Civil Defence Emergency Management Group Joint Committee

The Members

Civil Defence Emergency Management Group Joint Committee

NOTICE IS GIVEN that the next meeting of the Civil Defence Emergency Management Group Joint Committee will be held in Committee Room 2, Rotorua Lakes Council, Civic Administration Building, 1061 Haupapa Street, Rotorua on:

EMBARGOED Until 2 working days before meeting on:

Friday, 12 August 2016

commencing at 12.30 pm.

Mary-Anne Macleod Chief Executive Bay of Plenty Regional Council Administering Authority 5 August 2016

Civil Defence Emergency Management Group – Terms of Reference

1 Delegated Function

This Joint Committee, required under section 12(1) of the Civil Defence Emergency Management Act 2002, is governed by the Group’s Constitution (dated July 2013).

2 Membership

Seven councils in the Bay of Plenty make up the Bay of Plenty Civil Defence Emergency Management Group:

• Bay of Plenty Regional Council

• Kawerau District Council

• Opotiki District Council

• Rotorua District Council

• Tauranga City Council

• Western Bay of Plenty District Council

• Whakatane District Council

3 Quorum

In accordance with Council standing order 2.4.3, the quorum at a meeting of the committee is four members, consisting of the majority of the number of members.

4 Term of the Committee

Pursuant to section 12(2) of the Civil Defence Emergency Management Act 2002 this committee is a permanent committee and is not disestablished as a consequence of a local government election.

5 Specific Responsibilities and Delegated Authority

The Civil Defence Emergency Management Group has a constitution and this specifies the functions and powers of the group.

Note: The Civil Defence Emergency Management Group reports directly to the Regional Council.

page i

page ii

Public Forum 1. A period of up to 15 minutes may be set aside near the beginning of the meeting to enable

members of the public to make statements about any matter on the agenda of that meeting which is open to the public, but excluding any matter on which comment could prejudice any specified statutory process the council is required to follow.

2. The time allowed for each speaker will normally be up to 5 minutes but will be up to the discretion of the chair. A maximum of 3 public participants will be allowed per meeting.

3. No statements by public participants to the Council shall be allowed unless a written, electronic or oral application has been received by the Chief Executive (Governance Team) by 12.00 noon of the working day prior to the meeting and the Chair’s approval has subsequently been obtained. The application shall include the following:

� name of participant;

� organisation represented (if any);

� meeting at which they wish to participate; and matter on the agenda to be addressed.

4. Members of the meeting may put questions to any public participants, relevant to the matter being raised through the chair. Any questions must be asked and answered within the time period given to a public participant. The chair shall determine the number of questions.

page iii

page iv

Membership Chairman: Mayor S Crosby (Tauranga City Council )

Deputy Chairman: Mayor R Paterson (Western Bay of Plenty District Council)

Appointees: Mayor A Bonne (Whakatane District Council), Mayor M Campbell (Kawerau District Council), Mayor S Chadwick (Rotorua Lakes Council), Mayor J Forbes (Opotiki District Council), Chairman D Leeder (Bay of Plenty Regional Council) Alternates: Councillor S Browne (Opotiki District Council), Deputy Mayor D Donaldson (Rotorua Lakes Council), A Holmes (Deputy Mayor, Kawerau District Council), G Merriman (Western Bay of Plenty District Council), S Morris (Tauranga City Council), Deputy Chairman J Nees (Bay of Plenty Regional Council), Deputy Mayor J Turner (Whakatane District Council)

Secretary: S Cubbon

Recommendations in reports are not to be construed as Council policy until adopted by Council.

Agenda

1 Apologies

2 General Business and Tabled Items

Items not on the agenda for the meeting require a resolution under section 46A of the Local Government Official Information and Meetings Act 1987 stating the reasons why the item was not on the agenda and why it cannot be delayed until a subsequent meeting.

3 Declarations of Conflicts of Interests

4 Previous Minutes

4.1 Civil Defence Emergency Management Group Joint Committee minutes - 08 April 2016 3

5 Reports

5.1 Appointment of Civil Defence Emergency Management Alternate Group Controllers 11

APPENDIX 1 - Appendix 1 to Policy for the appointment and development of controllers 22 August 2016 15

page v

5.2 Director Emergency Management Bay of Plenty – Annual Report 19

5.3 Exercise Tangaroa 2016

A verbal update from Matthew Harrex, Manager Planning & Development, Emergency Management Bay of Plenty

5.4 Civil Defence Emergency Management Declarations

A presentation from Suzanne Vowles, Regional Emergency Management Advisor, Ministry of Defence & Emergency Management and Clinton Naude, Director Emergency Management Bay of Plenty.

