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 at Rotorua Lakes Council, Council Chambers, 1061 Haupapa Street, Rotorua on:

Friday 25 June 2021 COMMENCING AT 10:00am

 

Fiona McTavish

Chief Executive, Bay of Plenty Regional Council Toi Moana

Administering Authority

17 June 2021

 

 


 

Bay of Plenty Civil Defence
Emergency Management Group

Membership

Chairperson

Cr David Love (Bay of Plenty Regional Council)

Deputy Chairperson

Mayor Judy Turner (Whakatāne District 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

Commission Chair Anne Tolley

Commissioner Bill Wasley (Alternate)

Western Bay of Plenty District Council

Mayor Garry Webber

Deputy Mayor John Scrimgeour (Alternate)

Whakatāne District Council

Deputy Mayor Andrew Iles (Alternate)

Observer

Jane Röllin - Senior Regional Emergency Management Advisor/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 June 2021

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.       Public Excluded Business to be Transferred into the Open

7.       Minutes

Minutes to be Confirmed

7.1       Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 19 March 2021          2

8.       Reports

Decisions Required

8.1       Correspondence Received                                                 2

Attachment 1 - Letter from Gary Knowles - Deputy Chief Executive, Emergency Management - Te Hiku Project 14 May 2021                                                                                      2

Attachment 2 - Letter from Acting Minister for Emergency Management - Min Kris Faafoi - Te Hiku                                   2

Attachment 3 - Letter - NEMA's engagement with CDEM Groups                                                                                  2

Attachment 4 - Letter from Hon Nanaia Mahuta - Whakaari/White Island - Territorial Authority                                                    2

8.2       Bay of Plenty Civil Defence Emergency Management Group - Local Controllers and Recovery Manager Statutory Appointments                                                     2

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 25 June 2021                                                                                      2

Attachment 2 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 25 June 2021                                                                         2

8.3       Bay of Plenty CDEM Group Annual Plan 2021/2022      2

Attachment 1 - 2021-06-15 DRAFT BOP CDEM Group Annual Plan 2021-22 v1.0                                                                          2

8.4       Bay of Plenty CDEM Group New Zealand Response Team Capability                                                                   2

Information Only

8.5       Tauranga City Council – Update on Operations of Tauranga’s Emergency Operation Centres                      2

9.       Verbal Updates

9.1       Update - Director, Emergency Management Bay of Plenty

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

9.2       Rotorua Lakes Council

Presented by: Mayor Steve Chadwick

1. Leveraging NEMA funding to support Marae Readiness and Response Plans

2. Joint Operation Centres

9.3       Update - National Emergency Management Agency (NEMA)

Presented by: Jenna Rogers, Manager, Analysis and Planning

10.     Public Excluded Section

Resolution to exclude the public

Excludes the public from the following parts of the proceedings of this meeting as set out below:

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item No.

Subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Grounds under Section 48(1) for the passing of this resolution

When the item can be released into the public

10.1

Presentation: Update - Legal Risk Management

Making the information available would be likely to prejudice the maintenance of the law, including the prevention, investigation, and detection of offences, and the right to a fair trial; Withholding the information is necessary to maintain legal professional privilege.

48(1)(a)(i) Section 6 (a); 48(1)(a)(i) Section 7 (2)(g).

On the Chief Executive's approval.

 

Presentations

10.1    Update - Legal Risk Management

11.     Public Excluded Business to be Transferred into the Open

12.     Readmit the Public

13.     Consideration of Items not on the Agenda


Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

19 March 2021

 

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing:               Friday 19 March 2021, 10:00am

Venue:                           Council Chambers, Regional House, 1 Elizabeth Street, Tauranga

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

Deputy Chairperson:   Mayor Judy Turner - Whakatāne District Council

Members:                      Kawerau District Council (KDC): Mayor Malcolm Campbell and Deputy Mayor Faylene Tunui (Alternate)

Rotorua Lakes Council (RLC): Mayor Steve Chadwick

Whakatāne District Council (WDC): Deputy Mayor Andrew Iles (Alternate)

Ōpōtiki District Council (ODC): Mayor Lyn Riesterer

Tauranga City Council (TCC): Commissioner Chair Anne Tolley and Commissioner Bill Wasley (Alternate)

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

Observer: Jane Röllin (National Emergency Management Agency - NEMA)

 

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

Emergency Management Bay of Plenty (EMBOP): Clinton Naude – Director; Mark Crowe – Manager Operations

TCC: Marty Grenville – Chief Executive

BOPRC: Chairman Doug Leeder; Sarah Omundsen – General Manager, Regulatory Services and Merinda Pansegrouw – Committee Advisor

                                       External: David Guard, Region Manager, Ngā Tai Ki Te Puku, Fire & Emergency New Zealand; Dr Phil Shoemack – Medical Officer of Health, Toi Te Ora Public Health; Helen De Vere - COVID-19 Response Manager - Bay of Plenty District Health Board; Gary Lees - Incident Management Team Controller, Lakes  District Health Board; Brad Scott - Volcanologist, GNS Science Te Pū Ao

Apologies:                    Deputy Mayor David Donaldson (RLC); Mayor Garry Webber (WBOPDC)

1.     Apologies

Resolved

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

1       Accepts the apologies from Deputy Mayor David Donaldson, Mayor Garry Webber and Commissioner Bill Wasley for lateness tendered at the meeting.

