Meeting of the HB Civil Defence Emergency Management Group Joint Committee
Date: Monday 22 March 2021
Time: 2.00pm
Venue: |
Ellwood Function Centre 15 Otene Road Hastings |
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.”
That the HB CDEM Group Joint Committee accepts the following “Minor Items Not on the Agenda” for discussion as Item 13:
Topic |
Raised by |
|
|
|
|
|
|
Authored by:
Annelie Roets Governance ADVISOR |
|
Approved by:
Ian Macdonald GROUP MANAGER/CONTROLLER |
|
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.
1. That the HB CDEM Joint Committee receives the “Action Items from Previous HB CDEM Group Joint Committee” report.
Authored by:
Annelie Roets Governance Advisor |
|
Approved by:
Ian Macdonald Group Manager/Controller |
|
1⇩ |
Action Items for March2021 meeting |
|
|
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.
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
|
Authored and Approved by:
Ian Macdonald Group Manager/Controller |
|
1⇩ |
Russell Bond biography |
|
|
Russell Bond biography |
Attachment 1 |
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.
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:
Natasha Blunden Emergency Management Advisor Planning |
|
Approved by:
Ian Macdonald Group Manager/Controller |
|
1⇩ |
HB CDEM Group Plan Review |
|
|
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.
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:
Ian Macdonald Group Manager/Controller |
|
1⇩ |
Funding Impact Statement Community Engagement |
|
|
2⇩ |
Funding Impact Statement Hazard Identification and Mitigation |
|
|
3⇩ |
Funding Impact Statement Leadership and Governance |
|
|
4⇩ |
Funding Impact Statement Operational Readiness |
|
|
5⇩ |
HBELG and Recovery Business Case |
|
|
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.
That Hawke’s Bay CDEM Group Joint committee: 1. Receives and considers the “COVID-19 Resurgence Planning Update” staff report. |
Authored by:
Natasha Blunden Emergency Management Advisor Planning |
|
Approved by:
Ian Macdonald Group Manager/Controller |
|
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.
3. This report seeks to inform the Committee of the status of the current CDEM Group budgets for 2020-21.
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:
Activity |
Operational Expenditure |
COVID-19 |
$51,893 |
Drought |
$10,213 |
Napier Rain Event |
$73,905 |
Total |
$136,011 |
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.
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 |
|
1⇩ |
Financial Report |
|
|
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
Topic |
Raised by |
|
|
|
|
|
|
|
|
|
|