6 Consideration of General Business

page vi

Previous Minutes

Page 1 of 26

1

Minutes of the Civil Defence Emergency Management Group Joint Committee Meeting held in The Council Chamber, Rotorua Lakes Council, Civic Administration Building, 1061 Haupapa Street, Rotorua on Friday, 8 April 2016 commencing at 12.30 p.m.

Click here to enter text.

Present:

Chairman: Deputy Chairman Mayor R Paterson (Western Bay of Plenty

District Council)

Members: Mayor M Campbell (Kawerau District Council), Mayor S Chadwick

(Rotorua Lakes Council), Mayor J Forbes (Opotiki District Council), Chairman D Leeder (Bay of Plenty Regional Council), Councillor S Morris (Alternate, Tauranga City Council)

In Attendance: J Röllin (MCDEM), C Jensen CDEMG (CEG), K Downey

(Tauranga City Council), A Reade (Manager Community Resilience), M Harrex (Manager Planning & Development), C Morris (Manager Recovery & Projects), C Naude (Director EMBOP), F Toulmin (Emergency Management Advisor, Operational Readiness), S Cubbon (Committee Advisor)

Apologies: Chairman Mayor S Crosby (Tauranga City Council), Mayor A

Bonne (Whakatane District Council), Deputy Mayor J Turner (Alternate, Whakatane District Council)

1 Declaration of conflicts of interest

Nil declared.

2 Civil Defence Emergency Management Group Joint Committee minutes - 29 January 2016

Resolved

That the Civil Defence Emergency Management Group Joint Committee under its delegated authority:

1 Receives the report, Civil Defence Emergency Management Group Joint Committee minutes - 29 January 2016

Leeder/Forbes

CARRIED

3 Quarterly Report: 1 October 2015 - 31 December 2015

Page 3 of 26

Civil Defence Emergency Management Group Joint Committee Friday, 8 April 2016

A2327415 2

The report detailed Emergency Management Bay of Plenty's progress for October through to December 2015. The Director Emergency Management Bay of Plenty, Clinton Naude pointed out there had been several gains since the September 2015 quarter. Appointments had been made to the positions that were vacant and staff continued to work on the format of reports. 20 community initiatives had taken place throughout the region and in October the regional alerting systems test resulted in a significant increase in text and email alerting subscribers.

Questions were asked about community response plans and whether they were initiated by each local authority or if the schedule was determined by communities. The Mayor of Rotorua Lakes Council indicated they were working with about twenty marae and getting good responses. It was recognised that those communities that had established response plans needed to be kept up to date.

Resolved


1 Receives the report, Quarterly Report: 1 October 2015 - 31 December 2015.

Forbes/Paterson

CARRIED

4 Bay of Plenty Civil Defence Emergency Management Group Budget 2016-2017

Following the establishment of the Emergency Management Bay of Plenty, a review was requested of the funding model and budget. The outcome had been a recommendation to retain the existing funding model and budget for the 2016-2017 financial year, and the Group was now asked for approval of this 2016-2017 budget.

Mr Naude provided clarification for members of the contributions and allocated costs. The Bay of Plenty CDEM Group budget contribution formula was prescribed in the Bay of Plenty CDEM Group Plan. Regional Council contributed 50% of the funding costs for services, and the remainder was contributed to by each territorial authority in accordance with population figures. The budget and funding model remained a work in progress and it had been difficult to make comparisons between the specific CDEM Council funding allocations, noting the Rotorua Lakes Council had as yet not joined in the shared services model.

Resolved


1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Budget 2016-2017.

2 Approves the 2016-2017 Bay of Plenty Civil Defence Emergency Management Group and Emergency Management Bay of Plenty Budgets as outlined in this report.

