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

 

NOTICE IS GIVEN that the next meeting of the Bay of Plenty Bay of Plenty Civil Defence Emergency Management Group Joint Committee will be held in Mataatua Room, Bay of Plenty Regional Council Building 5 Quay Street, Whakatane 3120 on:

Friday 18 December 2020 COMMENCING AT 10.00 am

 

Fiona McTavish

Chief Executive, Bay of Plenty Regional Council Toi Moana

Administering Authority

10 December 2020

 

 


 

Bay of Plenty Civil Defence
Emergency Management Group

Membership

Chairperson

Vacant

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

Vacant

Deputy Mayor Tina Salisbury

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     18 December 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 Confirmed

6.1      Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 25 September 2020                                             1

7.       Reports

Decisions Required

7.1      Election of the Civil Defence Emergency Management Group Joint Committee Chairperson due to Vacancy                                               1

7.2      Bay of Plenty Civil Defence Emergency Management Group Local Recovery Manager Amendments                                                            1

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers -2020-12.18                                                         1

7.3      Bay of Plenty CDEM Group KPI's, Long Term Planning 2021-31         1

Attachment 1 - Bay of Plenty CDEM Group Key Performance Indicators for Long Term Plans 2021-31                                                                                                                        1

Information Only

7.4      Bay of Plenty CDEM Group - Controllers and Recovery Managers Annual Report 2019 - 2020                                                                      1

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

Attachment 2 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers -2020-09-25                                                        1

 

8.       Verbal Updates

8.1      Update - National Emergency Management Agency

Presented by: Jane Rollin - Senior Regional Emergency Management Advisor, National. Emergency Management Agency (NEMA)

8.2      Update - Director Emergency Management Bay of Plenty

Presented by: Clinton Naude, Director, Emergency Management Bay of Plenty

 

9.       Consideration of Items not on the Agenda


Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

25 September 2020

 

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing:             Friday 25 September 2020, 10.00 am

Venue:                         Council Chambers, Western Bay of Plenty District Council, 1484 Cameron Road, Greerton, Tauranga

Chairperson:               Mayor Tenby Powell (Tauranga City Council -TCC)

Deputy Chairperson:  Cr David Love (Bay of Plenty Regional Council - BOPRC)

Members:                    Mayor Malcolm Campbell (Kawerau District Council - KDC)

Mayor Judy Turner (Whakatāne District Council - WDC)

Mayor Lyn Riesterer (Ōpōtiki District Council - ODC)

Deputy Mayor David Donaldson (Alternate) (Rotorua Lakes Council - RLC)

Deputy Mayor Tina Salisbury (Alternate) (TCC)

Deputy Mayor John Scrimgeour (Alternate) (Western Bay of Plenty District Council - WBOPDC)

In Attendance:            KDC: Russell George - Chair of Coordinating Executive Group (CEG) & Chief Executive Officer

Emergency Management Bay of Plenty (EMBOP): Clinton Naude – Director; Angela Reade – Manager Operations; Lee Hazlewood, Principal Advisor; Andrea Thompson – Executive Assistant

TCC: Marty Grenfell – Chief Executive

BOPRC: Chairman Doug Leeder; Merinda Pansegrouw – Committee Advisor

Apologies:                  Mayor Steve Chadwick (RLC)

Mayor Garry Webber (WBOPDC)

Deputy Mayor Shona Browne (Alternate) (ODC)

Observer Jane Rollin (National Emergency Management Agency – NEMA)

 

1.     Apologies

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.     Items not on the Agenda

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

 

3.     Declaration of Conflicts of Interest

None advised.

 

4.     Minutes

Minutes to be Confirmed

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.     Reports

Decisions Required

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.     Consideration of Items not on the Agenda

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.

 

7.     Consideration of General Business

Angela Reade, Manager Operations

Director EMBOP Clinton Naude acknowledged the dedication and commitment of Angela Reade, Manager Operations Emergency Management Bay of Plenty, who would be emigrating to Ireland in January 2021.  Members recognised her significant contribution to emergency management across the Bay of Plenty as well as New Zealand and thanked her for her commitment and service delivery to the community.

 

11:30am – the meeting closed.