Love/Turner

CARRIED

2.     Declaration of Conflicts of Interest

None

3.     Minutes

Minutes to be Confirmed

3.1

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 18 December 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 - 18 December 2020 as a true and correct record.

Campbell/Turner

CARRIED

4.     Reports

Decisions Required

4.1

Confirmation of appointments to the Bay of Plenty CDEM Group Joint Committee and Delegation relating to CDEM declarations for Tauranga City Council

Emergency Management Bay of Plenty Director Clinton Naude presented the report.

Key Points - Members:

·       Welcomed Commissioner Chair Anne Tolley and Commissioner Bill Wasley to the Civil Defence Emergency Management Group Joint Committee

·       Noted that the powers conferred under section 25(5) of the Civil Defence Emergency Management Act 2002 to declare a state of local emergency or to give notice of a local transition period, that covered the district of Tauranga City Council, had been delegate to Commission Chair Anne Tolley, and in her absence Commissioner Bill Wasley.

 

Resolved

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

1       Acknowledges receipt of the letter, “Confirmation of appointments to the Bay of Plenty CDEM Group Joint Committee and Delegation relating to CDEM declarations for Tauranga City Council ”, dated 10 March 2021 from Tauranga City Council;

2       Welcomes Tauranga City Council Representatives Commission Chair Anne Tolley and Commissioner Bill Wasley (Alternate) as members of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee;

3       Notes the resolution passed by Tauranga City Council on 8 March 2021, pursuant to its powers under clause 32(1) of Schedule 7 of the Local Government Act 2002, to delegate to Commission Chair Anne Tolley, and in her absence Commissioner Bill Wasley, the powers conferred under section 25(5) of the Civil Defence Emergency Management Act 2002 to declare a state of local emergency, or give notice of a local transition period, that covers the district of Tauranga City Council.

Turner/Chadwick

CARRIED

 

4.2

Bay of Plenty Civil Defence Emergency Management Group - Controller and Recovery Manager Statutory Appointments

Emergency Management Bay of Plenty (EMBOP) Director Clinton Naude presented the report.

Key Point - Members:

·    Acknowledged the additional pressure that had been placed on EMBOP Director Clinton Naude who had been acting as Alternative Group Controller since the resignation of EMBOP Manager Operations, Angela Reade in January 2021.

 

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 - Controller and Recovery Manager Statutory Appointments;

2       Approves the appointment of Mark Crowe as Alternative Group Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s26(2) of the Civil Defence Emergency Management Act 2002;

3       Approves the appointment of Mike Avery as Local Controller, Whakatāne District Council for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s27(1) of the Civil Defence Emergency Management Act 2002;

4       Approves the appointment of Janelle Coradine as an Alternative 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.

Turner/Chadwick

CARRIED

5.     Presentations

5.1

Fire & Emergency New Zealand: Risk Management

Presentation 1_Fire & Emergency New Zealand - Risk Reduction Presentation by David Guard: Objective ID A3760563 

Tabled Document 1 - Tabled item - Item 8.1 - Fire and Emergency New Zealand - Risk Management - Information Booklet - Tabled Item: Objective ID A3760898   

Presented by David Guard, Region Manager, Ngā Tai Ki Te Puku, Fire & Emergency New Zealand (FENZ).

Key Points:

·    The FENZ Risk Reduction Strategy aimed at identifying/analysing long-term risks to human life and property; taking steps to eliminate risks and to reduce the magnitude of their impact/likelihood of them occurring

·    Focussed on risk reduction by applying the following priorities:

o Leading the development of risk management best practice

o Fostering a risk reduction culture and capability

o Safer people, communities and environments

·    Reduced risk in the built environment/natural environment and worked with communities to understand what they needed, what their priorities were and how FENZ could support them

·    Improvement in Recovery

o Recovery had been the least developed and practiced component of the 4Rs by fire organisations previously. It has often been considered to be a longer term and more complex component and the responsibility of other agencies

o FENZ was working with partners such as the National Emergency Management Agency on major disasters and incidents, as FENZ often responded first and could have the greatest impact

o Focussed on the effects after a fire to reduce the long term traumatic effects on the occupants, and to make contact in the community and work closely with them to get the people the help they needed in a more timely manner (i.e. first 24 hours)

·    FENZ was working with the Ministry of Business, Innovation and Employment (MBIE) and partner agencies to establish Managed Isolation and Quarantine Facilities (MIQ) facilities

·    Have applied “lessons-learnt” from recent responses to the Beirut explosion – was working with WorkSafe to obtain a list of all Ammonium Nitrate stores in New Zealand and was conducting building fire safety surveys of these sites by Risk Reduction Advisors.

10:21 am – Commissioner Bill Wasley entered the meeting.