3 Confirms that the decision has a low level of significance.

Page 4 of 26


A2327415 3

Forbes/Campbell

CARRIED

5 Maori Representation within CDEM

At the request of Komiti Māori, staff had investigated how Māori representation within CDEM could be achieved at national and regional levels. Detailed analysis was presented in the report and, in summary, the Coordinating Executive Group (CEG) had made a seat available. Guidance would be accepted from Komiti Māori as to how and by whom that might be filled.

Under the CDEM Act 2002 membership on the CDEM Joint Committee was restricted to local authorities only. Wider engagement would take place through the review of the Group Plan to further develop Māori involvement.

Resolved


1 Receives the report, Maori Representation within CDEM.

2 Acknowledges there is legally no opportunity for appointments to be made to the CDEM Joint Committee, other than those for Local Authority representatives as set out in Section 13 of the Civil Defence Emergency Management Act 2002

3 Endorses a Co-opted Maori seat on the Coordinating Executive Group for a suitable Maori representative, to be identified and filled with guidance from Bay of Plenty Regional Council Komiti Maori.

4 Requests staff continue to engage with Maori on wider involvement in CDEM work through the Group Plan review.


Leeder/Chadwick

CARRIED

6 Presentation – Ministry of Civil Defence & Emergency Management

Refer to PowerPoint Presentation Obj.Ref. A2318923 MCDEM’s representative, Jane Röllin presented on the Bay of Plenty CDEM Group’s Capability Assessment in relation to the themes of the National Capability Assessment ‘Moving forwards: risk and opportunities’ setting out where the Group were under and over the national average by ten percent, thus the areas where improvement was needed and those where efforts should be sustained. Her advice was that over the past three or so years strong focus had been placed on doing things right, and now the Group needed to put their effort into doing the right things. Local and community based welfare services were seen as areas for improvement.

Page 5 of 26


A2327415 4

The Committee thanked Jane Röllin for her presentation and noted her resignation from MCDEM effective May 2016. They acknowledged and thanked Ms Rollin for her service to the Bay of Plenty CDEM Group.

Resolved


1 Receives the MCDEM presentation.

Paterson/Leeder CARRIED

7 Bay of Plenty Civil Defence Emergency Management Group Plan Review: Update Report

The Committee received this update on the review of the Bay of Plenty Civil Defence Emergency Management Group Plan Review. Included was a summary of the feedback provided from a workshop they had attended on 29 January 2016.

Staff were preparing a project plan and an engagement plan for the Group Plan review and it was proposed that the Coordinating Executive Group Operational Subcommittee be the steering group for this review.

Resolved


1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Plan Review: Update Report.

2 Confirms the summary of Bay of Plenty CDEM Group Joint Committee and Coordinating Executive Group feedback as outlined in section 2.3.1 of the report.


Paterson/Leeder

CARRIED

8 National Tsunami Warning System

Two appendices accompanied the paper, the first being a response dated 21 March 2016 to the second, a letter from the Group Chairman to the Ministry of Civil Defence Emergency Management advocating for the development of a 24/7/365 operations centre and enhanced capability in monitoring and early warning processes and systems for tsunami events. The request had originated from Tauranga City Council and the Group were advised that although City Councillors were aware of the constraints of MCDEM’s budget, they would like the request to be elevated and sent to the Minister so attention may be given to this matter.

Members considered it appropriate to now draw the issue to the attention of the Minister of Civil Defence Emergency Management.

Page 6 of 26


A2327415 5

Resolved


1 Receives the report, National Tsunami Warning System.

2 Requests that a letter be written to the Minister of Civil Defence Emergency Management to consider the development of a 24/7/365 operations centre and an enhanced capability in monitoring and early warning processes and systems for tsunami events.

3 Confirms the decision has a low level of significance.

Chadwick/Morris

CARRIED

9 Exercise Tangaroa 2016

Refer to PowerPoint Presentation Obj.Ref. A2319956

Emergency Management Advisor, Fraser Toulmin presented the update of the National Exercise Tangaroa 2016, to be held in August and September this year. It was to be a tier four National Exercise involving all of New Zealand, and all 16 CDEM Groups had agreed to participate in some way, shape or form. The scenario, developed by GNS Science, was based on a regional source tsunami impacting the entire coastline of NZ. The exercise would be split into three phases; Warning and Impact, Post Impact and Recovery.

Resolved


1 Receives the report, Exercise Tangaroa 2016.

Forbes/Leeder

CARRIED

The meeting closed at 1.35pm.

