Meeting of the HB Civil Defence Emergency Management
Group Joint Committee
Date: Monday
22 March 2021
Time: 2.00pm
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Venue:
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Ellwood Function Centre
15 Otene Road
Hastings
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Agenda
Item Subject Page
1. Karakia/Welcome/Notices/Apologies
2. Conflict
of Interest Declarations
3. Confirmation
of Minutes of the HB Civil Defence Emergency Management Group held on 23 November
2020
4. Call
for Minor Items Not on the Agenda 3
5. Action
Items from Previous HB CDEM Group Joint Committee Meetings 5
Decision Items
6. Amendments
to the Hawke's Bay CDEM Group Plan: Controller and Recovery Manager
Appointments 9
7. Group
Plan Review: Communications and Project Plan 13
8. Hawke's
Bay CDEM Group Draft Budgets 2021 LTP 27
Information or Performance Monitoring
9. COVID-19
Resurgence Planning Update 51
10. Hawke's
Bay CDEM Group Financial Report 2020-21 to Feb 2021 53
11. Verbal
Discussion on Tsunami Alert (5 March 2021)
12. Verbal
update from NEMA
13. Discussion
of Minor Items Not on the Agenda 61
HB CDEM Group
Joint Committee
Monday 22 March 2021
Subject: Call for Minor Items
Not on the Agenda
Reason for Report
1. This item provides the means for committee members to raise minor
matters they wish to bring to the attention of the meeting.
2. Hawke’s Bay Regional Council standing order 9.13
states:
2.1 “A meeting may discuss an item that is not on the agenda only if it
is a minor matter relating to the general business of the meeting and the
Chairperson explains at the beginning of the public part of the meeting that
the item will be discussed. However, the meeting may not make a resolution,
decision or recommendation about the item, except to refer it to a subsequent
meeting for further discussion.”
Recommendation
That the HB CDEM Group Joint Committee accepts the
following “Minor Items Not on the Agenda” for discussion as
Item 13:
Authored by:
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Annelie Roets
Governance ADVISOR
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Approved by:
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Ian Macdonald
GROUP MANAGER/CONTROLLER
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Attachment/s
There are no
attachments for this report.
HB CDEM Group
Joint Committee
Monday 22 March 2021
Subject: Action Items from
Previous HB CDEM Group Joint Committee Meetings
Reason for Report
1. Attachment 1 lists items
raised at previous meetings that require action, and each item indicates who is
responsible, when it is expected to be completed and a brief status comment.
Once the items have been reported to the Committee they will be removed from
the list.
Decision Making Process
2. Staff
have assessed the requirements of the Local Government Act 2002 in relation to
this item and have concluded that, as this report is for information only, the
decision making provisions do not apply.
Recommendation
1. That the HB CDEM Joint Committee receives the
“Action Items from Previous HB CDEM Group Joint Committee”
report.
Authored by:
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Annelie Roets
Governance Advisor
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Approved by:
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Ian Macdonald
Group Manager/Controller
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Attachment/s
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1⇩
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Action Items
for March2021 meeting
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Action
Items for March2021 meeting
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Attachment 1
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HB
CDEM Group Joint Committee
Monday 22 March 2021
Subject: Amendments to the
Hawke's Bay CDEM Group Plan: Controller and Recovery Manager Appointments
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 position of
Controllers. These appointments and associated 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 Hawke's Bay Controller
appointments and as a result, proposes resulting minor changes to the
Hawke’s Bay CDEM Group Plan.
Confirmation of the Appointment of Local
Hawke’s Bay Group Controllers
3. Under the
Hawke's Bay CDEM Group Plan each TLA provides two local controllers who are
delegated to operate across Hawke's Bay.
4. Napier City
Council have asked that Malcolm Smith be removed
from the local controllers list and be replaced by Russell
Bond. Russell’s bio is attached.
5. The Group
Controller has discussed the requirements of the role and training commitments
with Russell. Russell spent some time working in the Group Coordination
Centre as Intelligence Manager during the COVID-19 L4 response last year.
6. The following
changes are therefore recommended to Appendix 5: Key Appoint-ments to
the Hawke’s Bay CDEM Group Plan 2014-19:
6.1. Remove the following from the
Local Controller Hawke’s Bay CDEM Group list:
Malcolm Smith
6.2. Add the following to the Local
Controller Hawke’s Bay CDEM Group list:
Russell Bond
Strategic
Fit
7. The
recommendations are consistent with the Group Plan in that they provide for an
effective response and recovery to an emergency.
