Minutes of HB Civil Defence Emergency Management Group

1. Welcome/Apologies/Notices

The Chairman welcomed everyone to the meeting and extended a warm welcome to Ms Sarah Stuart-Black and Mr Hickey.

There were no apologies, the Chairman noted Mr McLeod would be late.

There were two notices; Mayor Yule would like to discuss Notification Systems and Mr Jack would like to discuss Reporting to Councils.

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 22 April 2016

CDE9/16

Resolution

Minutes of the HB Civil Defence Emergency Management Group Joint Committee meeting held on Friday 22 April 2016, copies having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Wilson/Dalton

CARRIED

4. Matters Arising from Minutes of the HB Civil Defence Emergency Management Group held on 22 April 2016

There were no matters arising from the minutes.

Post-Election Elected Officials Civil Defence Induction

Mr Macdonald updated the Committee on the proposed plan for the Civil Defence induction of elected officials after the 2016 Local Government Elections.

Staff have developed a package that involves a revised booklet based on the existing handbook and would hold a 3 hour forum including short exercises to be delivered at each Council. The topics covered in the forum would include; Introduction to CDEM in Hawke’s Bay, Elected Officials role in CDEM during business-as-usual, Elected Officials role in CDEM during response, and Personal Preparedness.

The key timing of the induction would be as soon as possible, staff have started identifying dates post the Election.

CDE10/16

Resolution:

1. The HB Civil Defence Emergency Management Group 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 HB Civil Defence Emergency Management Group Committee agrees with the proposal to deliver post Elections 2016 Civil Defence Emergency Management induction for elected officials through forums as outlined in the Discussion section of this report.

Little/Butler

CARRIED

End of Triennium Civil Defence Emergency Management Governance

Mr Macdonald updated the Committee on the governance arrangements for CDEM over the period of the Local Government Elections.

Mayor Dalton who has been re-elected unopposed for a second term, will retain the authority to make a declaration of a state of emergency into the new triennium. During the period when newly elected officials are being sworn in, the back up under the CDEM Act 2002 is the Minister of Civil Defence who can make a declaration for any part of New Zealand.

CDE11/16

Resolution:

2. The HB Civil Defence Emergency Management Group Committee notes the above report and over the period of the local government elections 2016, authorise the Group Controller to make a recommendation directly to the Minister of Civil Defence for a declaration of a state of emergency where an approved elected official authorised to do so is not available.

Dalton/Yule

CARRIED

Group Work Programme and Key Performance Indicators Update

Mr Macdonald updated the Committee on the Group Work Programme and the Key Performance Indicators (KPIs) for 2015-16.

An updated Group Work Programme would be presented to the CEG later this week. The priorities of the Group Work Programme for 2016-17 are; Developing and Maintaining People Capability, Community Resilience Plans, Implementing the Revised Group Response Operating Structure, Developing Initial Action Plans in Readiness, and Standard Operating Procedures (SOP) Review.

Mr Macdonald noted that with the new staff on board the Work Programme is on track.

Mr Macdonald advised the KPIs were in need of a review, they were for HBRC CDEM and changes to the KPIs to reflect the objectives of the Group Plan and be monitored by the Committee rather than HBRC were unable to take place until the next Long Term Plan. Committee members advised Mr Macdonald that KPIs could be changed if there was a consultative process, also adding additional KPIs was doable as long at the Annual Plan required an alteration to the LTP.

The Chairman invited Mayor Yule to discuss Notification Systems.

1:43 pm Mr McLeod joined the meeting

Mayor Yule discussed issues raised currently with getting notifications out to the public in a timely matter in relation to the recent health event in Havelock North and sought advice on other options available to notify communities. The Committee discussed the Red Cross Hazards Application which is free for the public to purchase on their smartphone and cellphone broadcasting which can send out a message to all cellphones in a defined area.

It was noted that MCDEM cannot endorse the Red Cross Hazard App but they do support it as the App meets the requirements for Common Alerting Protocols. HB CDEM Group launched the Red Cross Hazards App in the region on 1 August 2016 and would be testing the App during the National Exercise Tangaroa on 31 August 2016.

Mr Macdonald agreed to work with the Committee to help promote the Red Cross Hazards App in the communities.

CDE12/16

Resolution:

1. That the HB Civil Defence Emergency Management Group Committee receives and notes the “Group Work Programme and Key Performance Indicators Update” report.

