Agenda of HB Civil Defence Emergency Management Group

HB Civil Defence Emergency Management Group JOINT COMMITTEE

Monday 05 December 2016

Subject: Election of Chair

Reason for Report

1. The purpose of this paper is to facilitate the election of the Chairperson of the Hawke’s Bay Civil Defence Emergency Management Group Joint Committee.

Decision Making Process

2. 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:

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

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

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

2.4. No persons are significantly affected by this decision.

2.5. To Elect a Chairperson is the only viable option available to the Committee.

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

2.7. 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.

Discussion

3. 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 subclause (3) (“system A”):

(b) the voting system in subclause (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.

4. This paper recommends that the election of Chairperson of the Civil Defence Emergency Management Group Joint Committee is conducted by using System A as provided in Schedule 7, Part 1, section 25.

5. Andrew Newman the Chief Executive Officer of the Administrating Authority (the Hawke’s Bay Regional Council), will Chair the meeting until the election of the Civil Defence Emergency Management Group Joint Committee Chairperson is complete.

6. The recommendations below need to be moved and seconded, discussed and if decided, passed. Nominations for the position of Chairperson can then be called for and the election conducted. A valid nomination will require a nominator and seconder.

7. The Joint Committee also need to consider whether to elect a Member of the Committee to the position of Deputy Chairperson of the Civil Defence Emergency Management Group Joint Committee and, if so, to elect that person using the same system used for the election of Chairperson.

Recommendations

1. The 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 receives and notes the Election of Chair report.

3. That the Committee agrees to use voting System A as provided in Schedule 7, Part 1, Section 25 of the Local Government Act 2002.

Authored by:

Ian Macdonald

Group Manager/Controller

Approved by:

Andrew Newman

Chief Executive

HAWKE’S BAY REGIONAL COUNCIL

ADMINISTRATING AUTHORITY

Attachment/s

There are no attachments for this report.

HB Civil Defence Emergency Management Group JOINT COMMITTEE

Monday 05 December 2016

Subject: Joint Committee Terms of Reference

Reason for Report

1. The purpose of this report is to provide to the Committee its current Terms of Reference (TOR) and recommend some changes to it.

2. The TOR are attached to this report.

Financial and Resource Implications

3. There are no financial or resource implications arising from this paper.

Decision Making Process

4. Council 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:

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

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

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

4.4. There are no persons identified as being affected by this decision.

4.5. Options that have been considered include making a change to the TOR or doing nothing.

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

4.7. 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.

Discussion

5. The current TOR were approved by the Joint Committee in December 2013.

6. The attached document includes some tracked changes recommended to the Committee. Most of these changes are superficial and are intended to align titles with the wording of the Civil Defence Emergency Management Act 2002 or provide clarification of some sections.

7. Changes to section 18 reflect the changed structure of the Group Office.

Recommendations

8. It is recommended the Committee adopts the attached TOR with the changes annotated.

Recommendations

1. The Committee agrees that the decisions to be made are not significant under the criteria contained in Administrating Authority’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 and persons likely to be affected by or to have an interest in the decision.

2. The Committee receives and notes the Joint Committee Terms of Reference report.

3. The Committee adopts the Terms of Reference attached to this report including the changes annotated.

Authored & Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

CDEM Joint Committee Terms of Reference

HB Civil Defence Emergency Management Group JOINT COMMITTEE

Monday 05 December 2016

Subject: Group Plan Amendments (Controllers)

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 Controller. These delegations are contained in the Group Plan and as such represent a minor change to this Plan.

2. This paper seeks confirmation of proposed changes to Local Controller appointments and, as a result, proposes resulting changes to the HB CDEM Group Plan.

3. In conjunction with the Coordinating Executives Group (CEG) changes to the structure of controllers is currently being considered. This will be presented to the Committee at its next meeting.

Financial and Resource Implications

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

Confirmation of the Appointments of Local and Alternate Local Controllers

5. Each of the Territorial Local Authorities currently identifies Local Controllers and Alternate Local Controllers.

6. Each Territorial Local Authority was asked to confirm current titles and the names of the appointees so that the Joint Committee can be informed and if necessary make any amendments to the Group Plan.

