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

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	Public Excluded Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 25 June 2021	As noted in the relevant Minutes.	As noted in the relevant Minutes.	To remain in public excluded.

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

25 June 2021

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing: Friday 25 June 2021, 10:00am

Venue: Rotorua Lakes Council, Council Chambers, 1061 Haupapa Street, Rotorua

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

Members: Rotorua Lakes Council (RLC): Mayor Steve Chadwick

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

Ōpōtiki District Council (ODC): Mayor Lyn Riesterer

Western Bay of Plenty District Council (WBOPDC): Mayor Garry Webber

Observer: Jenna Rogers – Manager, Analysis and Planning, National Emergency Management Agency (NEMA)

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

Emergency Management Bay of Plenty (EMBOP): Clinton Naude – Director; Lisa Glass – Senior Advisor, Communications; Andrea Thompson – Executive Assistant

Tauranga City Council (TCC): Barbara Dempsey – General Manager, Regulatory and Compliance

BOPRC Toi Moana : Chairman Doug Leeder (from 11:30 am); Sarah Omundsen – General Manager, Regulatory Services; