Resolved

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

1          Accepts the apologies from Mayor Steve Chadwick and Mayor Garry Webber tendered at the meeting.

Love/Campbell

CARRIED

3.1

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

Resolved

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

1          Confirms the Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 25 September 2020 as a true and correct record.

Riesterer/Campbell

CARRIED

4.1

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

Deputy Chairperson Councillor David Love vacated the chair. Russell George, Chair of the Coordinating Executive Group (CEG), assumed the chair and presented the report.

Resolved

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;

Donaldson/Turner

CARRIED

Mr George called for nominations for the position of Chairperson of the Civil Defence Emergency Management Group Joint Committee. Mayor Judy Turner nominated Councillor David Love as Chairperson; Mayor Malcolm Campbell seconded the motion. As only one nomination was received for the role of Chairperson, no voting was required.

Resolved

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

4          Elects Councillor David Love as the Chairperson of the Civil Defence Emergency Management Group Joint Committee for the remainder of the 2019-2022 local authority triennium.

 Salisbury/Riesterer

CARRIED

4.2

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

Following the vacancy that has arisen as a result of Councillor David Love’s election as Chairperson of the Civil Defence Emergency Management Group Joint Committee, the Chairperson called for nominations for the position of Deputy Chairperson of the Civil Defence Emergency Management Group Joint Committee.

Mayor Malcolm Campbell nominated Mayor Judy Turner as Deputy Chairperson; Mayor Lyn Riesterer seconded the motion. As only one nomination was received for the role of Deputy Chairperson, no voting was required.

Resolved

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

1          Elects Mayor Judy Turner as the Deputy Chairperson of the Civil Defence Emergency Management Group Joint Committee for the remainder of the 2019-2022 local authority triennium.

 Salisbury/Donaldson

CARRIED

4.3

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

Director EMBOP Clinton Naude presented the report.

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 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.

Turner/Campbell

CARRIED

4.4

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

Director EMBOP Clinton Naude presented the report.

Key Points:

·       The Bay of Plenty CDEM Group had agreed to review the CDEM KPIs within Council LTPs for 2021-31

·       A Working Group consisting of representatives from all local authorities  reviewed the KPIs and proposed new KPIs which would be incorporated into Council LTPs for 2021-31

·       The CDEM KPIs had subsequently been endorsed by the Bay of Plenty CDEM Coordinating Executive Group on 20 November 2020

·       Next steps for all Local Authorities would be to ensure that the CDEM KPIs were fed into their long term planning processes.

Resolved

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

Donaldson/Riesterer

CARRIED

4.5

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

Director EMBOP Clinton Naude presented the report.

Key Points:

·       As per the Bay of Plenty CDEM Group Policy for the Appointment and Development of Controllers and Recovery Managers an annual review of appointed Controllers and Recovery Managers was required

·       To strengthen the professionalism of emergency management, with a particular focus on Controllers, the Response and Recovery Leadership Programmes (RRLP) had been developed. Staff was continuously  encouraged to attend the courses; good progress had been made

·       Bay of Plenty CDEM Group was currently undertaking a review into the Controller and Recovery Manager capability.

Resolved

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.

Scrimgeour/Turner

CARRIED

5.1

Update - National Emergency Management Agency

Tabled Document 1 - .Presentation 1- NEMA Verbal Update to CDEMG BoP: Objective ID A3700291 ⇨  

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

Key Points:

·       Provided an overview of where NEMA was heading

·       Reflected on NEMA’s journey to date

o   Transition programme from MCDEM to NEMA (established Dec 2019)

o   Series of other emergency events (including Whakaari and Covid19)

o   Transition programme and stabilisation programme continued throughout 2019 and 2020

·       Emergency Management System Reform and priorities for change:

o   People at the heart of the emergency management system

o   Strengthening National Leadership

o   Being clear ‘who was responsible for what’

o   Building capability and capacity

o   Improving information and intelligence

o   Video on NEMA website (part of elected officials induction programme):

  https://www.youtube.com/watch?v=5k7t9yWvVsE&feature=youtu.be

·       NEMA Transition Roadmap for 2020

o   Two key priorities for NEMA transition work

§  Strengthening Capability and Capacity

§  Setting the direction

·       Minister for Emergency Management, Honourable Kiri Allan

·       NEMA Senior Leadership Team Structure  

·       Process - Stabilising NEMA to Growing NEMA - working on many facets to underpin a lift in performance and invest in immediate priorities

·       Trifecta Programme Update: CDEM Acts Amendments/National CDEM Plans / NDRS Roadmap – Rachel Hyde

o   The table provided an overview of high-level phases of work for the Regulatory Framework Review Programme and its three projects – the Act, the Plan/Guide, and the NDRS Roadmap. Timing of phases might change over time and more detailed planning would be done by each project respectively.