Financial and Resource
Implications
8. There are no
significant financial or resource implications that may result from this
decision.
Decision
Making Process
9. 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:
9.1. The decision
does not significantly alter the service provision or affect a strategic asset.
9.2. The use of
the special consultative procedure is not prescribed by legislation.
9.3. The decision
does not fall within the definition of the Administrating Authority’s
(HBRC) policy on significance and engagement.
9.4. No persons
can be identified who may be affected by this decision.
9.5. The decision
is not inconsistent with an existing policy or plan.
9.6. 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.
9.7. The proposed
amendments to the Group Plan meet the requirements of section 57 of the Civil
Defence Emergency Management Act 2002 and can be considered as a minor change
to the Group Plan that does not need public consultation.
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Recommendations
That the HB
CDEM Group Joint 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. Resolves to
make a minor amendment to Appendix 5: Key Appointments of the
Hawke’s Bay CDEM Group Plan pursuant to section 57 of the Civil
Defence Emergency Management Act 2002 and make appointments and changes to
the roles of Local Controller as follows:
2.1. Remove the
following from the Local Controller Hawke’s Bay CDEM Group list:
Malcolm Smith
2.2. Add the
following to the Local Controller Hawke’s Bay CDEM Group list:
Russell Bond
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Authored and
Approved by:
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Ian Macdonald
Group Manager/Controller
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Attachment/s
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1⇩
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Russell Bond
biography
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Russell
Bond biography
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Attachment 1
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Russell Bond background
Russell has worked in the
3 Waters Infrastructure industry for 20 years. His career has seen him
work for a range of companies and councils across New Zealand; Far North
District, Hauraki District, Hamilton City, Central Otago, Clutha District, Queenstown
Lakes and Napier City. The work experience has covered all aspects of the
water industry from operations, design, consultancy and strategic asset
management.
Russell has also held
Civil Defence roles of Alternate Controller, Intelligence Manager and Operations
Manager for Central Otago, Hawkes Bay, Clutha, Hauraki and Napier
Councils. Whilst living in Central Otago Russell trained and participated
in emergency responses as a Rural Fire Volunteer.
Russell studied at
Waikato University and obtained a Bachelor of Science in Environmental
Technology, and has achieved Level 4 in Coordinated Incident Management System.
HB CDEM Group
Joint Committee
Monday 22 March 2021
Subject: Group Plan Review:
Communications and Project Plan
Reason for Report
1. This report is
a decision item which seeks Joint Committee’s approval for the approach
to review the current Hawke's Bay CDEM Group Plan (2014-2019) as outlined in
the attached HB CDEM Group Plan Review Communications and Project Plan.
2. This report
also intends to inform Joint Committee of the work already undertaken in
2020-21 in preparation for the HB CDEM Group Plan Review.
Officer’s Recommendation
3. That
the Joint Committee receive and approve the HB CDEM Group Plan Review
Communications and Project Plan.
Executive Summary
4. The HB CDEM
Group has commenced the review of the current Group Plan (2014-2019), a
statutory document required under the CDEM Act 2002. Using proposed
project timelines, the new iteration of the Group Plan will span 2022-2027.
5. Initial preparations
to review the HB CDEM Group Plan commenced in 2020, however, these activities
had to be delayed due to the COVID-19 and Napier Flood Responses. These
activities can now resume albeit within it current COVID-19 response
environment and possible resurgence.
6. The
Communications and Project Plan (attached) outlines the suggested approach for
the HBCDEM Group Plan review. Next steps include holding the Hazard Risk
Register workshop (28 April 2021) and seeking direction from the Māori
Committee (7 April 2021) as to the best approach for iwi and hapū
engagement.
Background/Discussion
7. The HB CDEM
Group has commenced the review of the current Group Plan. The Group Plan
is a statutory document under the CDEM Act 2002 which sets the strategic
direction of Group activities across the four ‘R’s’
(Reduction, Readiness, Response and Recovery) for the next five years.
8. The review of
the HBCDEM Hazard Risk Register represents the first step in the HBCDEM Group
Plan review.
8.1. The HBCDEM
Hazard Risk Register ranks hazards according to likelihood and consequence of
occurring so that risks with a high likelihood and high consequence can be
given priority. A top ten list of hazards enables the Group to take
a risk-based approach to the work it undertakes
8.2. Initial
preparations to review the Hazard Risk Register began in 2020, however, the
COVID-19 and Napier Flood response delayed this review. A workshop to
review the Hazard Risk Register is now scheduled for 28 April 2021 to re-start
the Group Plan review process.