Page 7 of 26

Reports

Page 9 of 26

File Reference:

2.00692

Significance of Decision: Low

Report To: Civil Defence Emergency Management Group Joint Committee

Meeting Date: 12 August 2016

Report From: Clinton Naude, Director, Emergency Management Bay of Plenty

Appointment of Civil Defence Emergency Management Alternate Group Controllers

Executive Summary

There have been changes in relation to the Alternate Civil Defence Emergency Management (CDEM) Group Controllers for the Region. This has been driven in part by the change in staffing with two Group Controllers recently leaving Regional Council, and the need for enhanced response capability across the Bay of Plenty CDEM Group.

This report seeks approval of the nominations for CDEM Alternate Group Controllers proposed by Bay of Plenty Regional Council.

1 Recommendations


1 Receives the report, Appointment of Civil Defence Emergency Management Alternate Group Controllers.

2 Approves the appointment of the nominated Alternate Group Controllers

3 Approves the rescinding of Kenneth Tarboton and Warwick Murray as Alternate Group Controllers

4 Approves the amended Schedule from the Policy for the Appointment and Development of Controllers (Appendix 1)


2 Background

Appointments to CDEM Group and Local Controller positions, and therefore also alternates, are the responsibility of the Bay of Plenty CDEM Group Joint Committee. The power and authority to appoint people to the roles is delegated to them under sections 26 and 27 of the Civil Defence Emergency Management Act 2002.

Page 11 of 26


2

Endorsement by the Bay of Plenty Regional Council of nominations for the role of CDEM alternate Group Controller occurred on 18 May 2016, and subsequently recommended by CDEM Coordinating Executive Group on 30 June 2016 as follows:

“Resolved

That the CDEMG Coordinating Executive Group under its delegated authority

1. Receives the report, Appointment of CDEM Alternate Group Controllers

2. Endorses the nominations of Chris Ingle - General Manager Integrated

Catchments, Craig Morris - Manager Recovery and Projects, Jono Meldrum -

Manager Operational Readiness, Angela Reade - Manager Community

Resilience and Matthew Harrex - Manager Planning and Development for

appointment by the Bay of Plenty CDEM Group Joint Committee

3. Confirms that the decision has a low level of significance.

Garry Poole/ Gary Allis

Carried”

The CDEMG Joint Committee is now requested to appoint the nominees by approving the amended Appendix 1 to the Policy for the Appointment and Development of Controllers.

The CDEMG Joint Committee is now requested to rescind the appointments of Kenneth Tarboton and Warwick Murray as Alternate Group Controllers as both individuals have resigned from Bay of Plenty Regional Council.

3 Nominees

Chris Ingle, General Manager Integrated Catchments

Chris Ingle has almost 20 years of experience working in Regional Councils. Before joining Bay of Plenty Regional Council he worked for 10 years as CEO of the West Coast Regional Council. In the West Coast CDEM Group, Chris held the roles of Group Recovery Manager and Group Controller. On occasion Chris has also acted as Local Controller in exercises and events. He was Chair of the CDEM Coordinating Executive Group (CEG) and successfully led a restructure of the group to integrate the four councils’ CDEM services. This has also resulted in increased resources and enhanced strategic focus of CDEM on the Coast.

As one of the longstanding Group Controllers, Chris was first to take on the recent CDEM Controller Development Programme run by Massey University and endorsed by the Ministry of Civil Defence & Emergency Management (MCDEM).

Chris completed the week long residential component of that course in late 2015. Chris has much experience leading in the Emergency Coordination Centre setting, having also completed CIMS 2 and CIMS 4 and various Emergency Operations Centre (EOC)and Emergency Management Information System (EMIS) training courses.

Page 12 of 26


3

Craig Morris, Manager Recovery and Projects

Craig Morris has more than 23 years of experience working in local, regional and national government in both New Zealand and Canada. During his time in Canada Craig was a police chief of a provincial road transport force for 6 years before emigrating to New Zealand. He has considerable experience in human resources, community service and governance. Craig has been the Group Recovery Manager for the Bay of Plenty CDEM Group since 2013, was deployed in the response to the Rena grounding, and has completed CIMS 2, CIMS 4 and the first two of three stages of the CDEM Controller Development Programme.