 

 

Confirmed                                                                                                                                          

                                                                                                                             Mayor Tenby Powell

Chairperson, Bay of Plenty Civil Defence Emergency Management Group Joint Committee


 

 

 

 

Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

18 December 2020

Report Writer:

Merinda Pansegrouw, Committee Advisor

Report Authoriser:

Yvonne Tatton, Governance Manager

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

To elect a Chairperson for the Bay of Plenty Civil Defence Emergency Management Group Joint Committee

 

 

Election of the Civil Defence Emergency Management Group Joint Committee Chairperson due to vacancy

 

Executive Summary

Mayor Tenby Powell, at the Tauranga City Council Meeting held on 20 November 2020, tendered his resignation as Mayor of Tauranga, effective immediately.

As a result, the position of Chairperson of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee is currently vacant and the Civil Defence Emergency Management Group Joint Committee needs to appoint a Group Chairperson. 

 

Recommendations

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

1          Receives the report, Election of the Civil Defence Emergency Management Group Joint Committee Chairperson due to vacancy.

2          Notes the resignation of Mayor Tenby Powell, Chairperson of the Civil Defence Emergency Management Group Joint Committee, effective 20 November 2020;

3          Confirms System B as its voting system to elect a Chairperson as set out in Clause 25, Schedule 7 of the Local Government Act 2002;

4          Elects _______________ as the Chairperson for the remainder of the 2019-2022 local authority triennium.

 

Election of Joint Committee Chairperson

1.1      Background

As a consequence of Mayor Tenby Powell’s notice of resignation, with immediate effect, to the Tauranga City Council on Friday 20 November, 2020, a vacancy in the position of the CDEMG Joint Committee Chairperson has occurred.

The “Bay of Plenty Civil Defence Emergency Management Group Constitution (July 2013)” (“the constitution”) directs the governance arrangements for the CDEMG (Civil Defence Emergency Management Group).

Under Clause 13.1 of the constitution, it determines that: “The Group will appoint its Chairperson”. Clause 13.3 further determines that if the position of Chairperson or Deputy Chairperson becomes vacant, a replacement will be appointed by the Group.

Under Clause 25, Schedule 7 of the Local Government Act 2002 if a vote is required, the joint committee must select a voting system to elect its Chair and Deputy. The two voting system options are set out below.

Clause 26, Schedule 7 of the Local Government Act 2002, determines that if the chairperson of a committee is absent from a meeting, the deputy chairperson must preside. Accordingly, the Deputy Chairperson of the CDEMG will conduct the election and firstly ask the CDEMG to confirm its voting system for the appointment; once this has been decided, will then call for nominations.

It is recommended that the CDEMG confirms System B as its voting system. System B aligns with Clause 13.2 of the constitution, which states that the Chairperson will be appointed if he or she receives more votes than any other candidate; further that there will only be one round of voting and if two or more candidates tie for the most votes, the tie will be resolved by lot.

 

1.2      Voting Systems

Under Clause 25, Schedule 7 of the Local Government Act 2002, if a vote is required the following provisions apply:

“Voting Systems for Certain Appointments

(1)         This clause applies to-

(a)    the election or appointment of the chairperson and deputy chairperson of a regional council; and

(b)    the election or appointment of the deputy mayor; and

(c)    the election or appointment of the chairperson and deputy chairperson of a committee; and

(d)    the election or appointment of a representative of a local authority.

If this clause applies, a local authority or a committee (if the local authority has so directed) must determine by resolution that a person be elected or appointed by using one of the following systems of voting.

(a) the voting system in subclause (3) (system A):

(b) the voting system in subclause (4) (system B).”

“(3) System A

(a)    requires that a person is elected or appointed if he or she receives the votes of a majority of the members of the local authority or committee present and voting; and

(b)    has the following characteristics:

(i)   there is a first round of voting for all candidates; and

(ii) if no candidate is successful in that round there is a second round of voting from which the candidate with the fewest votes in the first round is excluded; and

(iii) If no candidate is successful in the second round there is a third, and if necessary subsequent round of voting from which, each time, the candidate with the fewest votes in the previous round is excluded; and

(iv) In any round of voting if two or more candidates tie for the lowest number of votes, the person excluded from the next round is resolved by lot.

(4) System B-

(a)    requires that a person is elected or appointed if he or she receives more votes than any other candidate; and

(b)    has the following characteristics:

(i)   there is only one round of voting; and

(ii)  if two or more candidates tie for the most votes, the tie is resolved by lot.”

 

1.3      Voting

Clause 14.1 of the constitution determines that each Member has one vote in relation to a matter put to a vote at a meeting of the Group.

 

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.

 

2.4      Community Engagement

The matters addressed in this report are of a procedural nature.

