MINUTES OF A meeting of the

HB Civil Defence Emergency Management Group

Joint Committee

Date:                          Friday 19 May 2017

Time:                          1.30pm

Venue:

Council Chamber Hawke's Bay Regional Council 159 Dalton Street NAPIER

Present:                     B Dalton – Mayor, Napier City Council -Chairman

R Graham – Chairman, Hawke’s Bay Regional Council

C Little – Mayor, Wairoa District Council

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

L Yule – Mayor, Hastings District Council

In Attendance:          W Jack – Chief Executive, Napier City Council

S McKinley – Acting Chief Executive, Central Hawke’s Bay District Council

                                    R McLeod – Chief Executive, Hastings District Council

G Woodham – Interim Chief Executive, Hawke’s Bay Regional Council

I Macdonald – Group Controller, HB CDEM and Group Manager

T Simcox – HBCDEM – Advisor Response and Recovery

J Buttery – Governance Administration Assistant

1. Welcome/Apologies/Notices

 There were no apologies.

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 held on 5 December 2016

CDE1/17

Resolution: Minutes of the HB Civil Defence Emergency Management Group Joint Committee held on Monday, 5 December 2016, a copy having been circulated prior to the meeting, were taken as read and confirmed. Walker/Dalton CARRIED

4.	Call for General Business
	There were no calls for General Business

5.

Appointment of Group Recovery Managers and changes to the Group Plan to provide for Transitional Notices

CDE2/17

Resolutions: That the Committee: 1.    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.    Appoints Michael Adye as the Hawke’s Bay CDEM Group Recovery Manager and Richard Munneke and John O'Shaughnessy as alternate Group Recovery Managers. 3.    Amends Appendix 5: Key Appointments of the Hawke’s Bay CDEM Group Plan as detailed in Attachment 2 to this report. 4.    Amends pages 45 and 46, Delegated Authorities, Functions and Powers, of the Hawke’s Bay CDEM Group Plan as detailed in Attachment 3 to this report. 5.    Agrees that the requirements of Section 57(2) of the Civil Defence Emergency Management Act 2002 are fulfilled in that the proposed Group Plan amendments will have no likely effect on the rights or obligations of any person. Yule/Little CARRIED

6.	New Group Method of Operations
	This new Method of Operations has been worked on during the last 6–8 months. It includes further lessons learned during recent events. Ian Macdonald and Teresa Simcox gave a presentation explaining the new method of operations and structural changes - how lessons learned have been applied and what the key changes are.
CDE3/17	Resolutions: That the Committee: 1.    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.    Endorses the decision of the Coordinating Executive Group to implement a new emergency response method of operations including structural changes as outlined in this report and attachments. Yule/Little CARRIED

7.	Amendments to the Group Plan Appointment of Controllers
	Ian Macdonald explained the this was to try to lift the game with controllers and making sure that there were the right people in the job. If anyone commits to being a controller they commit ongoing training.
CDE4/17	Resolution: That the Committee: 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.    Amends Appendix 5: Key Appointments of the Hawke’s Bay CDEM Group Plan as detailed in Attachment 2 to this report. 3.    Agrees that the requirements of Section 57(2) of the Civil Defence Emergency Management Act 2002 are fulfilled in that the proposed Group Plan amendments will have no likely effect on any person. Walker/Dalton CARRIED

8.	Group Manager's Update
	Ian Macdonald gave a presentation explaining where things are at the present time, though with 6 activations in the last 6 months some projects have not been completed. Liquefaction Review has been very slow because of the Kaikoura EQ response and demand on experts. Group Public Education Plan, is to be coordinated under one umbrella. Controllers workshop, 1 held in March, with 13 controllers. Community Resilience Plans: working with EMOs to set KPIs. Welfare is a big part of what CD does, a big part of after emergency work. GECC Improvements: Single EMIS portal, with high speed fibre, wifi and BOD, Office 365 environment. Lifelines: work commenced on Fuel Contingency Plan. Volunteer Strategy: First meeting held project plan being developed. HB Emergency Response Team established – light rescue squad. Training & Exercising: Training done with CHBDC and HDC in Feb/Mar, with an online induction course being piloted and rolled out in the next month. CIMS4 for more senior response staff to work with police and fire, problem solving. Exercising: Cyclone Donald, a small exercise, were able to test some of the plans and changes to operational structures. Initial Response Plans, a lot of effort going into this in the next 1 – 2 years. Ex Cyclone Debbie and Cook, deployed staff to help BoP Group.
CDE5/17	Resolution: That the HB Civil Defence Emergency Management Joint Committee receives the “Group Manager/Controller’s Report” report. Graham/Yule CARRIED

9.

General Business

Mayor Walker asked if the National Civil Defence review would be talking to Mayors, they will be setting up focus groups to talk to people all over the country. Mayor Yule advised the Government intended to use LGNZ as the vehicle for consulting with the sector. Ian Macdonald advised the Group controllers are writing to the CE LGNZ (on the Review TAG) to request meeting with him. Rex Graham acknowledged the work that Ian Macdonald and the team does through the course of their work. Mayor Yule also stated that HB CDEM have come a long way.

Closure:

There being no further business the Chairman declared the meeting closed at 2.22pm on 19 May 2017.

Signed as a true and correct record.

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