Jono Meldrum, Manager Operational Readiness

Jono Meldrum served with the NZ Army for 16 years. He left in 2015 having attained the rank of Major. During his time with the Army, Jono served operationally with NATO forces in Afghanistan and with the United Nations in South Sudan. He is a qualified Engineer and led the initial Army Engineer response to the 2012 Christchurch earthquake and was involved with the ongoing NZDF response efforts in the city. He held leadership positions in the NZDF responses to Tropical Cyclone Pam (2015) and the Whanganui floods (2015). Jono is familiar with the operational environment and operational planning requirements, and has completed CIMS 2, CIMS 4 and the first two of three stages of the CDEM Controller Development Programme.

Angela Reade, Manager Community Resilience

Angela Reade has been involved in a number of responses over the past 11 years including the management of the Hawke’s Bay welfare response for the 2009 Napier/Taupō snow event, and acting as Controller and Advisor for the Napier Siege in the same year. Angela was also deployed as Group Welfare Manager to the September 2010 Christchurch earthquake and again in February 2011 for the second earthquake. On returning from the 2011 earthquake she was then deployed to the NCMC as National Welfare Manager. Later that year, Angela was deployed to act as Group Welfare Manager for the Nelson Tasman flood event and is currently Group Welfare Manager for Bay of Plenty CDEM Group. Angela has completed CIMS 2 and CIMS 4, and will commence the CDEM Controller Development Programme this year.

Matthew Harrex, Manager Planning and Development

Matt Harrex has more than 11 years of experience working in local and regional government in both New Zealand and the United Kingdom. Matt has spent the last 3 ½ years working in planning role for the Bay of Plenty Civil Defence Emergency Management Group Office. Prior to this Matt spent more than 4 years working as the Senior Pollution Response officer at Auckland Regional Council responding to and managing responses to small, medium and some large scale pollution events. Matt is a member of the Maritime New Zealand National Response Team, was deployed in response to support the Rena and Canterbury Earthquakes and has completed CIMS 2, CIMS 4 and the first two of three stages of the CDEM Controller Development Programme.

4 Financial Implications

Current Budget

Page 13 of 26


4

There are no known current financial implications resulting from this paper.

Future Implications

There are no known future financial implications resulting from this report.

Craig Morris Manager, Recovery and Projects

for Director, Emergency Management Bay of Plenty

5 August 2016 Click here to enter text.

Page 14 of 26

APPENDIX 1

Appendix 1 to Policy for the appointment and

development of controllers 22 August 2016

Page 15 of 26

Policy for the Appointment and Development of Controllers - August 2016 1

Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers

The following are controllers appointed to the Bay of Plenty CDEM Group under the requirements of the CDEM Act 2002, and are ratified under this policy by the Bay of Plenty CDEM Group Joint Committee on 12 August 2016.

Signature Mayor Stuart Crosby

Chair of the Bay of Plenty CDEM Group

Dated: 12 August 2016

Group Controller

Section 26 of the CDEM Act 2002

Director, Emergency Management Bay of Plenty

Clinton Naude

Alternate Group Controllers

1. Eddie Grogan

2. Chris Ingle

3. Craig Morris

4. Jono Meldrum

5. Matthew Harrex

6. Angela Reade

Rotorua Local Controller


Stavros Michael Alternate Local Controllers

1. J-P Gaston

2. Ian Cryer

Western Zone (Tauranga / Western Bay) Local Controller


Eric Newman Alternate Local Controllers

1. Gary Allis

2. Philip Martelli

3. Paul Davidson

4. Peter Watson

Whakatāne Local Controller


Paula Chapman* Alternate Local Controllers

1.

2.

Opotiki Local Controller


Barbara Dempsey* Alternate Local Controllers

1. Aileen Lawrie

Kawerau Local Controller


Chris Jensen* Alternate Local Controllers

1. Andrew Morrison

*Denotes Local Controllers with cross delegation across Kawerau, Ōpōtiki and Whakatāne District Councils.

Page 17 of 26

File Reference:

2.00692

Significance of Decision: Receives Only - No Decisions

Report To: Civil Defence Emergency Management Group Joint Committee

Meeting Date: 12 August 2016

Report From: Clinton Naude, Director, Emergency Management Bay of Plenty

Director Emergency Management Bay of Plenty – Annual Report

Executive Summary

This report serves to provide a high level summary of key achievements for 2015/2016 year and outline the key activities for the 2016/2017 year. Noting that a full Annual Report 2016 for the Bay of Plenty CDEM Group will be made available in the near future.