9. The
Communications and Project Plan (attached) outlines the activities required to
complete the HB CDEM Group Plan review, estimated to be finished by the end of
the calendar year 2021.
10. If the HB CDEM Group needs
to respond to an emergency such as COVID-19.
COVID-19 resurgence planning and response will take priority over the Group
Plan review until BAU activities resume.
11. The HBCDEM Group is
currently involved in regional coordination and planning activities in
preparation for COVID-19 resurgence. These activities require further
resource when COVID-19 resurgence events occur in New Zealand and will be
prioritised by the HB CDEM Group throughout the Group Plan review process.
Next steps
12. A presentation will be
made to the Māori Committee (7 April 2021) to seek feedback and direction
on iwi and hapū input and engagement, key to developing the next iteration
of the Group Plan.
13. The Hazard Risk Register
workshop is being held in April 2021 with subject matter experts.
14. The HB CDEM office
leadership team will begin reviewing their allocated sections within the Group
Plan in preparation for further consultation activities outlined in the
Communications and Project Plan.
Decision Making Process
15. 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:
15.1. The decision does not
significantly alter the service provision or affect a strategic asset.
15.2. The use of the special
consultative procedure is not prescribed by legislation; however, this will be
undertaken as part of the LTP approval process.
15.3. The decision does not
fall within the definition of the Administrating Authority’s (HBRC)
policy on significance and engagement.
15.4. No persons can be
identified who may be affected by this decision.
15.5. The decision is not
inconsistent with an existing policy or plan.
15.6. 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.
Recommendations
That the HB CDEM Group Joint
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. That the HB
CDEM Group Joint Committee receive the Group Plan Review: Communications and
Project Plan report.
3. That the HB
CDEM Group Joint Committee approve the Group Plan Review Communications and
Project Plan attached to this report
Authored by:
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Natasha
Blunden
Emergency Management Advisor Planning
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Approved by:
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Ian Macdonald
Group Manager/Controller
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Attachment/s
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1⇩
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HB CDEM Group
Plan Review
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HB CDEM
Group Plan Review
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Attachment 1
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HB CDEM Group
Joint Committee
Monday 22 March 2021
Subject: Hawke's Bay CDEM Group
Draft Budgets 2021 LTP
Reason for Report
1. This report
seeks the Committee endorsement of the 2021-22 proposed budgets which are
currently being moving through the 2021 Long Term Plan (LTP) process of the
Group’s administrating authority the Hawke's Bay Regional Council (HBRC).
Recommendation
2. That the
Committee endorses the draft budgets proposed by the HBRC for the Hawke’s
Bay CDEM Group
Discussion:
3. HBRC is
currently setting its draft of the Long Term Plan (LTP) for 2021-2024. At
the same time, a new budgeting tool and financial information management system
is being implemented and the first funding impact statements have only recently
become available (attached).
4. At its last
meeting in 2020 the CEG endorsed a business case for an additional resource in
the Lifelines and recovery area. A copy of this business case is
attached, and the funding has been included in the draft LTP budgets. It
needs to be noted that since this business case was approved, further work has
been done on increasing the CDEM reserves account by the HBRC Chief Financial
Officer.
5. The budgets
have been drafting using the following guidance and intent.
5.1. The existing
budget projects have been reviewed and aligned with the current activities and
work programme of the Group.
5.2. Additional
costs have been budgeted for within the existing budget limits. This
includes an additional $70,000 for rental of the GECC.
5.3. Some additional
operation expenditure related to satellite phone cost increases and software
licencing for warning systems and emergency management information systems has
been included.
5.4. Budgeted for
a new staff resource in Lifelines and recovery.
5.4.1. The funding
for this new resource will be partially funded by an increase in the CDEM
targeted rate and by a reallocation of the existing operational budget.
5.4.2. This
increase for additional Lifelines and recovery resource will take effect in
year 2 (2022-23) of the LTP with the resource being funded from reserves and
existing budgets in year 1 (2021-22).
5.5. The CDEM
reserves will be rebuilt up to about $330,000 over the life of the LTP.
This does not include the addition to the reserve of any under expenditure that
may occur. The purpose of this reserve is to fund operational response
costs where this results in an overspend.