7. Correspondence from the Territorial Local Authorities confirms the following changes are requested:

7.1. Napier City Council Local Controllers

7.1.1. Appoint Glenn LUCAS (Alternate)

7.2. Hastings District Council Local Controllers

7.2.1. Appoint Craig CAMERON (Alternate)

7.2.2. Appoint Alison BANKS (Alternate)

7.3. Wairoa District Council Local Controllers

7.3.1. Appoint Helen MONTGOMERY (Alternate)

8. Changes are also needed for the appointments of Group Controller. With the resignation of Peter Grant, a new alternate Group Controller needs to be appointed. It is recommended Iain Maxwell of the Hawke’s Bay Regional Council be appointed to this position. Iain is a qualified Maritime NZ Regional On-site Commander for oil spill and has recently completed the Ministry of Civil Defence and Emergency Management Controllers Development Programme. It is therefore recommended:

8.1. Hawke’s Bay CDEM Group Controllers

8.1.1. Delete Peter Grant (Alternate)

8.1.2. Appoint Iain MAXWELL (Alternate)

9. To formally complete this process, the Joint Committee must agree to an amendment to the Hawke’s Bay Civil Defence Emergency Management Group Plan as proposed in section 7 above.

Decision Making Process

10. 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:

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

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

10.3. The decision does not fall within the definition of the Administrating Authority’s policy on significance (for the Hawke’s Bay CDEM Group this is the HBRC).

10.4. There are no persons affected by this decision.

10.5. There are no other options as the appointment of controllers is a requirement of the Act.

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

11. Given the nature and significance of the issue to be considered and decided, 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

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 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 receives and notes the Group Plan Amendments (Controllers) report.

3. Resolves to make amendments to Appendix 5: Key Appointments of the operative Hawke’s Bay CDEM Group Plan as detailed in section 7 and 8 of this report.

Authored & Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

There are no attachments for this report.

HB Civil Defence Emergency Management Group JOINT COMMITTEE

Monday 05 December 2016

Subject: Group Work Programme 2016-17 and 2017-18

Reason for Report

1. The purpose of this report is to present the Group Work Programme for the remainder of the 2016-17 financial year and the 2017-18 year and endorse the decision made by the Coordinating Executive Group (CEG) to adopt this programme.

Financial and Resource Implications

2. There are no significant financial or resource implications that may result from this decision. This work programme is covered by existing approved budgets.

Background

3. The draft Hawke’s Bay CDEM Group Work Programme: 2016-17 and 2017-18 is attached to this report. This work programme builds on the existing programme approved by the CEG and presented to this Committee previously and takes into account the objectives of the Group Plan 2014-19, the 2015 Capability Assessment Report and other corrective actions from events and exercises.

4. The introduction on Page 2 of the attachment outlines the process and rational of developing the Work Programme.

5. Should the Committee wish to make any changes to the Work Programme this can be discussed at the meeting and changes made if necessary.

Decision Making Process

6. 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:

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

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

6.3. The decision does not fall within the definition of the Administrating Authority’s policy on significance (for the Hawke’s Bay CDEM Group this is the HBRC).

6.4. There are no persons affected by this decision.

6.5. There are no other options as the appointment of controllers is a requirement of the Act.

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

7. Given the nature and significance of the issue to be considered and decided, 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

2. The Committee receives and notes the Group Work Programme 2016-17 and 2017-18 report.

3. The Committee endorses the Group Work Programme 2016-17 and 2017-18 as approved by the Coordinating Executives Group as attached to this report.

Authored & Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

1	Hawke’s Bay CDEM Group Work Programme: 2016-17 and 2017-18
2	Gantt Chart Group Work Programme 2016-17 and 2017-18 - Appendix 1

HB Civil Defence Emergency Management Group JOINT COMMITTEE

Monday 05 December 2016

Subject: Group Mangers Update

Reason for Report

1. The purpose of this report is to inform or update the Committee on a number of matters not specifically addressed in this agenda and to give an opportunity to ask questions and give feedback if desired.

