Minutes of HB Civil Defence Emergency Management Group

Civil Defence Email 2

Unconfirmed

Minutes of a Meeting of the

HB Civil Defence Emergency Management Group Joint Committee

Date: Friday 22 April 2016

Time: 1.00pm

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Present: Lawrence Yule – Mayor, Hastings District Council

Fenton Wilson – Chairman, Hawke’s Bay Regional Council – Chairman

Craig Little – Mayor, Wairoa District Council

Bill Dalton - Mayor, Napier City Council

Maitland Manning – Councillor, Central Hawke’s Bay District Council (on behalf of Mayor Peter Butler)

In Attendance: Liz Lambert, Chief Executive, Hawke’s Bay Regional Council

Wayne Jack, Chief Executive, Napier City Council

Fergus Power, Chief Executive, Wairoa District Council

John Freeman, Chief Executive, Central Hawke’s Bay District Council

Mike Maguire, Group Manager, Corporate & Customer Services, Hastings District Council (on behalf of Ross McLeod)

Ian Macdonald, Group Controller, HB CDEM and Group Manager

Ian Wilson, DMPC (on behalf of Andrew Hickey, MCDEM)

Monique Thomsen, Executive Assistant, Hawke’s Bay Regional Council

1. Welcome/Apologies/Notices

The Chairman welcomed everyone to the meeting.

CDE1/16

Resolution

That apologies from Mayor Peter Butler and Andrew Hickey be accepted.

Wilson/Little

CARRIED

Mr Macdonald introduced three new staff members, present at the meeting, the roles were created from the outcome of the changes approved last year;

· Ms Teresa Simcox - Emergency Management Advisor Response and Recovery;

· Mr Jim Tetlow - Emergency Management Advisor Readiness and Response; and

· Ms Michelle Beedell - Emergency Management Assistant.

2. Conflict of Interest Declarations

There were no conflict of interest declarations.

3. Confirmation of Minutes of the HB Civil Defence Emergency Management Group Joint Committee meeting held on 24 March 2015 and the notes from the meeting held on 14 December 2015

CDE2/16

Resolution:

Minutes of the HB Civil Defence Emergency Management Group Joint Committee meeting held on Tuesday 24 March 2015 and the meeting notes from the meeting held on Monday 14 December 2015, copies having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Dalton/Wilson

CARRIED

4. Matters Arising from Minutes of the HB Civil Defence Emergency Management Group Joint Committee Meeting held on 24 March 2015 and the notes from the meeting held on 14 December 2015

There were no matters arising from the minutes or meeting notes.

Amendments to the Group Plan: Controllers

Mr Macdonald updated the Committee on the amendments to the Group Plan and sought confirmation for proposed changes to Local Controller appointments due to staff resignations and an appointment to be amended in the HB CDEM Group Plan.

CDE3/16

Resolutions:

That the Committee:

1. Agrees that the decisions to be made are not significant under the criteria contained in HBRC’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.

2. Resolves to make the appointment of a new local controller as detailed in section 6.1 of this report.

3. Resolves to make amendments to Appendix 5: Key Appointments of the operative Hawke’s Bay CDEM Group Plan as detailed in section 6 of this report.

Yule/Dalton

CARRIED

Capability and Assessment 2015 Report

Mr Macdonald updated the Committee on the Capability and Assessment 2015 Report. This item was taken as read due to being left on the table from the 14 December 2015 meeting.

CDE4/16

Resolutions:

That the Joint Committee:

1. Agrees that the decisions to be made are not significant under the criteria contained in the HBRC 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.

2. Receives the Hawke’s Bay CDEM Capability Assessment Report 2.0 2015.

3. Endorses the CEG decision that areas of concern identified in this Report be included in the Group Work Programme and, if necessary, included in a variation to the Group Plan.

4. Requests that MCDEM carries out another monitoring and evaluation in early 2017.

Yule/Manning

CARRIED

Group Work Programme Update

Mr Macdonald updated the Committee on the Group Work Programme and raised the six priority work streams CEG identified from the Group Plan, those being;

1. Community Response Planning;

2. Initial Response Plans (based on significant hazards);

3. Developing and Maintaining People (training for staff and volunteers);

4. Group Coordination Centres Review (operations centres/EOCs);

5. Exercises and Exercise Programme; and

6. Standard Operating Procedures (SOPs).

Mr Macdonald advised the 3 key milestones identified in the work programme, as shown on the Gantt Chart, would be presented to CEG in May 2016, those being;

1. Community Resilience Strategy;

2. Group Training and Exercise Strategy; and

3. ECC/EOC Review Implementation.

The Committee requested for future updates, for a list of milestones or work streams that are not on target with the work programme timeframes.

CDE5/16

Resolutions:

1. That the Joint Committee receives the “Group Work Programme Update” report.

2. That the Joint Committee endorses the Work Programme approved by the Coordinating Executives Group.

Dalton/Wilson

CARRIED

2015-16 Annual Plan KPIs Update

Mr Macdonald updated the Committee on how the Group were tracking against its current KPIs and advised that they were currently developing a new process to monitor and report KPIs to reflect objectives set out in the Group Plan and Group Work Programme. This would involve the development of a new set of KPIs separate from the reporting done as part of the HBRC LTP and Annual Plan.

The Committee raised the use of specific wording “On Track” and “Variance” regarding the non-financial progress of the reports. Mr Macdonald and Ms Lambert advised HBRC are the administering authority for the Group and the current reportable KPIs were set as part of the HBRC Long Term and Annual Plans under HBRC reporting systems. This report and system had only been used for two quarters this year and the terminology was currently being debated internally and would be subject to change.

Mr Macdonald noted that this was an evolving process and report and any feedback would help this.

CDE6/16

Resolution:

1. That the Joint Committee receives the “2015-16 Annual Plan KPIs Update” report.

Manning/Yule

CARRIED

Changes to CDEM Staff Structures

CDE7/16

Resolution:

That Council excludes the public from this section of the meeting, being Agenda Item 9 Changes to CDEM Staff Structures with the general subject of the item to be considered while the public is excluded; the reasons for passing the resolution and the specific grounds under Section 48 (1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution being:

GENERAL SUBJECT OF THE ITEM TO BE CONSIDERED	REASON FOR PASSING THIS RESOLUTION	GROUNDS UNDER SECTION 48(1) FOR THE PASSING OF THE RESOLUTION
Changes to CDEM Staff Structures	7(2)(a) That the public conduct of this agenda item would be likely to result in the disclosure of information where the withholding of the information is necessary to protect the privacy of natural persons.	The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.

Wilson/Little

CARRIED

The meeting went into public excluded session at 1.28 pm and out of public excluded session at 1.39 pm

Closure:

There being no further business the Chairman declared the meeting closed at 1.39 pm on Friday 22 April 2016.

Signed as a true and correct record.

DATE: ................................................ CHAIRMAN: ...............................................