Key Points Members:

·    Community safety in Rotorua required a more co-ordinated approach, particularly with regards to intelligence sharing/timely identification of hotspots and enabling a coordinated response.  Since Rotorua Lakes Council was investigating the establishment of an emergency operational centre, the FENZ National Training Centre in Rotorua was a possible option, given the importance of FENZ’s involvement as a partner agency

·    Raised concerns about the fire risks posed by “bake-houses”, but noted that FENZ and the NZ Police were monitoring the situation in close liaison

·    Noted the long-awaited Lake Ōkāreka Volunteer Fire Station had been officially opened on 19 March 2021

·    Although FENZ’s Fire Permit System was moving online, there would always be staff available at the Contact Centre to provide one-on-one guidance

·    The impact of the Three Waters Reform Programme needed to align with the New Zealand Fire Service Fire Fighting Water Supplies Code of Practice to enable FENZ to have access to sufficient water supply during emergencies.  This high level principle needed to be taken into consideration when councils within the region reviewed the Three Waters Reform Programme

·    Data on people living with disabilities/vulnerable groups needed to be reviewed/updated by individual councils to provide agencies with relevant information to support these households during emergencies

·    Expressed concern about the lack of alignment between local councils’ boundaries/FENZ Regions/District Health Boards and NZ Police boundaries. Suggested that the alignment of boundaries would enable better planning/more effective response

·    Potential for a collaborative approach between FENZ and CDEM in supporting home fire safety planning and home preparedness.

 

Resolved

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

1.   Receives the Presentation by David Guard, Region Manager, Ngā Tai Ki Te Puku, Fire & Emergency New Zealand, on Fire & Emergency New Zealand: Risk Management.

Love/Turner

CARRIED

 

 

5.2

COVID-19 Update

Presentation 2 - COVID-19 Update: Objective ID A3760565   

Presented by Dr Phil Shoemack – Medical Officer of Health, Toi Te Ora Public Health; Helen De Vere - COVID-19 Response Manager - Bay of Plenty District Health Board and Gary Lees - Incident Management Team Controller, Lakes District Health Board.

 

Key Points:

·    The health boundaries for Toi Te Ora Public Health in the Bay of Plenty (Bay of Plenty District Health Board and Lakes District Health Board) aligned with local councils’ boundaries and covered a population of +350 000

·    Provided COVID-19 statistics as at March 2021, locally and internationally

·    Ongoing action and readiness was required as an outbreak could occur any time

·    Outlined the New Zealand (NZ) COVID-19 Vaccine Plan

·    NZ COVID Vaccine Roll-out Summary and Plan

o Provided examples of ways in which councils and Civil Defence could support the roll-out via: Leadership, Community engagement, and Logistics

·    Provided detailed plans of action for roll-out by both Bay of Plenty and Lakes District Health Boards.

Key Points Members:

·    Highlighted the importance of a unified message to communities to get vaccinated as an important step to protect the welfare and wellbeing of themselves, their whānau and our communities

·    Suggested that involving kaumātua to help support the COVID-19 Vaccine Programme would help combat misinformation and conspiracy theories

·    Noted that the annual flu vaccination programme would still be rolled out as per usual, in addition to the COVID-19 vaccine.

 

Resolved

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

1.   Receives the Presentation “COVID-19 Update”; and

 

2.   Endorses the COVID-19 Vaccination Programme for all people in the Bay of Plenty Region and supports a joint press release/communication in support of the roll-out.

Love/Riesterer

CARRIED

 

5.3

Update - National Emergency Management Agency

Presentation 3 Jane Rollin - NEMA BoP Joint Committee: Objective ID A3760567   

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

Key Points:

·      NEMA structure/NEMA Senior Leadership Team as at 22 February 2021

·      NEMA strategic framework

o   Has been informed by more than a year of conversations with NEMA staff, partners and stakeholders

o   Reflected the direction NEMA needed to move towards to contribute to the Government’s vision for Aotearoa New Zealand’s emergency management system

o   Included standard components, such as purpose and vision statements, descriptions of role, functions and strategic outcomes, values and key partners

o   Key partners who helped achieve the vision included Civil Defence Emergency Management Groups, Iwi Māori, Emergency Services, Department of the Prime Minister and Cabinet and Science and Disaster Risk Management experts

·      Development of the Regulatory Review “Trifecta” Programme aligned the content and outcomes of three key projects: (Civil Defence Emergency Management Act 2002/National CDEM Plan (Order) 2015/National Disaster Resilience Strategy (NDRS) roadmap) with the shared purpose of strengthening the Emergency Management System

o   The Programme would ensure the Plan, Act and NDRS roadmap were aligned in content and outcomes

o   The project would undertake the policy development and manage the process to develop a CDEM Act Amendment Bill

o   Amendments to the Civil Defence Emergency Management Act were part of the response to the Technical Advisory Group’s (TAG) recommendations “Delivering better responses to natural disasters and other emergencies”

o   Since the Government’s response to the TAG, there had been a number of emergencies, such as COVID-19, that have also provided lessons that would inform this work

o   Subject to Ministerial and Cabinet decisions, the Bill would be introduced to the House by the end of 2021

o   The Plan/Guide and Roadmap would be developed in parallel to the policy work on the Bill, with final consultation and publication following the passage of the Bill

·      Iwi Māori engagement process

o   Iwi Māori continued to make valuable contributions to emergency responses and recoveries, with their strong local connections, knowledge, influence, manaakitanga and support for the hauora of communities under stress

o   There was a strong mutual commitment by NEMA and iwi Māori to build on momentum from recent emergencies

·      Planning priorities for 2021 and beyond included:

o   Trifecta Programme

o   Regionalisation of national plans

o   National Response Framework

o   National Earthquake and Tsunami Plan

o   National Volcanic Plan

o   Regional planning support to AF8 (Alpine Fault Magnitude 8); Hikurangi Earthquake and Tsunami; Taranaki Volcanic planning

o   CDEM Group Plans, support to the reviews under the CDEM Act

·      National Emergency Management Conference scheduled for 26 - 27 May 2021: The theme for this year’s conference was “Building Safe and Resilient Communities: The Future of the Emergency Management System”.