Butler/Wilson

CARRIED

Capability Development: Training and Exercise Update

Mr Tetlow updated the Committee on the recent activities taken place across the Group in relation to capability development.

Mr Tetlow advised the Committee that earlier this year analysis had been done to find out about training in detail across the board including volunteers. This produced a lot of data which identified training and exercising required improvement.

A Training and Exercising Strategy was developed and outlines the key activities that will be undertaken over the next 4 years to ensure the objectives are met, including the development of a Group Training and Exercising Plan.

The Group Training and Exercising Plan 2016 – 2020 has been developed and will be discussed at the CEG meeting later this week. The Plan ensures that staff are trained and exercised on a regular basis to ensure an effective response capability at all levels.

CDE13/16

Resolution:

1. That the HB Civil Defence Emergency Management Group Joint Committee receives and notes the “Capability Development: Training and Exercise Update” report.

Wilson/Dalton

CARRIED

9.	Group Managers General Update
	Mr Macdonald updated the Committee on the following matters; The adoption of the Red Cross Hazards App to provide information and warnings, The launch of an internal Hawke’s Bay CDEM Group Contacts App, Update on work progressing on Community Resilience Plans, Update on work progressing on Business Resilience Planning, Update on work progressing on Marae Resilience, Changes to Group Recovery, Update on activities of the Hawke’s Bay Lifelines Group, Hawke’s Bay CDEM Methods of Operation Review, Welfare Update, Exercise Tangaroa (National Tsunami Exercise), and Hazards Research Update. Mr McLeod expressed this thanks to Mr Macdonald and the CDEM team for their efforts in the snow storm event and the welfare response to the Havelock North water contamination event, the inter-collaboration of the ECC, Hastings District Council teams, Red Cross and CDEM was outstanding.
CDE14/16	Resolution: 1. That the HB Civil Defence Emergency Management Group Joint Committee receives and notes the “*Group Managers General Update” report. Butler/Little* CARRIED
10.	Verbal – Response to severe weather update 6 & 7 August
	Mr Macdonald updated the Committee on the severe weather event earlier in the month. Due to the recent health event in Havelock North the team has not yet conducted a debrief. The power outage, infrastructure, fuel of emergency vehicles would be discussed further and added into the contingency plans. Mr Macdonald was happy with the CDEM response and had additional support from the Group PIM who were updating social media quickly, no negative feedback was received. Mr Macdonald updated on the welfare response in the Puketitiri and Titiokura Saddle areas. He noted that it was heartening to see the East Coast Rural Support Trust, Fed Farmers and other supporting rural organisations pick up the coordination of the rural response with CDEM support when requested. This was seen as a good example of community resilience. Committee members noted there were still mobs of sheep trapped and the stock losses could be significant as well as damage to fences, sheds and other property. It was noted that the biggest learning was staying in control of what you are doing when social media is moving at a rapid pace.
	*Reporting to Councils* Mr Jack sought agreement from the Committee to formally adopt the minutes from the Joint Committee meetings at each partner Council. The Committee agreed to this and Mr Jack would work with Mr Macdonald to create a template for going to Council. This would be implemented in the new triennium.

11.

Confirmation of the Public Excluded Minutes of the 22 April 2016 HB CDEM Group Joint Committee Meeting

CDE15/16

Resolution:

That the Committee excludes the public from this section of the meeting being Confirmation of Public Excluded Minutes Agenda Item 11 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

11.

CONFIRMATION OF THE PUBLIC EXCLUDED MINUTES OF THE 22 APRIL 2016 HB CDEM GROUP JOINT COMMITTEE MEETING

Resolution:

Public Excluded Minutes of the HB Civil Defence Emergency Management Group Joint Committee meeting held on Friday 22 April 2016, copies having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Wilson/Butler

CARRIED

12.	Matters Arising from the Public Excluded Minutes of the HB Civil Defence Emergency Management Group held on 22 April 2016
	There were no matters arising from the minutes.

Resolution:

That the meeting moves out of Public Excluded session.

Wilson/Dalton

CARRIED

The meeting went into public excluded session at 2.20pm and out of public excluded session at 2.25pm

Closure:

The Chairman extended his thanks to Mayor Butler for his years in Council and as Mayor and his contribution towards the Committee and wished him the best for his future endeavours.

There being no further business the Chairman declared the meeting closed at 2.25pm on Monday, 22 August 2016.

Signed as a true and correct record.

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