Agenda of Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Bay of Plenty Civil Defence
Emergency Management Group

Membership

Chairperson	Mayor Tenby Powell (Tauranga City Council)
Deputy Chairperson	Cr David Love (Bay of Plenty Regional Council)
Members
Bay of Plenty Regional Council	Cr Stuart Crosby (Alternate)
Kawerau District Council	Mayor Malcolm Campbell Deputy Mayor Faylene Tunui (Alternate)
Ōpōtiki District Council	Mayor Lyn Riesterer Deputy Mayor Shona Browne (Alternate)
Rotorua Lakes Council	Mayor Steve Chadwick Deputy Mayor Dave Donaldson (Alternate)
Tauranga City Council	Deputy Mayor Tina Salisbury (Alternate)
Western Bay of Plenty District Council	Mayor Garry Webber Deputy Mayor John Scrimgeour (Alternate)
Whakatāne District Council	Mayor Judy Turner Deputy Mayor Andrew Iles (Alternate)
Observer	Jane Rollin (Representative from the National Emergency Management Agency)
Quorum	Four members, consisting of the majority of the number of members

Purpose and Role

The Bay of Plenty Civil Defence Emergency Management Group was established in accordance with Section 12 of the Civil Defence Emergency Management Act 2002 as a joint standing committee of the BOP member Councils under clause 30(1)(b) of Schedule 7 of the Local Government Act 2002. Membership includes all local authorities in the Bay of Plenty region. The Group operates pursuant to a Constitution approved by the Councils.

Power to Act

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

By virtue of section 12(2) of the Civil Defence Emergency Management Act 2002, this committee is a permanent committee and is not deemed to be discharged at, and continues in existence following local authority triennial elections.

Under Section 23(1) of the Civil Defence Emergency Management Act 2002, the Bay of Plenty Regional Council is the Administering Authority for the Civil Defence Emergency Management Group.

Bay of Plenty Civil Defence Emergency Management Group reports to the various Councils.

Bay of Plenty Civil Defence Emergency Management Group Joint Committee 25 September 2020

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

Agenda

1. Apologies

2. Public Forum

3. Items not on the Agenda

4. Order of Business

5. Declaration of Conflicts of Interest

6. Minutes

Minutes to be Received

6.1 Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 26 June 2020 1

7. Reports

Decisions Required

7.1 Bay of Plenty Civil Defence Emergency Management Group Recovery Manager Appointment 1

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 1

7.2 Bay of Plenty Civil Defence Emergency Management Group - Group Controller Appointment 1

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 25 September 2020 1

7.3 Bay of Plenty Civil Defence Emergency Management Group Annual Report 2019/20 1

Attachment 1 - Bay of Plenty CDEM Group - Annual Report 2019-20 DRAFT 1

7.4 Bay of Plenty Civil Defence Emergency Management Annual Plan 2020/21 1

Attachment 1 - Bay of Plenty CDEM Group Annual Plan 2020-21 DRAFT 1

8. Consideration of Items not on the Agenda



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	25 September 2020
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	The Bay of Plenty Civil Defence Emergency Management Joint Committee is requested to approve the appointment of a Group Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group.

Bay of Plenty Civil Defence Emergency Management Group Recovery Manager Appointment

Executive Summary

Section 29(2) of the Civil Defence Emergency Management Act 2002 provides for a Civil Defence Emergency Management Group to appoint persons to be a Group Recovery Manager.

Recommendations

That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:

1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Recovery Manager Appointment.

2 Approves the appointment of Sally McKay, Principal Advisor, Recovery as a Group Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s29(2) of the Civil Defence Emergency Management Act 2002.

1. Background

Section 29(2) of the Civil Defence Emergency Management Act 2002 provides for a Civil Defence Emergency Management Group to appoint persons to be a Group Recovery Manager. Appointments as Recovery Managers are required to be endorsed by the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group and approved by the Bay of Plenty Civil Defence Emergency Management Group Joint Committee.

1.1 Sally McKay, Principal Advisor, Recovery

In 2019 Emergency Management Bay of Plenty underwent a review which resulted in the establishment of a new role, Principal Advisor Recovery which is to hold a statutory appointment as a Group Recovery Manager under the CDEM Act 2002.

Sally Mckay has been appointed to the role of Principal Advisor Recovery. Sally is a qualified and experienced professional in the field of Recovery.

Sally McKay has worked across a diverse range of roles within Emergency Management for over 20 years. This has taken her to many places - primarily across Asia Pacific, working for the International Federation of Red Cross / Red Crescent, within Australia working for all levels of Government as well as Australian Red Cross, and now in New Zealand.