 

Key Point Members:

·      Highlighted the importance of the navigator role in the recovery phase and noted that the Recovery Team at NEMA was currently running workshops on the topic and that the Bay of Plenty CDEM Group has a resilience fund application pending as part of a process of developing a manual for Navigators.

 

 

Resolved

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

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

Love/Turner

CARRIED

 

 

5.4

Update - Director Emergency Management Bay of Plenty

Presentation 4 Emergency Management - Directors Update - Joint Committee - 2021-03-19: Objective ID A3760568 

Presentation 5 BOP CDEM 2021 East Cape earthquake  Brad Scott GNS: Objective ID A3760571    

Emergency Management Bay of Plenty (EMBOP) Director Clinton Naude provided an update on recent/ongoing events in the Bay of Plenty Region and the impact thereof on EMBOP’s resourcing as subsequent ongoing reviews, debriefs and improvements were required.  Brad Scott - Volcanologist, GNS Science Te Pū Ao provided an update on the science of the 5 March 2021 Earthquakes:

Key Points – EMBOP:

·    COVID-19 Update

o All of New Zealand was currently at Alert Level 1.  EMBOP’s Resurgence Coordination Plan was in place but required an on-going focus/review to keep the plan updated in the current dynamic environment

o The border for the Bay of Plenty region would ultimately be determined by Cabinet should the region be placed in a lock-down to manage the movement of the population; this would be event specific.  Management of the borders would be led by NZ Police

o The National Warning Alert System was a separate system from the Emergency Mobile Alert sent to the general public, and was a sector alerting tool, which included communicating with Mayors/Chairs.  Mayors/Chairs in the Bay of Plenty with regards to the specific COVID-19 National Warning Alert System List

·    Whakaari/White Island – currently at Volcanic Alert Level 1, aviation code green

o Received positive feedback/praise for the memorial service held in Whakatane for the 22 people who died in the Whakaari/White Island Event

o WorkSafe prosecution was currently ongoing

o Coroner’s inquest was still pending

o EMBOP was continuously challenged with LGOIMA requests.  Within the current ongoing legal process, this was particularly time consuming

o Currently moving into a transition phase for Whakaari/White Island recovery; EMBOP would be moving away from a co-ordinating role, returning responsibilities for ongoing recovery activities to individual agencies.  A report in this regard would be submitted to the Joint Committee in due course

o At the 2020 Annual EMPA Awards Ceremony in Wellington, the Bay of Plenty Civil Defence Emergency Management Group received an EMPA award for Recovery in recognition of work following the Whakaari eruption. In announcing the award, EMPA gave special acknowledgement to BOPRC’s Kay Boreham who was seconded to the Bay of Plenty CDEM Group and led the communications for Whakaari

·    5 March 2021 Earthquakes

o Provided a timeline for the Friday 5th March 2021 Earthquakes and Tsunami sequence

o It was an excellent learning opportunity as it happened within a realistic environment.  A co-ordinated debriefing of the event, involving all agencies, is in progress

o The event was successful, as the mission to keep all safe, had been accomplished

·    Reminded members that, as determined by the Ministry for Primary Industries, all of the North Island was still classified as experiencing a drought (large-scale adverse event)

o There was ongoing monitoring of the impact on communities

o Bay of Plenty Regional Council dry weather management procedures: Current classification: Rotorua Focus Zone at Level 2 (Impending water shortage - reduced stream flows and groundwater levels) and rest of Bay of Plenty at Level 1 (Normal water availability - Low rainfall, stream flows and soil moisture dropping).

Key Points Members:

·    Raised concern about the timing of closing the Auckland borders during the recent February 2021 level three lockdown as this allowed members of the community the opportunity to leave the region to go to batches outside of the Auckland Region.  Posing a risk, this matter should be considered in future decision making processes

·    Commended Rotorua and Kawerau Councils for activating support systems during the 5 March 2021 Earthquakes to ensure they would be ready to support the coastal areas in the event of an escalation.

Key Points – Brad Scott, GNS Science on the 2021 East Cape Earthquake:

·    Three large earthquakes occurred offshore New Zealand beginning with a M7.3 East Cape earthquake felt widely across the country. This was then followed a few hours later by a M7.4 and M8.1 earthquake in the Kermadec Islands

·    All three quakes caused tsunamis

·    Explained the driving force and plate boundary processes

·    GNS Science researchers were digging into the data to find out more about the massive forces that caused them

·    Resulted in ground deformation

·    East Cape 2021 earthquake detail

·    Post event Science / Rupture details

·    Tsunamis

o It was extremely rare for three earthquakes in quick succession to generate three tsunamis that then combined in complicated ways to impact on one country

o Having a large amount of new data to work with was going to be very useful in advancing the understanding of the threat tsunamis pose to New Zealand

o GeoNet would be investigating how much the seafloor was deformed by each of the three earthquakes. This would add to the understanding of both the seismic and tsunami hazard faced by Aotearoa New Zealand

o The continued seismic activity being experienced was very much in line with what would be expected following a significant earthquake

·    Earthquake forecasts were available on GeoNet’s website:

https://www.geonet.org.nz/earthquake/forecast/about

 

Resolved

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

1.   Receives the Update - Director Emergency Management Bay of Plenty.

Love/Chadwick

CARRIED

 

 

Information Only

5.5

Update on the Group Emergency Coordination Centre

Bay of Plenty Regional Council Toi Moana (BOPRC) General Manager, Regulatory Services Sarah Omundsen presented the report.

