Minutes of HB Civil Defence Emergency Management Group Joint Committee

Minutes of a meeting of the HB Civil Defence Emergency Management Group Joint Committee

Date: Friday 28 April 2023

Time: 10.00am

Venue:

Council Chamber

Hawke's Bay Regional Council

159 Dalton Street

NAPIER

Present: H Ormsby, Chair

Mayor A Walker, Deputy

Mayor S Hazlehurst – HDC

Cr N Simpson – NCC

In Attendance: I Macdonald – HB CDEM Group Controller

S Tiatia – NEMA (online)

P Renshaw – NEMA

M Meads – Simplexity (online)

J Rollin – Simplexity (online)

P Munro – HBRC Interim Chief Executive

D Tate – CHBDC Chief Executive

N Bickle – HDC Chief Executive

K Cooper – Fire and Emergency

E Lennan – HB CDEM Senior Emergency Management Advisor

L Hooper – HBRC Team Leader Governance

A Doak – HBRC Governance Advisor

1. Welcome/Karakia /Apologies

The Chair welcomed everyone and Pieri Munro offered a karakia to open the meeting.

A quorum was not present.

Resolution

CDE3/23 That the apologies for absence from mayors Kirsten Wise and Craig Little be accepted.

Ormsby/Walker

CARRIED

2. Conflict of interest declarations

There were no conflicts of interest declared.

A quorum was not present, however the meeting proceeded while staff attempted to contact Wairoa District Council representatives so that a quorum could be achieved to enable establishment of the meeting.

3. Confirmation of Minutes of the Extraordinary HB Civil Defence Emergency Management Group Joint Committee meeting held on 9 March 2023

CDE4/23

Resolution

Minutes of the Extraordinary HB Civil Defence Emergency Management Group Joint Committee meeting held on Thursday, 9 March 2023, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Hazlehurst/Walker

CARRIED

Cyclone Gabrielle – Recovery update

The item was taken as read but it was noted that significant updates are to come from the Matariki Governance Group. Questions and discussion covered:

· the need for community engagement for locality plans

· intelligence is transferred from HB CDEM Group to the Recovery Agency through the transition to recovery report

· the need for an accurate narrative around what happened in the lead up, during and immediately after the Cyclone.

CDE5/23

Resolution

That the Hawke’s Bay Civil Defence Emergency Management Group Joint Committee receives and notes the Cyclone Gabrielle Recovery update.

Ormsby/Walker

CARRIED

Cyclone Gabrielle – Transitional update

Edaan Lennan spoke to this item, and discussions traversed:

· The transfer of information about the response and transition to recovery is from HB CDEM Group to the regional recovery manager and from local EOCs to the local recovery managers – to be collated into the region-wide picture by the Recovery Agency.

· CDEM resourcing under serious pressure with Group staff well-being a significant concern. Through response the assistance provided by NEMA, Defence Force, international emergency response agencies, HBRC and other regional councils was critical to coordinating appropriate resources to meet the very complex and diverse community needs.

The meeting lapsed at 10.30am due to a quorum not being present.

Resolution

CDE6/23 That the Hawke’s Bay Civil Defence Emergency Management Group sub-committee meeting is established, in accordance with section 14.5 of the Hawke’s Bay CDEM Group Joint Committee Terms of Reference, to consider the business on today’s Agenda and make recommendations for final decision to the next HB CDEM Group Joint Committee meeting.

Ormsby/Walker

CARRIED

Cyclone Gabrielle Review – update and feedback

The Committee agreed to remain in open session to consider the item rather than move into a Public Excluded meeting.

· No confirmation of a National Review but the HBCDEM review will inform that if it happens.

· The need to maintain critical community relationships through the review process

· Feedback provided today will be incorporated into version 2 of the Terms of Reference along with feedback from Te Kāhui Ohanga o Takitimu

· Need a narrative of what occurred during the 24 hours either side of the cyclone

· Need to treat communities with care, not re-traumatise them

· Need mana whenua representation on the joint committee. The Chair will re-invite Mr Symes.

· A new outcome to be added about understanding expectations before and after the event

· Suggest outcomes 1 and 3 are combined due to their similar nature

· Outcome 1 should consider the relationship of governance and Regional leaders.

CDE7/23

Resolutions

That the Hawke’s Bay Civil Defence Emergency Management Group Sub-committee:

1. Receives and considers the Cyclone Gabrielle Review– Update and Feedback staff report.

2. Recommends that HB CDEM Group Joint Committee confirms that the draft Terms of Reference and draft Scope for the review of the HB CDEM Group Operational Response to Cyclone Gabrielle, incorporating the amendments agreed 28 April 2023, can now be considered by Te Kāhui Ohanga o Takitimu (TKO).

Hazlehurst/Simpson

CARRIED

Resolution

CDE8/23 That the HB CDEM Group Joint Committee excludes the public from this section of the meeting, being Agenda Item 7 Confirmation of the Public Excluded Minutes 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 are:

General subject of the item to be considered	Reason for passing this resolution	Grounds under section 48(1) for the passing of the resolution
Cyclone Gabrielle Review – Update and Feedback	s7(2)(a) 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 protect the privacy of natural persons.	The Council is specified, in the First Schedule to this Act, as a body to which the Act applies.

Ormsby/Walker

CARRIED

7. Confirmation of Public Excluded Minutes of the Extraordinary HB Civil Defence Emergency Management Group Joint Committee meeting held on 9 March 2023

CDE9/23

Resolution

Public Excluded Minutes of the Extraordinary HB Civil Defence Emergency Management Group Joint Committee meeting held on Thursday, 9 March 2023, a copy having been circulated prior to the meeting, were taken as read and confirmed as a true and correct record.

Ormsby/Walker

CARRIED

Resolution

CDE10/23 That the meeting moves out of Public Excluded session.

Ormsby/Walker

CARRIED

The meeting went into public excluded session at 12.04pm and out of public excluded session at 12.06pm

Closure:

There being no further business the Chair declared the meeting closed at 12.06pm on Friday, 28 April 2023

Signed as a true and correct record.

Date: by resolution of HB CDEM Group JC 26 June 2023 Chair: Hinewai Ormsby