2. The matters covered in this report include:

2.1. Community Resilience Plans

2.2. Training and Exercising

2.3. Hawke’s Bay CDEM EMO Restructure

2.4. Hawke’s Bay Elected Officials Induction

2.5. Method of Operations Implementation

2.6. Initial Action Plan for Significant Hazards Project

Community Resilience Work

3. Community Resilience Planning. The community resilience plan pilot in the Tangitū area is nearly complete (Bayview/Eskdale/Whirinaki/Tangoio). The project has had good support with an engaged planning team of 21 key members of the community. Workshops have been jointly facilitated by the planning team and CDEM staff, with around 75-100 people attending each of two workshops to date. Engagement and feedback from the community has been very positive.

4. The Community Resilience Plan document, identifying the community’s risks and resources available to support them, has been populated with input from the community. It will be completed with ideas of risk reduction activities and recovery priorities for the community following the final community workshop. Following final feedback, the plan will be finalised and a summary of the plan delivered to the community in a brochure format.

5. The Joint Centre for Disaster Risk Reduction are interested in evaluating the effectiveness of this project. They are currently looking at the HB Community Resilience Strategy and will work with us in the new year to evaluate the increase in community resilience as a result of this project.

6. This type of approach to building community resilience has already had positive impacts on community resilience with good numbers of this community understanding their tsunami risk and self-evacuating after the recent Kaikoura earthquake.

7. Marae Resilience. There was good attendance at recent marae preparedness wananga with 10 marae represented at workshops. This project focuses on marae preparedness to assist as community led facilities during an event. We have had good feedback and plan to continue to work with TPK to continue this with other marae in the New Year. Māori researchers in Wellington have secured funding to work with Māori communities, looking at traditional knowledge of local risk.

8. Business Resilience. A pilot workshop for the accommodation sector was held in October. Feedback at the workshop was positive, but follow up showed that few attendees had made any significant progress with emergency and business continuity planning following the workshop. A meeting with the business resilience group is planned in December to look at ways forward, with the Tech NZ partners joining the group.

9. Public Education. Get Ready Week was held in October. The primary school resource What’s the Plan Stan was updated and re-launched nationally. Contact has been made with all HB schools to encourage them to use the resource.

10. The Hawke’s Bay A & P Show was very busy, with a lot of interest in the tsunami tank borrowed from GNS. There are plans in place to make our own tsunami tank for public education purposes. Over 500 school children entered a competition to answer the question “in a long or strong earthquake, if you are near the coast what should you do?” and we had just over 100 new Red Cross hazard app users download the app, using Wi-Fi from the satellite communication trailer.

11. We also attended the Central Hawke’s Bay A&P show providing information to that community.

Training and Exercising

12. Since the previous Joint Committee meeting a number of training events have been held across the group. These include:

12.1. Exercise Tangaroa. Full activation of the GECC and desktop activities at the local level. A welfare desktop was held on the 2nd day of the exercise to discuss welfare requirements for receipt of affected persons from other regions.

12.2. Public Information Managers Workshop. A workshop was held in conjunction with the Ministry of Civil Defence and Emergency Management for Public Information Managers from Hawke’s Bay, Manawatu/Wanganui and the Bay of Plenty. The event was attended by 20 PIMS and provided an opportunity to share best practice, develop new skills and discuss ways to improve the public information process during an event.

12.3. CIMS 4. A Coordinated Incident Management Level 4 Course was held on the 17th and 18th November. 24 participants attended the course with a mixture of local authority staff and partner agency staff (e.g. Lifelines, DHB, Police, Fire etc).

12.4. MCDEM Controller Development Course. James Baty of Wairoa District Council and Iain Maxwell of the Hawke’s Bay Regional Council recently attended the Controller Development Course.

12.5. EMIS Training. 16 staff from Hastings took part in introductory training in EMIS.

Hawke’s Bay CDEM EMO Restructure

13. The change in local EMO staffing structure and the resulting movement of the employment local EMOs to the Group administrating authority (HBRC) was the subject of a restructuring proposal and subsequent confirmation by the local government CEOs in August 2016. This decision is to take effect from 1 January 2017.