Key Points:

·    BOPRC was responsible for providing a Group Emergency Coordination Centre (GECC), to accommodate the Groups’ emergency response team

·    A legal review of GECC requirements and a risk resilience review had recently been carried out, leading to the decision to accommodate the GECC in Regional Council’s existing building, Regional House. The GECC would be located in an area within the building which would be fitted out specifically to meet the GECC operational requirements

·    Updated the Committee on the investigations that were undertaken to inform this decision

·    Detailed design work for the GECC had commenced, with completion of the facility due in late 2021.

Key Points Members:

·    Supported the concept of the GECC facility to be accommodated within Regional House in Tauranga

·    Rotorua Lakes Council (RLC) was concerned about an increase in anti-social and criminal behaviour that was affecting residents and visitors’ experiences. Accordingly the RLC’s 2021-2031 Long Term Plan had included an option of developing a Co-ordination Emergency Operations Centre to facilitate communication and shared intelligence/response between key stakeholders/agencies.

 

Resolved

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

1       Receives the report, Update on the Group Emergency Coordination Centre.

Turner/Chadwick

CARRIED

 

 

12:37 am – the meeting closed.

 

 

Confirmed                                                                                                                      

                                                                                                                    Cr David Love

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:

25 June 2021

Report Writer:

Merinda Pansegrouw, Committee Advisor

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

To receive correspondence

 

 

Correspondence Received

 

Executive Summary

Correspondence received for the attention of members of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee.

 

 

Recommendations

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

1         Receives the report, Correspondence Received.

 

 

Correspondence

The following correspondence are attached for the information of members of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:

1.1.1    Funding to assist with water supply during the ongoing drought

1. Letter received from Deputy Chief Executive, Emergency Management - Gary Knowles titled “Funding to assist with water supply during the ongoing drought” dated 14 May 2021, including “NEMA’s Drought Financial Assistance Criteria and Guidelines” (Attachment 1).

2. Ministerial Announcement of Te Hiku water security funding - Acting Minister for Emergency Management, Honourable Kris Faafoi, titled “Support for Drought-stressed region fills a need”. (Attachment 2)

1.1.2    NEMA’s Engagement with CDEM Groups

Letter from Carolyn Schwalger, Te Tumu Whakahaere, Te Rāku Wkakamarumaru / Chief Executive, National Emergency Management Agency dated 29 April 2021 (Attachment 3)

1.1.3    Territorial authority of Whakaari/White Island

Letter from Honourable Nanaia Mahuta, Minister of Local Government dated 6 April 2021. (Attachment 4)

 

Attachments

Attachment 1 - Letter from Gary Knowles - Deputy Chief Executive, Emergency Management - Te Hiku project 14 May 2021

Attachment 2 - Letter from Acting Minister for Emergency Management - Min Kris Faafoi - Te Hiku

Attachment 3 - Letter - NEMA's engagement with CDEM Groups

Attachment 4 - Letter from Hon Nanaia Mahuta - Whakaari/White Island - Territorial Authority  

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

25 June 2021

Report Writer:

Andrea Thompson, Executive Assistant

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

To request approval for  the appointment of Local Controllers for the Bay of Plenty Civil Defence Emergency Management Group

 

 

Bay of Plenty Civil Defence Emergency Management Group - Local Controllers and Recovery Manager Statutory Appointments

 

Executive Summary

The CDEM Act (2002) requires the statutory appointment of Group/Local Controllers.

The Bay of Plenty Civil Defence Emergency Management Group Joint Committee is requested to approve the appointments of the Local Controllers for the Bay of Plenty Civil Defence Emergency Management Group.  

The Bay of Plenty Civil Defence Emergency Management Group Joint Committee is requested to rescind the appointments of a local controller and a local recovery manager due to resignations.

 

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 Controllers and Recovery Manager Statutory Appointments;

2       Approves the appointments by the Bay of Plenty Civil Defence Emergency Management Group Joint Committee of Mike Naude, Nigel McGlone and Sam Fellows as Local Controllers, Tauranga City Council for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s27(1) of the Civil Defence Emergency Management Act 2002;

3       Rescinds the appointment  of Julie Gardyne, Whakatāne District Council as Local Recovery Manager;

4       Rescinds the appointment of Rowan Wallace, Tauranga City Council as Local Controller.

1.       Background

Section 27(1) of the Civil Defence Emergency Management Act 2002 provides for a Civil Defence Emergency Management Group to appoint persons to be a Local Controller.

All appointments of statutory positions 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.