1 Recommendations


1 Receives the report, Director Emergency Management Bay of Plenty – Annual Report.

2 2015/2016 – A reflection

The past year saw a number of significant achievements for the Bay of Plenty CDEM Group which have been highlighted in this report. In my view a key achievement was the establishment of Emergency Management Bay of Plenty responsible for the operational delivery and coordination of CDEM activities across the region.

It must be noted that the Bay of Plenty CDEM Group has and continues to be an active contributor across a wide range of emergency management activity areas with staff representing emergency management at international, national, regional and local levels.

A personal achievement was being awarded the designation of Certified Emergency Manager (CEM®) by the International Association of Emergency Managers (IAEM).

I look forward to building on the achievements over the past year and continuing to develop the capability of the Bay of Plenty CDEM Group in 2016/2017.

Page 19 of 26


2

2.1 Emergency Management Bay of Plenty

Emergency Management Bay of Plenty (EMBOP), a shared service department for the delivery of Civil Defence Emergency Management (CDEM) on behalf of the member Councils of the Bay of Plenty CDEM Group was formed on 1st July 2015. While it has been an exciting journey developing the capability of EMBOP across the region, it has equally been challenging having to deliver a service while still recruiting, appointing and developing staff in a number of vacant positions. I am confident that EMBOP has demonstrated that it is a professional department delivering an effective and high standard service. Currently there are sixteen emergency management staff delivering CDEM across key areas of Community Resilience, Operational Readiness, Planning & Development and Recovery. I look forward to EMBOP continuing to improve and to be regarded as a credible and trusted emergency management department.

2.2 Marae Preparedness

A highlight of the past year was the very successful Marae Preparedness Project run by EMBOP on behalf of the Bay of Plenty CDEM Group. The project was funded through the National CDEM Resilience Fund and was aimed at developing a Marae Preparedness Emergency Toolkit. The project achieved success as a result of the positive collaboration with all participating agencies. This is a significant piece of work that lays strong foundations for engagement with marae across the region and nationally as the toolkit has been shared with all CDEM Groups. The final product was a Marae Preparedness Emergency Toolkit which was celebrated at a national hui held on 20th June 2016 at Mataatua Marae in Whakatāne and attended by approximately 100 delegates from across New Zealand.

2.3 Māori Representation in CDEM

The request by the Bay of Plenty Regional Council, Komiti Māori for representation in CDEM saw the Bay of Plenty CDEM Coordinating Executive Group agree to the option to have a Māori representative serve on the committee to represent Māori across the Region. This offer was communicated to Komiti Māori and work continues to identify the representative to serve on the committee.

2.4 MCDEM Capability Assessment 2015

The Bay of Plenty CDEM Group underwent its third CDEM Capability Assessment by the Ministry of Civil Defence & Emergency Management (MCDEM) in 2015. Significant gains were made across the board which resulted in the overall score for 2015 being 66.2%, a marked increase over the 2012 score of 47.5%. MCDEM congratulated the Bay of Plenty CDEM Group on the overall improvement and noted improvements had been made in all areas. The Capability Assessment also served to identify areas for improvement which have been noted through a Corrective Action Plan for inclusion into future work programmes. The Bay of Plenty CDEM Group has committed to a continued programme of development to improve

Page 20 of 26


3

capability. The Bay of Plenty CDEM Group has reported on the Corrective Action Plan to the Director, Ministry of Civil Defence & Emergency Management.

2.5 Shakeout

On 15th October 2015, 91,029 people across the Bay of Plenty were registered to take part in ShakeOut, New Zealand’s national earthquake preparedness drill. This was an increase of 11.5% on the previous drill (held in 2012). The Bay of Plenty ranked 2nd in the country per percentage of the population for people registered to participate. This was an outstanding effort by staff and agencies across the Bay of Plenty to obtain the engagement and participation of the community in this event.

Page 21 of 26


4

2.6 Ministerial CDEM Awards

A number of staff from across the Bay of Plenty CDEM Group were recognised for their service to CDEM trough the awarding of Ministerial CDEM Long Service Awards. These awards were presented to the recipients at an awards ceremony held in Tauranga on 23rd June 2016.

