Minutes of HB Civil Defence Emergency Management Group

Civil Defence Email 2

MINUTES OF A meeting of the HB Civil Defence Emergency Management Group Joint Committee

Date: Monday 5 December 2016

Time: 2.00pm

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Present: Lawrence Yule – Mayor, Hastings District Council

Rex Graham – Chairman, Hawke’s Bay Regional Council

Craig Little – Mayor, Wairoa District Council

Bill Dalton - Mayor, Napier City Council – Chairman

Alex Walker – Mayor, Central Hawke’s Bay District Council

In Attendance: Andrew Newman, 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

Alison Banks, Group Manager Community Facilities & Programmes, Hastings District Council (for Ross McLeod)

Ian Macdonald, Group Controller, HB CDEM and Group Manager

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

1. Welcome/Apologies/Notices

Mr Andrew Newman welcomed everyone and outlined the process for the meeting until the Chairperson has been elected.

There were no notices.

CDE9/16

Resolution

That apologies from Ross McLeod and Andrew Hickey be accepted.

Received by the Chairman

2. Conflict of Interest Declarations

There were no conflict of interest declarations.

3.	Call for General Business
	CDEM Amendment Bill passes Third Reading – Ian Macdonald

Election of Chair

The paper was taken as read, with general agreement of voting system A being used.

CDE10/16

Resolutions

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.

Councillor Rex Graham nominated Mayor Bill Dalton for the role of Chairperson, seconded by Mayor Lawrence Yule.

There being no further nominations, Mayor Bill Dalton accepted the nomination and was elected unopposed.

Resolution:

That the HB Civil Defence Emergency Management Group Joint Committee:

3. Elects Mayor Bill Dalton, unopposed, as Chairman of the HB Civil Defence Emergency Management Group Joint Committee.

Walker/Yule

CARRIED

Mr Andrew Newman relinquished the Chair and Mayor Bill Dalton assumed the Chair.

Joint Committee Terms of Reference

The paper was taken as read.

CDE11/16

Resolution

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.

Little/Yule

CARRIED

Group Plan Amendments (Controllers)

The paper was taken as read.

CDE12/16

Resolutions

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.

Graham /Yule

CARRIED

Group Work Programme 2016-17 and 2017-18

Mr Ian Macdonald provided an update and sought approval of the Group Work Programme 2016-17 and 2017-18.

Mr Macdonald outlined the 5 key projects of the work programme which included; community resilience plans, developing and maintaining people capability, implementation of modified group resource operations system, developing initial action plans in readiness and standard operating procedures review.

2.11 pm Ms Alison Banks joined the meeting

Mr Macdonald also outlined the resources and provided an update on the restructure of the EMOs employed by different councils, which from 1 January 2017, would be employed by the Group.

In response to a query on the top hazards, Mr Macdonald advised the Committee the top five hazards were; earthquake, tsunami, volcanic ash, flooding and human pandemic.

CDE13/16

Resolutions

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.

Little/Walker

CARRIED

Group Manger’s Update

Mr Ian Macdonald updated the Committee on the following matters; Community Resilience Plans, Training and Exercising, Hawke’s Bay CDEM EMO Restructure, Hawke’s Bay Elected Officials Induction, Method of Operations Implementation, and Initial Action Plan for Significant Hazards Project.

Mr Macdonald also updated the Committee on the HB CDEM response to the recent Kaikoura earthquake event. From the National debrief, there were 3 key messages which required work; activation processes, public information management, and sirens.

Mr Macdonald advised the Committee of changes from MCDEM in regards to the recent slow slip events in Porangahau from the Kaikoura earthquake. MCDEM (via GNS) advised there is an increased risk that an aftershock would cause a tsunami, for local source events MCDEM would put out public messages via the Red Cross App, text alerting systems, and phones connected to cellphone towers. Mr Macdonald noted that the event may not effect HB but the national messaging would be consistent.

The Committee agreed that more public education was required around earthquakes, tsunami, and evacuations with the message being 'Long Or Strong, Be Gone' and getting to higher ground.

It was also noted that in an event CDEM have made some big changes in the way of training and exercising, social media has increased and a key future resource would be to secure a dedicated comms support person in social media. Mr Macdonald advised he was working with the CEG to develop a business case for such a role.

CDE14/16

Resolution

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

Dalton/Little

CARRIED

General Business

CDEM Amendment Bill passes Third Reading – Ian Macdonald

Mr Ian Macdonald provided an update on the letter received from MCDEM in regards to the passing of Civil Defence Emergency Management Amendment Bill. One of the key changes made by the Act includes a statutory role of a Recovery Manager. CDEM has not had an appointed Recovery Manager since Peter Grant resigned from the role in June 2016.

Mr Macdonald noted that further discussions were required through CEG and a paper would be brought to a future meeting.

Closure:

There being no further business the Chairman declared the meeting closed at 2.53pm on Monday, 5 December 2016.

Signed as a true and correct record.

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