On 21 May 2021 the Bay of Plenty CDEM Coordinating Executive Group endorsed the appointments of Mike Naude, Nigel McGlone and Sam Fellow as Local Controllers.

 

2.       Local Controller Appointments

2.1       Tauranga City Council

Tauranga City Council met on the 27 April 2021 and resolved to endorse the nominations of three Local Controllers:

Mike Naude, Manager Special Projects: Transportation is a qualified CDEM Controller, first appointed as Local Controller for the Bay of Plenty Civil Defence Emergency Management Group on 4 December 2017.

Mike was Local Controller during the Whakaari White Island Event in December 2019 and the National COVID 19 response during Alert Level 4 in Whakatāne. Mike has extensive experience in CDEM responses, having been involved in several major responses in the Whakatāne District since 1998 including the 2004 Awatapu and wider District flood event, the 2005 Matata Debris and the 2017 Edgecumbe Event. Mike has a Masters in Management.

Nigel McGlone, Acting Manager, Environmental Regulation was a member of the New Zealand Police for 31 years and held positions in the Criminal Investigation Branch and latterly as the Liquor Licensing Coordinator for the Western Bay of Plenty.

He has extensive regulatory, compliance, operational and investigative experiences         

Sam Fellows, Acting Manager, Sustainability and Waste and currently leading the roll out a city-wide kerbside recycling system.

Prior to being employed at Tauranga City Council, initially in the legal team, Sam was a litigator with focuses on employment, health and safety, commercial, construction and sports law. In this role Sam advised central government and later Canterbury Earthquake Recovery Authority in several issues including the use of emergency management legislation and other legal instruments. Sam has completed several CDEM courses and has participated in several exercises and shifts during

2.2       Tauranga City Council Resignation

Tauranga City Council advises that Rowan Wallace has resigned from his position in Tauranga City Council and as he held the statutory role of Local Controller we are seeking the Bay of Plenty CDEM Group Joint Committee rescind his appointment.

2.3       Whakatāne District Council Resignation

Whakatāne District Council advises that Julie Gardyne has resigned from her position within Whakatāne District Council, and as she held the statutory role of Local Recovery Manager we are seeking the Bay of Plenty CDEM Group Joint Committee rescind her appointment.

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 accordingly no implications for Māori.

 

3.4       Community Engagement

 

Engagement with the community is not required as the recommended proposal / decision relates to internal Council 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 sections 27(1) of the Civil Defence Emergency Management Act (2002), to appoint a suitably qualified and experienced persons to perform the functions and duties and exercise the powers of local Controllers.

3.6       Financial Implications

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

All appointed CDEM Controllers and Recovery Managers will be required to undergo the RRANZ Response and Recovery Leadership Programme

 

4.       Next Steps

Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers and Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers will be updated to reflect the appointments/rescindments 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 June 2021

Attachment 2 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 25 June 2021   


Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

25 June 2021

Report Writer:

Benjamyn Neave, Graduate - Advisor, Planning and Cara Gordon, Senior Advisor, Planning

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

Table the Draft Bay of Plenty CDEM Group Annual Plan 2021/2022

 

 

Bay of Plenty CDEM Group Annual Plan 2021/2022

 

Executive Summary

The Bay of Plenty CDEM Group Annual Plan 2021/2022 (Annual Plan) sets out our key operational work-streams, projects and initiatives that are linked to the delivery of our strategic objectives as set out in the Bay of Plenty CDEM Group Plan 2018-2023 (the Group Plan). It has been developed as a framework to provide a direction from which we can all work together 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 CDEM Group Annual Plan 2021/2022;

2       Approves the Bay of Plenty CDEM Group Annual Plan 2021/2022 for implementation as of 1/7/2021.

 

1.       Background

This Annual Plan is designed to serve as a guide for all Bay of Plenty CDEM Group members in the conduct of their business to collaboratively achieve specific outcomes on behalf of communities in a shared responsibility approach. It focuses on the key deliverables for the 2021/2022 financial year in detail and an outline to 2022/23 to show the groups future intentions. The measures and deliverables listed represent the highest priorities for the Bay of Plenty CDEM Group; day-to-day activities of the group are too extensive to include in this plan (and are often already referenced within member council Annual and Long-Term Plans).

Given the unpredictability of the operating environment, the group must remain receptive to change, able to review and adapt priorities and efforts to best meet the needs of communities. As such, the Annual Plan should be seen as a living document; one which may change as new information becomes available or new priorities arise. To support this, the annual plan will be reviewed annually to ensure that the work that the group is doing is contributing to the strategic goals and objectives of the CDEM Group Plan in the most effective and efficient manner.

Accountability for the tasks and projects within this Annual Plan will be monitored and reported upon by Emergency Management Bay of Plenty and progress snapshots will be provided to Joint Committee and Coordinating Executive Group (and Local Authorities Subcommittee) to enable informed decision making and direction setting.

2.       Bay of Plenty CDEM Group Annual Plan 2021/2022

2.1       Focus of the Plan

The intent of the Annual Plan is to articulate the major activities that will achieve the goals and objectives of the Group Plan. This includes activities delivered by local authorities and Emergency Management Bay of Plenty. The Annual Plan has been developed with consideration to the Bay of Plenty CDEM Partnership Agreement, which was approved in June 2019. Whilst the Partnership Agreement details the responsibilities of all of the members of the Bay of Plenty CDEM Group individually, what remains critically at the core of the CDEM Group is the value of working together for safer, more resilient communities.  Building relationships and collaborating are therefore the key to the successfully delivering on the Annual Plan.