Sally's roles have required her to lead work in disaster preparedness, response and recovery. She has been responsible for managing all aspects of recovery being social, infrastructure, economic and the natural environment. She has a strong commitment to social justice with an accompanying agenda to drive innovative community development practices that assist communities to become more resilient to disasters.

Sally has worked across several types of community relocation programmes for partial to larger communities across Asia / Pacific, town land swaps and farm buy back schemes in Australia. Sally has also been instrumental in ensuring the voice and strong participation of community members is achieved within all disaster work.

Sally’s most recent work prior to joining Emergency Management Bay of Plenty has included

· Needs and capacities assessment – COVID 19 - Team Leader – Australian Red Cross –- May/ June 2020

· Volunteer Framework for pandemics – COVID 19 – Volunteering Queensland with Queensland Government- March & April 2020

· Recovery Manager – NSW Office of Emergency Management – Bushfires – Nov 2019 to March 2020

· Recovery Coordinator Hurricane Dorian IFRC - The Bahamas – Led recovery needs assessment and development of Early Recovery Plan. Oct / Nov 2019

· Response & Recovery Aotearoa New Zealand (RRANZ) Consortium: presenter in facilitating leadership in response and recovery course in New Zealand, over last year

· Whakatane District Council - Community Engagement Advisor

The Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group endorsed the appointment of Sally McKay as Group Recovery Manager at the meeting of 21 August 2020.

The Bay of Plenty Civil Defence Emergency Management Group Joint Committee is requested to approve the appointment of Sally McKay as a Group Recovery Manager.

2. Considerations

2.1 Risks and Mitigations

There are no significant risks associated with this matter/subject/project/initiative.

2.2 Climate Change

The matters addressed in this report are of a procedural nature and there is no need to consider climate change impacts.

2.3 Implications for Māori

The matters addressed in this report are of a procedural nature and there is no implications for Māori.

2.4 Community Engagement

Engagement with the community is not required as the recommended decision relates to internal Bay of Plenty CDEM Group Joint Committee matters only.

2.5 Alignment with Strategic Framework

This report addresses the statutory requirements of the Bay of Plenty Civil Defence Emergency Management Group under Section 29(2) of the Civil Defence Emergency Management Act 2002, to appoint a suitably qualified and experienced person to perform the functions and duties and exercise the powers of the Group Recovery Manager.

3. Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budget.

4. Next Steps

The Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers will be updated to reflect the appointment and published on the Bay of Plenty Civil Defence Emergency Management Group website.

Attachments

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers -2020-09-25 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	25 September 2020
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	The Bay of Plenty Civil Defence Emergency Management Joint Committee is requested to approve the appointment of a Group Controller for the Bay of Plenty Civil Defence Emergency Management Group.

Bay of Plenty Civil Defence Emergency Management Group - Group Controller Appointment

Executive Summary

Section 26(2) of the Civil Defence Emergency Management Act 2002 provides for a Civil Defence Emergency Management Group to appoint persons to be a Group Controller.

Recommendations

That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:

1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group - Group Controller Appointment.

2 Approves the appointment of Lee Hazelwood, Principal Advisor, Emergency Management as a Group Controller the Bay of Plenty Civil Defence Emergency Management Group, as defined under 26(2) of the Civil Defence Emergency Management Act 2002.

1. Background

Section 26(2) of the Civil Defence Emergency Management Act 2002 provides for a Civil Defence Emergency Management Group to appoint persons to be Group Controllers. Appointments as Group Controllers are required to be endorsed by the Bay of Plenty CDEM Coordinating Executive Group and approved by the Bay of Plenty Civil Defence Emergency Management Group Joint Committee.

2. Lee Hazlewood, Principal Advisor, Emergency Management

Lee Hazlewood has a varied career which spans policing and emergency management in both the Government and private sectors. Lee started with London's Metropolitan Police, later the British Transport Police and then to the United States of America where he became an Explosive Incident Specialist with the State Police K-9 Team.

Lee moved from policing into emergency management as an Emergency Management Coordinator in Washington State before moving into the private sector with the Boeing Company where he developed a Homeland Security and Emergency Management program for the world's largest building. During this time frame, Lee also became an instructor for the Office of Domestic preparedness post 911, training hundreds of responders from around the USA in topics such as terrorism response, suicide bomb response and incident command.

Lee moved to Washington DC to manage a large high-risk security and Emergency Management program along the USA/Mexican border in support of a government project.

In 2011 Lee moved to New Zealand where he became the CDEM Group Manager/Controller for the Waikato CDEM Group.