Key Points - Members:

·       Expressed appreciation for the contribution made by Sarah Stuart-Black in her role as NEMA’s Deputy Chief Executive and Director Civil Defence Emergency Management and wished her well in her new role as New Zealand Red Cross' Secretary General

·       Expressed concern regarding the high-risk wildfires posed to communities living in close proximity to large forested areas/surrounding density of vegetation and a possible lack of accessibility for Fire and Emergency New Zealand (FENZ).  A recent restructuring of FENZ could potentially add to  confusion regarding lines of responsibility. Highlighted the importance of robust risk-based conversations

·       Highlighted the potential impact the current Two Water Reform could have for FENZ

·       Supported advocacy for the banning of fire-works as a mitigating step

·       Noted that the Awatarariki Fanhead process had been concluded, ending a 15 year journey. A number of key leanings had been documented. Expressed appreciation for valuable assistance by all parties.

Resolved

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

1          Receives the verbal update provided by Jane Rollin, Senior Regional Emergency Management Advisor, National Emergency Management Agency.

Love/Salisbury

CARRIED

5.2

Update - Director Emergency Management Bay of Plenty

Tabled Document 2 - .Presentation 2_Emergency Management - Directors Update - Joint Committee - 2020-12-18: Objective ID A3700290 ⇨  

Clinton Naude, Director, Emergency Management Bay of Plenty provided a verbal update on key activities by EMBOP since September 2020:

Key Points:

·       “Get Ready to Shake Out” - National Earthquake Drill and Tsunami Hīkoi took place on 15 October 2020; EMBOP hosted the national earthquake drill and tsunami hīkoi from Matata Public School. The event was livestreamed around New Zealand, providing national publicity. Director of Civil Defence Emergency Management Sarah Stuart-Black was in attendance and had acknowledged EMBOP for its valuable contribution

·       The National Lifelines Conference took place at the University of Waikato, Tauranga Campus on 21 and 22 October 2020; attended by 180 attendees from across New Zealand. Focus was on Response to Covid-19, Three Waters and Climate Change

·       Covid-19 update: Government had announced what actions would be  taken should there be a resurgence of COVID-19 during the summer holiday; subsequently EMBOP had reviewed and updated its Resurgence Co-ordination Plan, highlighting the roles and responsibilities for the various agencies

·       Provided an update on progress made with Covid-19 Financial Claims

·       The Emergency Mobile Alert nationwide test for 22 November 2020 had been cancelled due to the Covid-19 Status which applied to the Auckland Region at that time so as not to cause any confusion

·       Noted that the National Warning System by NEMA (Internal Communication for key role players) was tested on 17 December 2020 but that not all parties had received the test email

·       Provided an update on progress made with the construction of a purpose built Group Emergency Coordination Centre (GECC) for EMBOP

·       Whakaari/White Island Update: the WorkSafe court case for the thirteen organisations and people facing charges in relation to the Whakaari/White Island eruption had been postponed until March 2021 to provide an opportunity for parties to review the evidence and seek legal advice

·       Emergency Media and Public Affairs (EMPA) Award for Excellence in Communication 2020:  Bay of Plenty Civil Defence Emergency Management Group had been awarded an EMPA award for Recovery in recognition of work following the Whakaari eruption

·       New Zealand Emergency Management Assistance Team (NZ EMAT) – third round of recruitment was currently in progress.  Several representatives from various agencies within the Bay of Plenty would be attending training in 2021

·       New Zealand Response Teams (NZ-RTs): there were currently three teams within the Bay of Plenty. A project to establish a new NZ-RT framework (accreditation and registration system) was underway. Guidance from National Government was that Coordinating Executive Group needed to ensure any endorsed and registered NZRT within its geographical area of responsibility was integrated into response and recovery arrangements at the appropriate level.

Items for Staff Follow Up:

·       To verify/update the names/contact numbers of key role players in the Bay of Plenty who should receive National Warning System notifications from NEMA following the test email sent on 17 December 2020

·       Prepare a report to the next meeting of the Civil Defence Emergency Management Group Joint Committee on BOPRC’s progress made with the construction of a purpose built Group Emergency Coordination Centre (GECC) for EMBOP.

Resolved

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

1          Receives the verbal update provided by Clinton Naude, Director, Emergency Management Bay of Plenty.

Love/Salisbury

CARRIED

6.1

Recognition of  the contribution by Tenby Powell to the Civil Defence Emergency Management Group Joint Committee

Resolved

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

1          Writes a letter of appreciation to Tenby Powell, former Chairperson of the Civil Defence Emergency Management Group Joint Committee, recognising his valuable contribution to the Joint Committee and sending him well wishes for a speedy recovery.

Campbell/Turner

CARRIED