MINUTES OF A meeting of the

HB Civil Defence Emergency Management Group JOINT COMMITTEE

Date:                          Monday 27 November 2017

Time:                          11.00am

Venue:

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

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

C Little – Mayor, Wairoa District Council

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

S Hazlehurst – Acting Mayor, Hastings District Council (Arrived late)

R Barker, Deputy Chair, Hawke’s Bay Regional Council

Guests                       The Honourable Kris Faafoi MP

                                    Stefan Weir (Private Secretary)

In Attendance:            A Hickey – Regional Emergency Management Advisor, MCDEM

W Jack – Chief Executive, Napier City Council

R McLeod - Chief Executive, Hastings District Council

J Freeman – Acting Chief Executive, Wairoa District Council

M Davidson – Chief Executive, Central HB District Council

J Palmer - Chief Executive, Hawke’s Bay Regional Council

E Lambert – Group Manager External Relations -HBRC

I Macdonald – Group Controller, HB CDEM and Group Manager

L Pearse – Emergency Management Coordinator

A Prins – Group Welfare Manager

M Adye - Group Recovery Manager

J Buttery – Governance Administration Assistant

1. Welcome/Apologies/Notices 

Mayor Bill Dalton welcomed everyone, to the meeting, particularly the Hon Kris Faafoi, Minister of Civil Defence and Stefan Weir, his private secretary.

The Hon Kris Faafoi announced the $240,000 funding of the Hikurangi Response Plan and gave an update the affairs of Civil Defence NZ.

2. Conflict of Interest Declarations

There were no conflicts of interest declared.

3.       Confirmation of Minutes of the HB Civil Defence Emergency Management Group held on 21 August 2017

CDE11/17

Resolution: Minutes of the HB Civil Defence Emergency Management Group held on Monday, 21 August 2017, a copy having been circulated prior to the meeting, were taken as read and confirmed. Walker/Little CARRIED

The public excluded part of the meeting was held first.

9.

Hazard Research Update - Liquefaction Risk Review

CDE12/17

Resolution:

1. That Council excludes the public from this section of the meeting, being Agenda Item 9 Hazard Research Update - Liquefaction Risk Review 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
Hazard Research Update - Liquefaction Risk Review	7(2)(d) 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 avoid prejudice to measures protecting the health or safety of members of the public. 7(2)(e) 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 avoid prejudice to measures that prevent or mitigate loss to members of the public.	The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.

2. That the Hon Kris Faafoi MP, MCDEM Staff, Sally Dellow, Rick Wentz and Mike Adye be allowed to stay for the public excluded part of the meeting.

Little/Walker

CARRIED

The meeting went into public excluded session at 11.09am and out of public excluded session at 11.35am.

4.	Call for General Business
	There were no items of general business.

5.	Group Plan Outcomes and Objectives: Monitoring Update
	Ian Macdonald spoke to this item, and explained that good progress was being made. Comment was made that there was a need to look for outcomes that show that the community was prepared. Mr Macdonald advised that the outcomes would be reviewed as part of the review of the Group Plan which would commence at the end of 2018.  A project currently on the Group Work Program for next year was to develop and commence measuring resilience indicators which would help the Committee in assessing whether the outcomes sought were being achieved or not.  This was a significant piece of work however and would be breaking new ground nationally. Discussion ensued about getting the message out regarding community response plans.
CDE13/17	Resolution: That the Hawke’s Bay Civil Defence Emergency Management Group receives the “Group Plan Outcomes and Objectives: Monitoring Update” report. Hazlehurst/Little CARRIED

6.	Group Welfare Plan Review
	Alison Prins spoke to the plan review explaining that feedback was required on the plan before it goes out for consultation, to then be finalised by April next year. Feedback from the committee was around strengthening the communication in the plan.
CDE14/17	Resolution: That the HB Civil Defence Emergency Management Group receives the “Group Welfare Plan” report. Barker/Walker CARRIED

7.	Group Manager's General Update
	Ian Macdonald spoke to his report, commenting that the training was reaching a critical point and he asked the Mayors along with the CEG to help champion the need for staff within their organisations to attend training. Advanced training is being made available but people are busy and committing to a day or two on Civil Defence training can be difficult. Mayors and CEs agreed that there was a need to make it clear to staff that, if they have a role in Civil Defence they need to attend training. Regarding the Community resilience plans, progress was good with the plan process with the Maraenui/Napier South community (the largest urban area attempted in Hawke’s Bay so far) commencing.  The first meeting had an attendance of over 200 people, also pleased to report that the champions were not staff but coming from within the community. Concern expressed about who is going to be responsible for putting together the unified communications plan around the funding changes and the proposed amalgamation of all CEDEM funding into the regional CDEM targeted rate.  Ian Macdonald would be doing this with HBRC Communications staff.  A quote from all of the Mayors would help this proposal and so the Group was unified in taking this approach. There needs to be a consistent message, about how this delivers better Civil Defence outcomes across all of Hawke’s Bay.
CDE15/17	Resolution: That the HB Civil Defence Emergency Management Group receives and notes the Group Manager’s General Update report. Little/Walker CARRIED

8.	General Business
	There were no items of general business

Closure:

There being no further business the Chairman declared the meeting closed at 12.11pm on 27 November 2017.

Signed as a true and correct record.

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