Lee was the appointed CDEM Group Controller for the Waikato CDEM Group from 2011 to 2018. Lee has completed the Massey University Controller Development Programme and was certified as a CDEM Controller by the Ministry of Civil Defence & Emergency Management (now National Emergency Management Agency). Lee also has experience of leading responses to emergency events including deploying to support other CDEM Groups in response.

In 2018 Lee took up the position as Manager Emergency Management and Business Continuity for Air New Zealand. Most recently Lee was contracted to establish and lead the Isolation and Quarantine response operations in Auckland for Covid-19.

Lee meets all the requirements to be appointed as a CDEM Group Controller.

The Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group endorsed the appointment of Lee Hazlewood as a Group Controller.

The Bay of Plenty Civil Defence Emergency Management Group Joint Committee is requested to approve the appointment of Lee Hazlewood as a Group Controller.

3. Considerations

3.1 Risks and Mitigations

There are no significant risks associated with this matter/subject/project/initiative.

3.2 Climate Change

The matters addressed in this report are of a procedural nature and there is no need to consider climate change impacts.

3.3 Implications for Māori

The matters addressed in this report are of a procedural nature and there is implications for Māori.

3.4 Community Engagement

Engagement with the community is not required as the recommended decision relates to internal Bay of Plenty CDEM Group Joint Committee matters only.

3.5 Alignment with Strategic Framework

This report addresses the statutory requirements of the Bay of Plenty Civil Defence Emergency Management Group under Section 26(2) of the Civil Defence Emergency Management Act 2002, to appoint a suitably qualified and experienced person to perform the functions and duties and exercise the powers of the Group Controller.

3.6 Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budget.

4. Next Steps

The Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers will be updated to reflect the appointment and published on the Bay of Plenty Civil Defence Emergency Management Group website.

Attachments

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 25 September 2020 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	25 September 2020
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	The purpose of the report is to present the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Report 2019/2020 for approval.

Bay of Plenty Civil Defence Emergency Management Group Annual Report 2019/20

Executive Summary

The Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Report 2019/2020 summarises the activities of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group over the 2019/2020 financial year against the outcomes of the Bay of Plenty CDEM Group Plan 2018/2023 and Annual Plan 2019/2020. It includes activities across four work streams, highlights across local authorities and financial performance.

Recommendations

That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:

1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Annual Report 2019/20.

2 Approves the Bay of Plenty Civil Defence Emergency Management Group Annual Report 2019/2020.

1. Background

The Annual Report summarises the activities of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group over the 2019/2020 financial year against the outcomes of the Bay of Plenty CDEM Group Plan 2018/2023 and Annual Plan 2019/2020. It includes activities across four work streams, highlights across local authorities and financial performance.

2. Consultation

The Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Report 2019/2020 has been developed in close consultation with the Bay of Plenty CDEM Coordinating Executive Group Operations Sub-Committee members. Input and development has resulted in a collaborative report that highlights activities and Key Performance Indicators across member local authorities.

Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Report 2019/2020 was endorsed by the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group at its meeting held on the 21 August 2020.

3. Considerations

3.1 Risks and Mitigations

The Whakaari / White Island Volcanic Eruption response and recovery and the COVID-19 response and recovery significantly impacted the delivery against the Bay of Plenty CDEM Group Annual Plan 2019/2020. A number of activities have been reprioritised into the 2020/2021 financial year.

There are no significant risks associated with this matter/subject/project/initiative.

3.2 Climate Change

The matters addressed in this report are not sensitive to the effects of climate change. Staff have also considered the effect of the initiative on greenhouse gas emissions and recommend that there will be no effect.

3.3 Implications for Māori

During the 2019/2020 financial year there have been a number of activities which have been conducted in partnership with Iwi, which are highlighted within the Bay of Plenty CDEM Group Annual Report 2019/2020. There are no significant implications for Māori related to the Annual Report.

3.4 Community Engagement

The Bay of Plenty CDEM Group Annual Report 2019/2020 provides the details on a range of activities undertaken to building Community Resilience across all member local authorities.

3.5 Alignment with Strategic Framework

3.6 Financial Implications

The Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Report 2019/2020 provides financial statements for both the Bay of Plenty CDEM Group and the Bay of Plenty Lifeline Utilities Group on page 30 of the report.

3.6.1 Current Budget 2019/20

The Bay of Plenty CDEM Group financials for 2019/2020 are 9% underspent for the year. A considerable component of this underspend is the FTE positions that were not recruited for or filled in 2019/20 due to the restructure of Emergency Management Bay of Plenty and the impacts of the Whakaari / White Island Volcanic Eruption response and recovery and the COVID-19 response and recovery.