 

2.5      Alignment with Strategic Framework

The matters addressed in this report are of a procedural nature.

 

2.6      Financial Implications

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

 

 


 

 

 

 

Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

18 December 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 Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group.

 

 

Bay of Plenty Civil Defence Emergency Management Group Local Recovery Manager Amendments

 

Executive Summary

Section 30 of the Civil Defence Emergency Management Act 2002 provides for a Civil Defence Emergency Management Group to appoint persons to be a Local 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 Local Recovery Manager Amendments.

2        Rescind the appointment of Don Shewan as Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, Western Bay of Plenty District Council.

3        Appoint Kerrie Little as Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, Western Bay of Plenty District Council as defined under s30 of the Civil Defence Emergency Management Act 2002.

 

1.     Background

Section 30 of the Civil Defence Emergency Management Act 2002   provides for a Civil Defence Emergency Management Group to appoint persons to be a Local Recovery Manager.  Appointments as Recovery Managers are required to be endorsed by the Bay of Plenty CDEM Coordinating Executive Group and approved by the Bay of Plenty CDEM Group Joint Committee.

 

2.     Local Recovery Manager Amendments

2.1         Gary Allis, Deputy Chief Executive of Western Bay of Plenty District Council has advised that Don Shewan has resigned his position as Local Recovery Manager for Western Bay of Plenty District Council. The Council is seeking the rescindment of his appointed position of Local Recovery Manager for Western Bay of Plenty District Council.

 2.2        Gary Allis, Deputy Chief Executive of Western Bay of Plenty District Council, has advised that on the 5 November 2020, Western Bay of Plenty District Council endorsed the nomination Kerrie Little for appointment as Local Recovery Manager for the Bay of Plenty CDEM Group, Western Bay of Plenty District Council.

Kerrie is currently the Operations Manager for the Infrastructure Group with the primary responsibility for CDEM for Western Bay District Council.   She has actively being involved in CDEM for the Council for many years and held the Emergency Operations Centre (EOC) Manager several years.

2.3         On 20 November 2020, the Bay of Plenty CDEM Coordinating Executive Group endorsed the nomination Kerrie Little for appointment as Local Recovery Manager for the Bay of Plenty CDEM Group, Western Bay of Plenty District Council by the Bay of Plenty CDEM Group Joint Committee.

 

 

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 no implications for Maori.

 

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 reports addresses the statutory requirements of the Bay of Plenty Civil Defence Emergency Management Group under Section 30 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 Local Recovery Manager

 

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 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 -2020-12.18   


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 18 December 2020

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

18 December 2020

Report Writer:

Nick Barnes, Senior Advisor, Planning

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

Approve the CDEM KPIs within Council LTPs for 2021/23

 

 

Bay of Plenty CDEM Group KPI's, Long Term Planning 2021-31

 

Executive Summary

The Bay of Plenty CDEM Group agreed to review the Civil Defence Emergency Management (CDEM) Key Performance Indicators (KPIs) with Council Long Term Plans (LTPs) 2021-31.  The purpose of this paper is to seek approval of these KPIs, which have been consulted with all Local Authorities, through a working group and endorsed through the Bay of Plenty CDEM Coordinating Executive Group.

 

Recommendations

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

1        Receives the report, Bay of Plenty CDEM Group KPI's, Long Term Planning 2021-31.

2        Approves the proposed Bay of Plenty CDEM Group KPIs for Council LTPs 2021-31

 

1.     Background

The Bay of Plenty CDEM Group has consistent CDEM KPIs within Council LTPs 2019-28.  These KPIs are:

1.   % of EOC/ECC 24hr roster filled: >85%

2.   % of EOC/ECC 24hr roster trained1: >85%

3.   Number of community initiatives completed (yearly target per Local Authority).

              The Bay of Plenty CDEM Group agreed to review the CDEM KPIs within Council LTPs for 2021-31, following discussions on whether they are fit for purpose.

