsibly. Mr
Macdonald also advised that the Group Office was happy to assist individual
Councils who were having conversations with their communities on natural
hazards. The Group Office had strong relationships with the MCDEM
hazards team, GNS and EQC. Ms Pearse to circulate the electronic copy
of the document to the Committee.
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Hawke’s Bay
Disaster Relief Fund Trust
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Dealt with as part of agenda item 7.
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Closure:
There
being no further business the Chairman declared the meeting closed at 11.15am
on Friday, 20 June 2014.
Signed
as a true and correct record.
DATE: ................................................ CHAIRMAN:
...............................................