2.7 Training & Development

The Bay of Plenty CDEM Coordinating Executive Group approved the Emergency Coordination Centre (ECC) Foundation Course as the minim training standard for all emergency centre staff across the Bay of Plenty. This course was developed by the CDEM sector as part of the Integrated Training Framework Project and having been endorsed by MCDEM has been accepted as the national standard. Emergency Management Bay of Plenty engaged on an active training delivery programme which resulted in a total of 214 staff being trained in 2015/2016.

The Bay of Plenty CDEM Group has been an active participant in the Integrated Training Framework Project with staff serving on the national steering group and as subject matter experts in the development of CDEM training courses. The result being a number of CDEM courses either completed or about to be completed including;

• Emergency Coordination Centre (ECC) Intermediate Course

• Emergency Coordination Centre (ECC) Welfare Course

• Welfare in Civil Defence Centre Course

• Emergency Coordination Centre (ECC) Advanced Logistics Course

2.8 CDEM Controller Capability

The Bay of Plenty CDEM Group continues to increase CDEM Controller Capability across the region with ten Group and Local Controllers currently engaged in the CDEM Controller Development Programme through Massey University.

I am pleased to report that as Group Controller I was one of the first of three graduates of the CDEM Controller Programme in New Zealand and have received MCDEM accreditation as a CDEM Controller.

Page 22 of 26


5

2.9 Emergency Events

Emergency Management Bay of Plenty provide a 24/7 CDEM Duty System which saw staff deal with numerous severe weather warnings and national tsunami alerts. In addition, Duty staff dealt with road closures and a plane crash.

Some of the more significant events that have been responded to are the Chile tsunami threat, Pee Jay boat fire, Galatea flooding event, and the Easter severe weather event. Support was offered to other emergency services for events such as the Onepū Springs Road shooting.

An interesting response involved a request from the National Oceanic and Atmospheric Administration (NOAA), United States of America via the Ministry of Civil Defence & Emergency Management (MCDEM) to assist in the location of a missing Deep-ocean Assessment and Reporting of Tsunamis (DART) Buoy. The buoy was located and tracked off the Bay of Plenty coast for a number of days until it beached on the Ōpōtiki coast and later recovered.

3 2016/2017 – The Journey Ahead

3.1 Exercise Tangaroa 2016

The Bay of Plenty CDEM Group has committed to full participation in Exercise Tangaroa 2016. It is based on a regional source tsunami that impacts the entire New Zealand coastline. The exercise will test the sector’s response to a regional source tsunami generated less than three hours (travel time) away from the nearest New Zealand coastline.

The aim of the exercise - To test the Bay of Plenty’s arrangements for preparing for, responding to and recovering from a national tsunami impact. The exercise will be run in three phases over three days;

Page 23 of 26


6

• 31 August 2016

• 14 September 2016

• 28 September 2016

The Exercise will be led by the Ministry of Civil Defence & Emergency Management (MCDEM) and supported by all 16 CDEM groups, Central Government agencies, emergency services, lifeline utilities, and other agencies and organisations as appropriate.

As the first full-scale exercise to be held as part of the Interagency National Exercise Programme, Exercise Tangaroa 2016 represents the ‘first step’ in assessing and planning for one of New Zealand’s largest life safety risks (according to expected casualties and damage to infrastructure). The exercise aims to address and evaluate the current state of national responses when faced with a large-scale and time critical event.

3.2 Bay of Plenty CDEM Group Plan Review

A key piece of work for 2016/2017 is the review of the Bay of Plenty CDEM Group Plan 2012-2017, a requirement under the CDEM Act 2002, section 56. The Plan will set the strategic direction for CDEM in the Bay of Plenty over the next five years.

Following the Local Government elections, time will be scheduled with the CDEM Group Joint Committee to workshop strategic issues to inform the review of the CDEM group Plan.

3.3 Bay of Plenty CDEM Group Financial Review

A key aspect of the Bay of Plenty CDEM Group Plan review is to confirm the financial model and arrangements as they apply to the Bay of Plenty CDEM Group and is a requirement to be included in the Plan. In addition it is also an opportunity to review the financial budget for Emergency Management Bay of Plenty having been operational for a year.