To achieve the goals and objectives of the Group Plan, the Annual Plan’s activities have been aligned into four workstreams:

•   Community empowerment

•   Operational excellence (including sub-sections for welfare, recovery and lifelines)

•   Organisational excellence

•   Understanding and managing our natural hazard risks.

The workstream sections within the plan provides details of the activities we intend to progress. Each activity is assigned to an owner or group of owners.

Note: As part of the ongoing corrective actions associated with the March 5th 2021 Kermadec Tsunami Responses, two additional multi-year projects (Tsunami Readiness and Mount Manganui Industrial Zone Readiness) have been identified for inclusion in the Bay of Plenty CDEM Group Work Programme. Project scoping is currently underway, however, has not progressed to a point where the projects could be included in this Annual Plan prior to Joint Committee endorsement. However, when scoping is complete Joint Committee will be provided with an update to the 2021/2022 Annual Plan, including budget implications, for approval.

2.1.1    Consultation

The Annual Plan has been developed in consultation with Local Authority emergency management staff and the Coordinating Executive Group Local Authorities Subcommittee members early 2021. 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 7th May 2021.

Following endorsement from the Coordinating Executive Group Local Authorities Subcommittee the Annual Plan was provided to the Coordinating Executive Group, who endorsed it for Joint Committee on the 21st of May 2021.

3.       Considerations

3.1       Risks and Mitigations

Risks and Mitigations for individual activities within the Annual Plan will be managed by the Activity owner and will be included in the owners project planning

3.2       Climate Change

The impacts of Climate Change are recognised in the Bay of Plenty hazard Scape Report 2014. This reports findings were used to develop the CDEM Group Plan and are therefore included in the development of this Annual Plan. For example the Lifeline utility providers are undertaking a climate change risk assessment process. This assessment will consider the implications of climate change on the lifelines sector and ways in which they can adapt and prepare for the risks posed by climate change. While there are no other specific mentions of climate change, it is recognised as a hazard and as such is encompassed in the Groups workstreams on education and mitigation of hazards

3.3       Implications for Māori

The Bay of Plenty CDEM Group will continue to build relationships and partnership with Māori. This is a significant priority of the group, which is highlighted in such activities as the development implementation of the Te Ao Māori CDEM Framework. This is seen as an important tool in which to build these partnerships. The development of the framework will require a collaborative approach with our iwi partners.

3.4       Community Engagement

The Annual Plan contains a number of activities that will engage the community at multiple levels. These are included in the community empowerment work stream of this Annual Plan.

3.5       Alignment with Strategic Framework

The Annual Plan has been developed with consideration to the Bay of Plenty CDEM Partnership Agreement as well as linking to delivery of 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

Details of Councils current budgets and progress against them are not included in this report.

3.6.2    Future Budget

2021-2022 budgets are in the process of being confirmed through Councils Annual Planning process.

4.       Next Steps

Following approval from the Joint Committee, the plan will be operationalised at the start of the financial year, 1 July 2021. Reporting on the Annual Plan will occur on a quarterly basis.

 

Attachments

Attachment 1 - 2021-06-15 DRAFT BOP CDEM Group Annual Plan 2021-22 v1.0   


Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

25 June 2021

Report Writer:

Mark Crowe, Manager, Operations

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

Seek approval for the proposed capability model of New Zealand Response Team integration into the Bay of Plenty CDEM Group via a formal Memorandum of Understanding.

 

 

Bay of Plenty CDEM Group New Zealand Response Team Capability

 

Executive Summary

At the meeting of the Bay of Plenty CDEM Coordinating Executive Group (CEG) on 10 March 2020, endorsement was given in principle (pending further analysis) to a model of CDEM Group ownership of the three Bay of Plenty based NZ Response Teams (NZRT).

With this analysis and consultation now complete, the last meeting of the CEG on 21 May 2021, endorsed the revised CDEM Group capability model of the NZRT via a formal Memorandum of Understanding.

The Joint Committee is requested to approve the proposed capability model of New Zealand Response Team integration into the Bay of Plenty CDEM Group via a formal Memorandum of Understanding.

 

Recommendations

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

1       Receives the report, Bay of Plenty CDEM Group New Zealand Response Team Capability;

2       Approves the proposed capability model of New Zealand Response Team integration into the Bay of Plenty CDEM Group via a formal Memorandum of Understanding;

3       Directs the Director Emergency Management Bay of Plenty lead the development and implementation of the formal Memorandum of Understanding;

4       Approves the allocation of $15,000 per NZRT annually for operational support managed by the Director Emergency Management Bay of Plenty.

 

1.       Background

                                                    

For a number of years, the three Bay of Plenty NZRT’s have been in a state of limbo. Teams have lacked direction and support by the CDEM Group and have set themselves up as charitable trusts, while the Whakatāne Team currently has no members. Despite this state of limbo, the teams have been deployed as recently as the Pigeon Valley fires (2019).