6. At this time
the Hawke’s Bay Regional Councillors have proposed to include the
additional funding in the draft LTP. This will mean the reserve may go
into deficit for year 1 to 5 depending on operational expenditure.
Options
7. The options
open to the Committee include:
7.1. Endorse the
current draft LTP budget, or
7.2. Request the
HBRC amend the budget as decided by the Committee.
Strategic Fit
8. The draft LTP
budgets are structured to achieve the work programme across the 4Rs and
increase the overall resilience of Hawke’s Bay. This is consistent
with the outcomes stated in the Group Plan.
9. The budgets
have also been restructured to ensure there is better clarity as to the funding
for activity areas and to provide for improved transparency as to where money
is being spent.
10. Additional funding is
identified to address a capability gap identified in Lifelines and recovery.
Overall this will increase the ability to support the Group members and
partners.
11. Over time a small reserve
will be built up to ensure any significant operational responses do not have a
major impact on the Group being able to continue future work in the other 3Rs.
Considerations of Tangata Whenua
12. Tangata Whenua have not
been specifically consulted on the draft budgets so far. However as part
of the HBRC consultation process both the Regional Planning Committee and the
Maori Committee have already been engaged and this will continue as the LTP
advances.
Decision Making Process
13. 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:
13.1. The decision does not
significantly alter the service provision or affect a strategic asset.
13.2. The use of the special
consultative procedure is not prescribed by legislation; however this will be
undertaken as part of the LTP approval process.
13.3. The decision does not
fall within the definition of the Administrating Authority’s (HBRC)
policy on significance and engagement.
13.4. No persons can be
identified who may be affected by this decision.
13.5. The decision is not
inconsistent with an existing policy or plan.
13.6. 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.
Recommendations
That the Hawke’s Bay CDEM
Group Joint 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. Endorses the draft budgets proposed by
the HBRC for the Hawke’s Bay CDEM Group
Authored and
Approved by:
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Ian Macdonald
Group Manager/Controller
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Attachment/s
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1⇩
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Funding
Impact Statement Community Engagement
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2⇩
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Funding
Impact Statement Hazard Identification and Mitigation
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3⇩
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Funding
Impact Statement Leadership and Governance
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4⇩
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Funding
Impact Statement Operational Readiness
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5⇩
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HBELG and
Recovery Business Case
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Funding
Impact Statement Community Engagement
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Attachment 1
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Funding
Impact Statement Hazard Identification and Mitigation
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Attachment 2
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Funding
Impact Statement Leadership and Governance
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Attachment 3
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Funding
Impact Statement Operational Readiness
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Attachment 4
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HB
CDEM Group Joint Committee
Monday 22 March 2021
Subject: COVID-19 Resurgence
Planning Update
Reason for Report
1. This report provides
Joint Committee with an update regarding COVID-19 Resurgence Planning, led by
the Hawke's Bay CDEM Group.
2. The Hawke's Bay
CDEM Group has undertaken a review of the previous HBCDEM Regional Resurgence
Plan (v3.3), released on 18 September 2020.
3. Following
consultation, the Hawke's Bay CDEM Group released the new version (v4.0) of the
Regional Resurgence Plan on 9 March 2020. This is a restricted document
so has not been included in this paper. A copy was emailed to the COID-19
Regional Leadership Group, of which this committee is a member, on Wednesday,
10 March.
Officers’ Recommendation(s)
4. That the Joint
Committee receive and note the ‘COVID-19 Resurgence Planning
Update’.
Executive Summary
5. The purpose of
the Hawke's Bay CDEM Regional Resurgence Plan is to record response
arrangements and the shared understanding of regional response agency roles and
responsibilities for a COVID-19 resurgence event in the Hawke’s Bay.
6. The HBCDEM
Group has reviewed the Hawke's Bay CDEM Regional Resurgence Plan (v3.3) to
ensure it accurately reflects regional response arrangements for a COVID-19
resurgence.
7. Consultation on
the plan with regional response partners commenced in December 2020. The
updated version of the plan (v4.0) incorporating feedback from the consultation
process was released on 9 March 2020.
Background /Discussion.
8. Normal Hawke's
Bay CDEM work programming practices have been used to coordinate ongoing
Hawke's Bay CDEM readiness activities in preparation for COVID-19 resurgence following
de-escalation of the Hawke's Bay CDEM-led response to COVID-19 up to 30 June
2020.
9. Version 3.3 of
the resurgence plan was released in September 2019. In late December
central government released a National Plan and welfare guidance. In early
January, the Hawke's Bay DHB released a draft of their resurgence plan to the
Group Controller.
