Resolved

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

1          Accepts the apologies from Deputy Mayor Shona Browne, Mayor Steve Chadwick, Mayor Garry Webber and Observer Jane Rollin tendered at the meeting.

Love/Turner

CARRIED

2.1

Acceptance of Items not on the Agenda

Resolved

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

Accepts that pursuant to section 46A of the Local Government Official Information and Meetings Act 1987, the below items be considered at this meeting:

The reason why these items were not on the agenda was that information had been received after agenda compilation. The reason why these cannot be delayed is that these matters require consideration by the Committee as it cannot wait until the next meeting of the Committee scheduled for 18 December 2020:

1.     Rescindment of Whakatāne Alternate Local Controller – Mike Naude (Recommendation to be included under item 5.2 “Bay of Plenty Civil Defence Emergency Management Group - Group Controller Appointment”).

2.     Verbal update by the Director, Emergency Management Bay of Plenty on latest developments relating to proposed legislation changes to the Civil Defence Emergency Management Act 2002 (to be considered under item 6 – “Items not on the agenda”).

Love/Turner

CARRIED

4.1

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

Resolved

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

1          Confirms the minutes, Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 26 June 2020 as a true and correct record.

Love/Donaldson

CARRIED

5.1

Bay of Plenty Civil Defence Emergency Management Group -Recovery Manager Appointment

Director EMBOP Clinton Naude presented the report.

Key Points:

·       Sally McKay had been appointed to the role of Principal Advisor Recovery and was a qualified and experienced professional in the field of Recovery

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

Resolved

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.

Powell/Love

CARRIED

5.2

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

Tabled Document 1 - 2020-09-24 Whakatane District Council - Rescindment of Mike Naude as Local Controller: Objective ID A3634334 ⇨  

Director EMBOP Clinton Naude presented the report.

Key Points:

·       The Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group had endorsed the appointment of Principal Advisor Lee Hazlewood as a Group Controller

·       Provided Tabled Document 1, received from Whakatāne District Council on 24 September 2020, advising that Mike Naude had left his role at Whakatāne District Council and would not be continuing his role as Alternate Local Controller for the District.  The rescindment of his appointment was accordingly required

·       Under item 3.1 the Committee had accepted that pursuant to section 46A of the Local Government Official Information and Meetings Act 1987 the rescindment of Mike Naude’s appointment be considered as an item not on the agenda.

Key Points - Members:

·       Expressed concern about the number of vacancies for Local Controllers and Alternate Local Controllers currently listed on the Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers List

·       Highlighted the importance of localism to ensure matters of cultural importance would be appropriately acknowledged.

Key Points - Staff:

·       A review of the Controller Model was currently a key focus point on an operational level; consideration would be given to a model offering the ability to collectively share controllers as a group.  The proposed new model would be submitted to the Joint Committee for consideration once finalised

·       The cross-delegation of controllers between Territorial Local Authorities would provide additional support for response if/where required

·       Controllers ultimately needed the skills and knowledge to control an event as dictated by legislation; support by local staff would provide local knowledge.

Resolved

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;

3          Approves the rescindment of Mike Naude as a Local Controller for the Bay of Plenty Civil Defence Emergency Management Group, Whakatāne District Council, as defined under s27 of the Civil Defence Emergency Management Act 2002.

Powell/Riesterer

CARRIED

5.3

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

Director EMBOP Clinton Naude presented the report, summarising 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.

Key Points:

·       It had been a challenging year, dominated by operational activities: the Bay of Plenty CDEM Group led the response and recovery to the eruption of Whakaari/White Island on 9 December 2019 and had been heavily involved in supporting the health-led response to COVID-19 since March 2020

·       Received two international awards recognising excellence in CDEM: the Civil Defence Youth Ambassador Programme was recognised with two awards in the category ‘Partners in Preparedness’ by the International Association of Emergency Managers (IAEM). Due to pressing operational requirements during the past year, there was never an opportunity to arrange a formal ceremony to hand over the awards

·       For the first time, hosted a joint induction seminar for all elected officials of the Bay of Plenty CDEM Group. The seminar aimed to provide elected officials with an understanding of CDEM within the Bay of Plenty and develop awareness of the responsibilities of an elected official during an emergency

·       Hosted the CDEM Long Service Awards

·       More than 380 CDEM training courses had been completed

·       Empowered communities to be prepared through updated Community Response Plans

·       Three members of the Bay of Plenty CDEM Group had completed the training to become part of the NZ Emergency Management Assistance Team (EMAT)

·       One member of CDEM Group had qualified as an accredited Associate Emergency Manager (AEM)

·       The Partnership Agreement between the seven council members and Emergency Management Bay of Plenty was signed in June 2019. Providing an understanding of members’ roles and responsibilities, this was a significant piece of work - a first in New Zealand. Subsequently, other groups had asked to share the model for review

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

·       Noted that support for Whakaari/White Island and COVID-19 recovery would be ongoing.

Key Point - Members:

·       Congratulated the CDEM Group on a sterling delivery over the past year.

Resolved

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.

Love/Scrimgeour

CARRIED

5.4

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

Director EMBOP Clinton Naude presented the report.

Key Points:

·       The Annual Plan had been developed in close consultation with the Bay of Plenty CDEM Coordinating Executive Group Operations Sub-Committee

·       The Plan had been endorsed by the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group

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

·       Given the unpredictability of the operating environment, highlighted that delivery of the plan would be dependent on levels of response required by Covid-19 and other events going forward

·       The Plan was not for EMBOP staff only, but for all members of the CDEM Group collectively as Territorial Local Authorities within the Bay of Plenty

·       In the context of Mental Health Awareness Week 2020 emphasised that following several significant events during the past year and the ongoing response required, on top of business as usual, staff had been exposed to real life situations which they had only been introduced to in theory before.  Emphasised the importance of support for staff and ensuring that staff rested and recovered.  This would be managed as a priority.

Resolved

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 Plan 2020/21.

2          Approves the Bay of Plenty Civil Defence Emergency Management Group Annual Plan 2020/2021.

Powell/Donaldson

CARRIED

6.1

Verbal update on the latest developments relating to proposed legislation changes to the Civil Defence Emergency Management Act 2002

Tabled Document 2 - 2020-09-25 CDEMG - Presentation Update on proposed CDEM Act 2002 Amendments PDF: Objective ID A3635255 ⇨  

Director EMBOP Clinton Naude by means of a PowerPoint Presentation provided a verbal update highlighting proposed amendments to the Civil Defence Emergency Management Act 2002.

Key Points - Members:

·       Concern was expressed about the potential impact on local operations when allowing any Controller/Recovery Manager to act anywhere in New Zealand; this could possibly create a gap/back-log in business as usual

·       The possibility of agencies also training staff to be Controllers/Recovery Managers should be considered

·       Highlighted the need for the quality control of national standards

·       Noted that the financial implications of the proposed changes/regulations (i.e. Groups maintaining Coordination Centres) were currently unknown

·       The training requirements/costs to ensure compliance to mandatory national standards of technical and personal competency for Controllers and Recovery Managers would have different implications for smaller territorial authorities

·       Local vs centralised model for controllers: a balanced approach would be ideal – this should be captured in training to ensure service delivery to all communities

·       Disability Planning and related communication to be prioritised by Local Authorities to ensure agile response.  Noted that the best response would be at “first responder” level – in the community, neighbours supporting neighbours.