3.6.2 Future Budget

The 2020/2021 financial year sees a change in revenue for the Bay of Plenty CDEM Group with contributions from member local authorities ceasing and a change to a full CDEM Group targeted rate effective 1 July 2020.

The financial underspend from the 2019/2020 financial year is carried over to the 2020/2021 financial year in the Bay of Plenty CDEM Group reserve account.

4. Next Steps

The approved Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Report 2019/2020 will be published on the Bay of Plenty CDEM Group website.

Attachments

Attachment 1 - Bay of Plenty CDEM Group - Annual Report 2019-20 DRAFT v1.2 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	25 September 2020
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	The purpose of the report is to present the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Plan 2020/2021 for approval.

Bay of Plenty Civil Defence Emergency Management Annual Plan 2020/21

Executive Summary

The Bay of Plenty Civil Defence Emergency Management (CDEM) Group Annual Plan 2020/2021 (the Annual Plan) sets out the key operational work-streams, projects and initiatives that are linked to the delivery of the strategic objectives as set out in the Bay of Plenty CDEM Group Plan 2018-2023 (the Group Plan). The Annual Plan has been developed as a framework to provide direction for working in partnership to attain the shared outcomes of the Group Plan in an aligned and mutually supporting manner, whilst retaining the ability to facilitate local operational commitments.

Recommendations

That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:

1 Receives the report, Bay of Plenty Civil Defence Emergency Management Annual Plan 2020/21.

2 Approves the Bay of Plenty CDEM Group Annual Plan 2020/2021

1. Background

The Annual Plan was approved by the Coordinating Executive Group on the 10 March 2020 and was due to be presented to the Bay of Plenty CDEM Group Joint Committee for approval on the 25 March 2020 in preparation for the start of the financial year, however due to the COVID-19 response the meeting was cancelled.

Following the prolonged response to COVID-19, on the 26 June 2020, the Director Emergency Management Bay of Plenty recommended to the Bay of Plenty CDEM Group Joint Committee to pause the Annual Plan to allow all members of the Bay of Plenty CDEM Group to review activities within the plan, which was agreed.

The Bay of Plenty CDEM Coordinating Executive Group Operations Sub-Committee meeting on 24 July 2020 was used as an opportunity for all members to workshop the Annual Plan and to propose amendments.

On 21 August 2020 the Annual Plan was endorsed by the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group.

2. Consultation

The Annual Plan has been developed in close consultation with the Bay of Plenty CDEM Coordinating Executive Group Operations Sub-Committee throughout the latter half of 2019 and early 2020. Input and development has resulted in a number of locally delivered initiatives included into the plan. Final feedback and input from the Sub-Committee concluded on Friday 31 July 2020.

The impact of operational activities during the 2019/2020 financial year on Annual Plan has resulted in some pieces of work rolling over into the 2020/2021 annual plan. One of the benefits of a 3 year horizon is the flexibility to reprioritise work more easily.

3. Considerations

3.1 Risks and Mitigations

The ongoing COVID-19 response and recovery together with any future emergency events arising will impact the delivery of the Annual Plan and will require ongoing reprioritisation.

3.2 Climate Change

The Bay of Plenty Civil Defence Emergency Management Group Annual Plan 2020/2021 considers the consequences of climate change within the Bay of Plenty Region.

3.3 Implications for Māori

Continuing to build our relationships and partnering with Māori is a significant activity within the Annual Plan, which has been identified as a key piece of work. Development and implementation of the Te Ao Māori CDEM Framework will require a collaborative approach across Local Authorities and with our Iwi partners.

3.4 Community Engagement

The Annual Plan contains a range of activities for Community Engagement specifically related to building Community Resilience.

3.5 Alignment with Strategic Framework

The Annual Plan sets out the key operational work-streams, projects and initiatives that are linked to the delivery of the strategic objectives as set out in the Bay of Plenty CDEM Group Plan 2018-2023

3.6 Financial Implications

There are no material unbudgeted financial implications and this fits within the allocated budget.

3.6.1 Current Budget

Reprioritisation of some work into the 2020/2021 financial year together with a number of staff vacancies may result in underspend in the current operational budget.

3.6.2 Future Budget

The 2021/2022 budget is in the process of being developed through member councils Long Term Planning process.

4. Next Steps

The approved Annual Plan will inform the annual work programmes of Emergency Management Bay of Plenty and member Local Authorities for 2020/2021.

Attachments

Attachment 1 - Bay of Plenty CDEM Group Annual Plan 2020-21 v2.2 DRAFT ⇩