NZRT national governance arrangements endorsed in December 2019 included two governance groups; a Strategic Governance group consisting of emergency services, tasking agencies, and volunteer representative bodies; and a Steering Group consisting of NZRT team members and owners, and CDEM Groups

Following the recommendations contained in the 2018 TAG Review, the Director of the National Emergency Management Agency (NEMA) established a national steering group to determine the best way they can represent NZRT’s in the emergency management sector. Recommendation 5.3.3.2 identifies Fire and Emergency New Zealand (FENZ) and NEMA to work with CEG Chairs and NZRT’s on how the teams can be recognised as being trained for responsibilities that they can appropriately assist with during emergencies. To date they have released a draft NZRT Capability & Competency Framework Oct 2020. CDEM groups are provided direction in that - The CEG must ensure any endorsed and registered NZRT within its geographical area of responsibility is integrated into response and recovery arrangements at the appropriate level.

Emergency Management Bay of Plenty (EMBOP) recommends that current ownership of the three NZRT’s remains as per current arrangements and that the NZRT’s capability be integrated into the Bay of Plenty CDEM Group arrangements via an official Memorandum of Understanding.  In practice this will result in the teams being administered by the Bay of Plenty Regional Council via EMBOP. There is agreement from the NZRT’s and the Bay of Plenty Regional Council supporting this approach.

At the 23 April 2021 meeting of the CEG Local Authorities Sub Committee and the 21 May 2021 meeting of CEG, this capability model was endorsed.

 

2.       Capability Model

Under the proposed model, the Bay of Plenty based NZRT’s will come under the direction of the Bay of Plenty CDEM Group, administered by the Bay of Plenty Regional Council.

A formal Memorandum of Understanding (MOU) is to be established between the Bay of Plenty CDEM Group, Bay of Plenty Regional Council (as Administering Authority), Emergency Management Bay of Plenty (Operational Control), key emergency services partners as represented on CEG and the Charitable Trusts representing the NZRTs.

Each of the two active teams (NZRT15, NZRT16) will maintain their status as Charitable Trusts in order to make use of the flexibility offered with regard to fundraising and allocation of existing funds. Ownership of NZRT 17 will remain with Whakatāne District Council.

 1 Government response to the Technical Advisory Group’s recommendations AUGUST 2018 Section 5.3 Ensure a consistent high standard of volunteer competence

3.       Operating Model

The Director of Emergency Management Bay of Plenty will be responsible for operational coordination of the NZRT’s, on behalf of the CDEM Group. Details of this working relationship will be formalised in the subsequent MOU(s).

3.1         Training Pathway

Emergency Management Bay of Plenty has been working within the draft national framework to determine the specific training needs of Bay of Plenty Response Team members.

3.2         Activation and Deployment

As an operational asset of the Bay of Plenty CDEM Group, the activation and deployment of the three Bay of Plenty based NZRTs sits directly with the Bay of Plenty CDEM Group Controller (or their delegated representative).

Response Team deployments may be to directly aid a CDEM response or at the request of another stakeholder (namely the emergency services), Response Teams may be deployed to support another CDEM Group, or as part of a nationally coordinated response.

4.       Considerations

4.1       Risks and Mitigations

There were two main risks raised by the Bay of Plenty Regional Council. 

Financial and the possibility of an increase to the target rate – it has been agreed in principle that funding for the NZRT’s would come from within existing CDEM Group budget. This negates the possibility of a targeted rates rise.

Health and Safety and the responsibilities of the administering authority as a PCBU (person Conducting Business or Undertaking) as per the Health and Safety at Work Act 2015.

 

4.2       Climate Change

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

4.3       Implications for Māori

This report relates to matters of a procedural nature and have no implications for Māori.

4.4       Community Engagement

This report relates to matters of a procedural nature and has no requirement for community engagement

4.5       Alignment with Strategic Framework

4.5.1      National

Delivering better responses to natural disasters and other emergencies – Government response to the Technical Advisory Group’s (TAG review) recommendations

Recommendation 5.3 Ensure a consistent high standard of volunteer competence –Accrediting volunteers or training providers so that volunteers are recognised as being competent and able to appropriately assist during emergencies. Ultimately, building volunteer capability is a subset of the wider work to lift emergency management capability overall.

4.5.2      Regional

Bay of Plenty CDEM Group Plan (2018-2023)

Volunteers are an integral part of an emergency response. They may be managed and coordinated by the Bay of Plenty CDEM Group.

Readiness Objective 2 – Enhance cooperation among key CDEM partners and the community including working with volunteers.

Bay of Plenty CDEM Group Annual Plan 2020/21

Annual Plan item – Review and develop a new delivery model to manage and coordinate New Zealand Response Teams at a Group Level (EMBOP).

4.6       Financial Implications

The CEG Local Authorities Sub Committee on 23 April 2021 endorsed an annual budget of $15,000 per team, to be funded from within existing Bay of Plenty CDEM Group OPEX.

Training will currently be funded from, the Civil Defence Emergency Management (CDEM) Training Fund allocation to the Bay of Plenty CDEM Group. Access to this training fund is not guaranteed in the future and so the CDEM Group budget may be used instead.

 

5.       Next Steps

Development of the training pathway(s) for NZRT members will continue, a formal MOU, and an activation/deployment standard operating procedure(s) will be progressed as a matter of urgency.

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee                                                                                                                              25 June 2021

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