3.4 Vulnerable Community Study

Emergency Management Bay of Plenty will be undertaking a study to identify and understand vulnerable communities within the Bay of Plenty. The aim of the study is to have a better understanding of what constitutes vulnerable communities, to be able to map these communities and to utilise the results to inform community engagement strategies and tools. In addition the results will also inform operational planning for evacuations and recovery activities.

3.5 Community Resilience

The Bay of Plenty CDEM Group Community Resilience Strategy will serve to guide the work in this area over the 2016/2017 year. The objective being - Communities understanding and managing their risks. The Community Resilience Strategy will be supported by the Community Resilience Work Programme and will be reviewed following the review of the Bay of Plenty CDEM Group Plan.

Page 24 of 26


7

Communities will be supported to increase their resilience and safety through a range of initiatives including;

• Community Response Planning

• Marae Preparedness Planning

• Engagement with the business community to increase business resilience

Youth is one of the priority areas for community engagement in 2016/2017 for the Bay of Plenty CDEM Group. This is supported through national initiatives such as the Youth in Civil Defence programme and Youth in Emergency Services (YES) programme as announced by the Hon Nikki Kaye, Minister for Civil Defence and Minister for Youth.

3.6 Public Alerting

3.6.1 Common Alerting Protocol

EMBOP is working collaboratively as a part of the National initiative to implement the Common Alerting Protocol (CAP) in New Zealand. CAP is an international alerting digital data standard that is already used elsewhere in the world; it allows for simultaneous sending of alerts via multiple channels while it also establishes operational protocols for alerting. This includes international registration of the Bay of Plenty CDEM Group as an authorised public alerting authority.

3.6.2 Red Cross Hazard App

As part of a national initiative in the public alerting space, the Bay of Plenty CDEM Group will be joining the partnership with New Zealand Red Cross which will see the ability to provide public alerting via the Red Cross Hazard App. A soft launch will be planned supported by a communication and engagement plan.

3.7 Group Emergency Coordination Centre

EMBOP will continue to progress the Group Emergency Coordination Centre (GECC) project with the Bay of Plenty Regional Council. Following a period of consultation with key strategic partners, the options for the establishment of the GECC will be presented to the Bay of Plenty Regional Council at the meeting of 25th August 2016.

Page 25 of 26


8

3.8 Welfare

As Welfare is one of the key mandates for CDEM, EMBOP continues to work on the implementation of the revised arrangements as per the new National CDEM Plan and Guide that came into force on 1 December 2015. Welfare Coordination and Capability, having been identified through the MCDEM Capability Assessment 2015 as an area for improvement, is a focus for the Bay of Plenty CDEM Group. Work in this area will be led by the Group Welfare Manager in EMBOP.

The Bay of Plenty CDEM Group Welfare Coordination Group (WCG) and Local Welfare Coordination Committees continue to make steady progress in establishing themselves, with new members, terms of reference, cycles of engagement and work programmes being finalised to ensure the new arrangements are implemented successfully. A welfare transition plan is in the process of being finalised and will be implemented during the year.

3.9 Recovery

Recovery Management and Capability, having been identified through the MCDEM Capability Assessment 2015 as an area for improvement, is a focus for the Bay of Plenty CDEM Group. Work in this area will be led by the Group Recovery Manager in EMBOP. The work programme will include participation in the review of the Recovery Management: Director’s Guideline [DGL 04/05] and Focus on Recovery [IS 05/05], building Group and Local Recovery structures, frameworks and arrangements. A key consideration is the CDEM Amendment Bill which is being considered by a Select Committee (the Government Administration Committee). The Bill incorporates proposed amendments to the CDEM Act, to strengthen its provisions for recovery management and the transition from response to recovery. The Committee is expected to report back to the House of Representatives by 26 August 2016.

Exercise Tangaroa 2016 will provide an opportunity for the testing of CDEM Group Recovery arrangements specifically on day 3 of the exercise.

4 Financial Implications

Current Budget

There are no known current financial implications resulting from this paper.

Future Implications

There are no known future financial implications resulting from this report.

Clinton Naude Director, Emergency Management Bay of Plenty

5 August 2016 Click here to enter text.

Page 26 of 26

Civil Defence Emergency Management Group Joint Committee

Documents

Transcript of Civil Defence Emergency Management Group Joint Committee