 

2.       Consultation

2.1      Working Group

The working group reviewed these KPIs and proposed new KPIs, which will be incorporated into Council LTPs for 2021-31.  These proposed KPIs are attached to the agenda.  The proposed KPI were workshopped on the 19 August and 30 September 2020, included the following representatives:

·      Nick Barnes, Senior Advisor, Emergency Management Bay of Plenty

·      Sarah Omundsen, General Manager, Regulatory Services, Bay of Plenty Regional Council

·      Rowan Wallace, Manager, Emergency Management, Tauranga City Council

·      Linda Johnston, CDEM Coordinator, Rotorua Lakes Council

·      David Bewley, General Manager, Development & Environmental Services, Whakatāne District Council

·      Chris Jensen, Manager, Planning Compliance and Capability, Kawerau District Council

·      Gerard McCormack, Planning & Regulatory Group Manager, Ōpōtiki District Council

·      Jane Rollin, Senior Regional Emergency Management Advisor, National Emergency Management Agency

Western Bay of Plenty District Council were unable to attend the workshops, however, Gary Allis – Group Manager Infrastructure Service was consulted at the Bay of Plenty CDEM Coordinating Executive Group Operations Sub Committee meeting held on 23 October 2021.

 

2.2       Bay of Plenty CDEM Coordinating Executive Group

The CDEM KPIs were endorsed by the Bay of Plenty CDEM Coordinating Executive Group on 20 November 2020.

3.     Considerations

1.       Risks and Mitigations

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

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.       Implications for Māori

Our capability to effectively respond to an emergency will also require the Bay of Plenty CDEM Group to continue to develop and maintain relationships with iwi and Hapū in order to support operations, which will be measured under the first KPI.

The new community resilience KPIs (KPIs 2 & 3) will require continued engagement with Māori in order to ensure that our communities understand their hazardscape and take action to prepare for an emergency.

 

4.       Community Engagement

Each local authority will conduct community engagement as part of their long term planning processes and arrangements, which will allow for feedback

 

5.       Alignment with Strategic Framework

These KPIs have been aligned with the National Disaster Resilience Strategy and the Bay of Plenty CDEM Group Plan 2018-23

 

6.       Financial Implications

              The proposed KPIs have potential to impact the future budget.  In order to measure our capability to respond effectively to an emergency (KPI 1), an exercising programme will need to be developed and maintained by the Bay of Plenty CDEM Group, which will be incorporated into the Capability and Development Plan.

4.     Next Steps

The next step for all Local Authorities is to ensure that these three CDEM KPIs are fed into their long term planning process.  Concurrent to this, Emergency Management Bay of Plenty will initiate a programme of work to develop the means of measuring these KPIs.

 

Attachments

Attachment 1 - Bay of Plenty CDEM Group Key Performance Indicators for Long Term Plans 2021-31   


Bay of Plenty Civil Defence Emergency Management Group Joint Committee   18 December 2020

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

18 December 2020

Report Writer:

Andrea Thompson, Executive Assistant

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

To inform the Bay of Plenty CDEM Group Joint Committee members of the review of the Group and Local Controllers and Recovery Managers development and response activity for this period 2019/2020.

 

 

Bay of Plenty CDEM Group - Controllers and Recovery Managers Annual Report 2019 - 2020

 

Executive Summary

This annual report has been received by the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group at their meeting held on 20 November 2020.

The Bay of Plenty Civil Defence Emergency Management Group currently has 20 authorised Group and Local Controllers as described in Schedule 1 to the Policy for the Appointment and Development of Controllers.

The Bay of Plenty Civil Defence Emergency Management Group currently has 9 authorised Group and Local Recovery Managers as described in Schedule 1 to the Policy for the Appointment and Development of Recovery Managers.

 

Recommendations

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

1        Receives the report, Bay of Plenty CDEM Group - Controllers and Recovery Managers Annual Report 2019 - 2020.

 

1.       Background

The Bay of Plenty Civil Defence Emergency Management Group Policy for the Appointment and Development of Controllers – May 2013 and the Bay of Plenty Civil Defence Emergency Management Group Policy for the Appointment and Development of Recovery Managers 2017 requires an annual review for the period of 2019/2020 for appointed Controllers and Recovery Managers.

The Bay of Plenty Civil Defence Emergency Management Group had in accordance with the Civil Defence Emergency Management Act 2002 appointed:

·      20 Group and Local Controllers across the 7 local authorities in the region within the review period.

 

·      9 Group and Local Recovery Managers across the 7 local authorities in the region within the review period.

 

2.       Controller and Recovery Manager Review 2019 - 2020

2.1      Constraints noted in review period

Controllers that are appointed under Western Bay of Plenty District Council and Tauranga City Council noted that their business as usual workload does not allow them the flexibility to commit the 6 hours per week time commitment to the role as controller as outlined in the Policy for the Appointment and Development of Controllers

2.2       Controller and Recovery Manager Development

In the report Delivering better responses to natural disasters and other emergency (August 2018) the Government provided clear directive to “strengthen the professionalism of emergency management, with a particular focus on Controllers.

