Minutes of HB Civil Defence Emergency Management Group

1. Welcome/Karakia /Apologies/Notices

The Deputy Chair, Mayor Alex Walker, welcomed everyone to the meeting and opened with a karakia.

Resolution

No apologies received. (Subsequently an apology was received from Councillor Nigel Simpson – NCC)

2. Conflict of Interest declarations

There were no conflicts of interest declared.

4.	Call for minor items not on the Agenda
	No items were raised.

Action items from previous HB CDEM Group Joint Committee meetings

Ian Macdonald introduced the item, noting that Māori representation on CDEM decision making bodies is being progressed and will continue to be reported on.

CDE18/22

Resolution

That the HB CDEM Joint Committee receives the “Action Items from previous HB CDEM Group Joint Committee meetings” report.

Little/Hazlehurst

CARRIED

6.	Election of the Chair of the Hawke's Bay CDEM Group Joint Committee
	Deputy Chair Alex Walker led the election process after which the newly elected Chair, Hinewai Ormsby, led the election process for the Deputy Chairperson.
CDE19/22	Resolutions 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 and make decisions on this issue without conferring directly with the community or persons likely to have an interest in the decision. 2. Agrees to use voting System A as provided in Schedule 7, Part 1, Section 25 of the Local Government Act 2002. 3. Alex Walker nominated Hinewai Ormsby for the role of Chairperson, seconded by Sandra Hazlehurst. 4. There being no further nominations, Hinewai Ormsby was declared as elected Chairperson of the Hawke’s Bay CDEM Group Joint Committee. Walker/Hazlehurst CARRIED 5. Kirsten Wise nominated Alex Walker for the role of Deputy Chairperson, seconded by Sandra Hazlehurst 6. There being no further nominations, Alex Walker was declared elected Deputy Chairperson of the Hawke’s Bay CDEM Group Joint Committee. Wise/Hazlehurst CARRIED
7.	Committee Terms of Reference review and confirmation
	Ian Macdonald introduced the item, which was taken as read.
CDE20/22	Resolutions The Hawke’s Bay CDEM Group Joint 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. Receives and notes the “Committee Terms of Reference review and confirmation” report. 3. Adopts the Terms of Reference as proposed. Little/Wise CARRIED

Tangoio to Clifton Level 3 Tsunami modelling

Adam Childs introduced and presented the item. Discussions covered:

· Similar modelling in 2011 has been improved significantly with the availability and use of Light Detection and Ranging (LiDAR) data.

· GNS Science modelled scenarios and results/data is a weighted average taking he terrain and urban and rural landscapes into consideration

· Climate change (sea level rise) is a major factor

· Changes to evacuation zones are not planned at this stage, but in the future.

· Future research will likely include more detailed analysis of the flood risk areas, the socio-economic impact of inundation and damage from the earthquake itself

· The peer reviewed GNS technical report should be used for spatial planning and on Council LIM reports and will be published on the CDEM Hazards portal.

CDE21/22

Resolution:

That the Hawke’s Bay CDEM Group Joint Committee:

1. Receives and notes the Tangoio to Clifton Level 3 Tsunami Modelling staff report

2. Receives the Tsunami Modelling Level 3 for Hawke's Bay report

3. Requests councils consider this new information for future spatial planning

4. Requests councils work with the CDEM Group on public information/education and key stakeholder engagement before the Joint Committee considers any further decisions on the matters raised in the Tangoio to Clifton Level 3 Tsunami modelling report.

Hazlehurst/Wise

CARRIED

Operational readiness update

Edaan Lennan introduced the item, which was taken as read.

CDE22/22

Resolution

That the Hawke’s Bay CDEM Group Joint Committee considers the Operational Readiness update staff report.

Wise/Little

CARRIED

10.

Community engagement work update

Jae Whelan introduced the item, which was taken as read. Discussions covered:

· Marae emergency preparedness sessions are going well; TPK will be leading these in future

· 80 schools across Hawke’s Bay and Tairawhiti have been involved in emergency planning workshops

· Draft Community Resilience Plan contents are being reviewed following community feedback and should be completed before Christmas

· Tsunami warning signage/information boards are being installed across Hawke’s Bay in conjunction with tsunami blue line road markings.

· Tsunami App has been developed in conjunction with HBRC GIS team to aid in identifying places for future signage.

CDE23/22

Resolution

That Hawke’s Bay CDEM Group Joint Committee receives and considers the Community Engagement Work update staff report.

Hazlehurst/Walker

CARRIED

11.

Strengthening CDEM in Hawke's Bay update

Ian introduced the item, noting that the programme implementation is going well and is now integrated into the Group Work Programme.

CDE24/22

Resolution

That the Hawke’s Bay CDEM Group Joint Committee receives and notes the Strengthening CDEM in Hawke’s Bay update staff report.

Ormsby/Walker

CARRIED

12.

Group Manager's update

Ian Macdonald introduced the item and noted that Group office staff resourcing and retention issues along with resourcing levels will be considered during the next HBRC LTP round.

CDE25/22

Resolution

That the Hawke’s Bay CDEM Group Joint Committee receives the Group Manager’s update report.

Ormsby/Little

CARRIED

13.

National Emergency Management Agency verbal update

Ian Wilson provided an update, highlighting:

· The new Emergency Management Act Bill is scheduled for Government consideration in December 2022/ January 2023

· A national guide for Catastrophic Events response is being developed and will cover regional planning, roles and structures. Developing plans for these events will impact on staff resourcing.

· Future Joint Committee agendas are to include a Statutory Advocacy section from NEMA.

CDE26/22

Resolution

That the HB CDEM Group Joint Committee receives and notes the National Emergency Management Agency verbal update.

Ormsby/Walker

CARRIED

14.	Discussion of minor items not on the Agenda
	No items were raised.

Hinewai Ormsby led the closing karakia.

Closure:

There being no further business the Chair declared the meeting closed at 2.39pm on Monday, 28 November 2022.

Confirmed by resolution of the HB CDEM Group Joint Committee.

Date: 9 March 2023 Chair: Hinewai Ormsby