10. Regional response
arrangements for COVID-19 resurgence must remain agile with updates to national
response arrangements, planning, and changes to the risk posed by the virus
(e.g., variant strains).
11. Regional stakeholders were
consulted between December 2020 and February 2021 to ensure the plan accurately
reflects current response arrangements including plans and guidance that have
been released since September 2019.
11.1. Initial written feedback
on the plan was sought from regional partners, including Tangata Whenua, in
December 2020.
11.2. An internal CDEM Group
office workshop was held to refine internal operational planning for resurgence
on 28 January.
11.3. An external workshop
with key stakeholders (Emergency Services, Hawke’s Bay DHB, Local
Controllers and Welfare Agencies) was held on 5 February to discuss
regional response arrangements.
12. A new version of the plan,
version 4.0, which integrates feedback from consultation activities was issued
on 9 March 2021.
Next steps
13. Monthly resurgence
planning meetings are held on an ongoing basis to refine planning arrangements.
These include members of the Emergency Services, TLA Local Controllers and MSD.
These meetings are focused on agency updates and coordinating more detailed
planning by different agencies. The last meeting was held on 11 March.
14. The HBCDEM Regional
Resurgence Plan is a living document which will continue to be reviewed as
regional planning for a COVID-19 resurgence progresses.
Decision Making
Process
15. Staff have assessed the
requirements of the Local Government Act 2002 in relation to this item and have
concluded that, as this report is for information only, the decision making
provisions do not apply.
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Recommendations
That
Hawke’s Bay CDEM Group Joint committee:
1. Receives and considers the “COVID-19
Resurgence Planning Update” staff report.
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Authored by:
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Natasha
Blunden
Emergency Management Advisor Planning
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Approved by:
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Ian Macdonald
Group Manager/Controller
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Attachment/s
There are no
attachments for this report.
HB CDEM Group
Joint Committee
Monday 22 March 2021
Subject: Hawke's Bay CDEM Group
Financial Report 2020-21 to Feb 2021
Reason for Report
1. This report seeks to inform the Committee of the status of the
current CDEM Group budgets for 2020-21.
Recommendation:
2. That the Committee notes the Hawke's
Bay CDEM Group budget report for the first 7 periods of the 2020-21
financial year.
Reason for
Report
3. This report seeks to inform the Committee of the status of the
current CDEM Group budgets for 2020-21.
Recommendation:
4. That the Committee notes the Hawke's Bay CDEM Group budget
report for the first 7 periods of the 2020-21 financial year.
Discussion
5. The financial
reports for the CDEM projects and a summary are attached for the first seven
periods of 2020-21. They show a total under expenditure of $5,303 for
this period.
6. This is a
positive result considering the Group had ongoing additional operational
expenditure for the last 6 months of 2020 in relation to the COVID-19, drought
and Napier floods.
7. This
operational expenditure between 1 Jul 20 to 31 Jan 21 (not including personnel
costs) can be broken down as follows:
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Activity
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Operational Expenditure
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COVID-19
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$51,893
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Drought
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$10,213
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Napier Rain Event
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$73,905
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Total
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$136,011
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8. The Group
office has made a claim to the National Emergency Management Agency for welfare
costs as a result of the Napier rain event in November 2020. This claim
totals $23,700. This amount will be reported as income in the next
period.
9. We are also holding
four vacancies with will result in minor under expenditure in personnel budgets
as we recruit replacements. Two appointments have recently been made with
new staff starting in April/May.
10. Overall, the Group is
tracking for a small surplus at the end of the financial year. Any
surplus would be moved into the CDEM reserve account...
Decision Making Process
11. Staff have assessed the
requirements of the Local Government Act 2002 in relation to this item and have
concluded that, as this report is for information only, the decision making
provisions do not apply.
Recommendation
1. That the
Hawke’s Bay CDEM Group Joint Committee receives the “Hawke's Bay
CDEM Group Financial Report 2020-21 to Feb 2021”.
Authored and
Approved by:
|
Ian Macdonald
Group Manager/Controller
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Attachment/s
|
Financial
Report
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Attachment 1
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HB
CDEM Group Joint Committee
Monday 22 March 2021
Subject: Discussion of Minor
Items Not on the Agenda
Reason for Report
1. This document has been prepared to assist Joint
Committee members to note any Minor Items of Business
Not on the Agenda to be discussed as agreed in Agenda
Item 5