The Response and Recovery Leadership Programmes (RRLP) has been developed to support this directive.  It aims to support Controllers, Recovery Managers and Response Managers across the National Security System to develop their response and recovery management and leadership capabilities at local, regional and national levels.

Tier One Course:

Tier One builds common capabilities for response and recovery. There are two parts, with Part One needing to be completed before undertaking Part Two

Part One – An online seven-week programme and assessment.  $995.00 (excl GST)

Part Two – A four day face to face course and assessment $3,995.00 (excl GST)

Below outlines the breakdown of the Controllers and Recovery Manager engagement on the course.

 

 

 

Completed RRLP Tier One Course

Name

Title

Council

Regan Fraser

Local Controller

Rotorua Lakes Council

Gerard McCormack

Local Controller

Ōpōtiki District Council

In Progress RRLP Tier One Course

Sarah Omundsen

Group Controller

Bay of Plenty Regional Council

Bruce Horne

Local Controller

Rotorua Lakes Council

Peter Watson

Local Controller

Western Zone

Paul Davidson

Local Controller

Western Zone

Aimee McGregor

Local Recovery Manager

Rotorua Lakes Council

Paula Meredith

Local Recovery Manager

Rotorua Lakes Council

Julian Reweti

Local Recovery Manager

Tauranga City Council


 

Pending the implementation of the Recognition of Prior Learning Process

Clinton Naude

Group Controller

Emergency Management Bay of Plenty

Angela Reade

Group Controller

Emergency Management Bay of Plenty

Lee Hazlewood

Group Controller

Emergency Management Bay of Plenty

Matthew Harrex

Group Controller

Bay of Plenty Regional Council

Stavros Michael

Local Controller

Rotorua Lakes Council

Eric Newman

Local Controller

Western Zone

Phillip Martelli

Local Controller

Western Bay of Plenty District Council

Rowan Wallace

Local Controller

Tauranga City Council

Nicholas Woodley

Local Controller

Whakatāne District Council

Lee Barton

Local Controller

Kawerau District Council

Pending attendance at RRLP Tier One Course

Suzanne Craig

Local Controller

Rotorua Lakes Council

Richard Horne

Local Controller

Rotorua Lakes Council

Gary Allis

Local Controller

Western Bay of Plenty District Council

Aileen Lawrie

Local Controller

Ōpōtiki District Council

Sally McKay

Group Recovery Manager

Emergency Management Bay of Plenty

Blaise Williams

Local Recovery Manager

Western Bay of Plenty District Council

Don Shewan

Local Recovery Manager

Western Bay of Plenty District Council

Julie Gardyne

Local Recovery Manager

Whakatāne District Council

Glenn Sutton

Local Recovery Manager

Kawerau District Council

 

2.3       Controller Response Activity

There have been two significant responses in the region during the review period during which the Group and Local Controllers were involved:

·    Whakaari / White Island Eruption 9 December 2019

·    COVID-19 Response 16 March 2020

 

3.       Considerations

3.1      Risks and Mitigations

There is a number of risks in the current capability model for resourcing Controllers and Recovery Managers.

·      The challenge to resource the roles.  Current vacancies are highlighted in the Schedules attached.  Noting that this committee have on a number of occasions expressed concern regarding these vacancies.

·      The cost associated to train the Controller and Recovery Manager workforce to the national standard.

·      The turnover in the Controller and Recovery Manager workforce which impacts capability and costs.

 

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 no implications for Maori

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

The matters in this report are of a procedural nature.

 

3.6      Financial Implications

Current Budget:

Total cost of the Tier One Course is $4,999.00 per candidate.  These costs are being met by the National CDEM Training Fund allocated to the Bay of Plenty CDEM Group.

Future Budget:

Future costs for candidate on the Tier One Course will continue to be met by the National CDEM Training Fund allocated to the Bay of Plenty CDEM Group.

Costs for candidates to undertake the Recognition of Prior Learning process have not yet been advised

 

4.       Next Steps

The Bay of Plenty CDEM Group is currently undertaking a review into the Controller and Recovery Manager capability.  This work is being led by Lee Hazlewood, Principal Advisor Emergency Management.

 

Attachments

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

Attachment 2 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers -2020-09-25   


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 18 December 2020

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee 18 December 2020

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