14. There are two main work streams as part of the implementation of this decision being the finalisation of the financial arrangements and the transfer of employment of three of the local EMOs to the HBRC.

15. One of the key principles of this change is that the overall spend on CDEM by the local authorities will not change, however each council has slightly different financial policies and budget structures which is making this a challenging process.

Hawke’s Bay Elected Officials Induction

16. This has been delivered to the newly elected officials of Wairoa District Council (2), Hawke’s Bay Regional Council (4), Napier City Council (12) and Hastings District Council (9). A date is currently being confirmed with Central Hawke’s Bay District Council to undertake induction training with their councillors early in the New Year.

17. The focus of this induction training has moved away from extensively being about legislative requirements to what is the role of the Group and elected officials during the 4Rs with particular emphasis on the response. The new induction training included an overhaul of the ‘Elected Members Handbook’ which is now available for elected members and senior Council managers.

18. The feedback on the package and material from attending Councillors has been positive.

Initial Action Plan for Significant Hazards Project

19. An initial meeting was held in October with Police and Group staff to discuss the requirements for a Group Initial Response Plan. The team determined the suite of plans that would contribute to the main response Plan and determined the work that is already underway to complete aspects of this plan.

20. The table below shows an outline of the proposed plans for development, as discussed by the Group:

Plan Title	Plan contents
Hawke’s Bay CDEM Group Major Event Initial Response Plan Provides a broad overview of the initial response arrangements. Detailed arrangements are held within the accompanying appendices and plans	Roles and responsibilities of responding agencies Command and Control arrangements Initial Response actions Activation Initial Impact Assessment Evacuations Rescue Operations Traffic Management Public Messaging Rapid welfare relief arrangements Cordon management
Earthquake sub-plan	Risk specific information
Tsunami sub-plan	Risk specific information
Volcanic sub-plan	Risk specific information
Major Flood Event sub-plan	Risk specific information
Supporting Plans
Hawke’s Bay CDEM Group Mass Public Alerting Plan	Public alerting arrangements
Hawke’s Bay CDEM Group Evacuation Plan	Evacuation arrangements
Hawke’s Bay CDEM Group Welfare Plan	Welfare provision arrangements
Hawke’s Bay CDEM Group Rapid Impact Assessment Plan	Rapid Impact Assessment arrangements
Hawke’s Bay CDEM Public Information Plan	Public Information Management arrangements
Hawke’s Bay CDEM Group Volunteer Management Plan	Volunteer Management arrangements
Hawke’s Bay CDEM Group Recovery transition Plan	Post disaster re-entry assessment arrangements
Hawke’s Bay CDEM Group Recovery Management Plan	Recovery Management arrangements
Hawke’s Bay CDEM Group Pandemic Plan	Arrangements for pandemic
Hawke’s Bay CDEM Group Lifelines Failure Plan	Arrangements for major loss of lifeline utility

21. It is intended to commence work on this Plan early in 2017.

Response to the Kaikoura Earthquake

22. At the time of writing this report six Group office and public information staff had deployed for up to a week at a time in support of the national response at the National Crisis Management Centre under the Beehive and the Canterbury Emergency Coordination Centre.

23. At the meeting a timeline of the Hawke’s Bay CDEM Group response will be tabled and a discussion/questions on the response can be had.

Decision Making Process

24. Council is required to make every decision in accordance with Part 6 Sub-Part 1, of the Local Government Act 2002 (the Act). Staff have assessed the requirements in relation to this item and have concluded that, as this report is for information only and no decision is to be made, the decision making provisions of the Local Government Act 2002 do not apply.

Recommendation

1. That the CDEM Coordinating Executive Group receives and notes the Group Managers Update report.

Authored & Approved by:

Ian Macdonald

Group Manager/Controller

Attachment/s

There are no attachments for this report.

Item	Topic	Member/Staff
1.	Civil Defence Emergency Management Amendment Bill passes Third Reading	Mr I Macdonald
2.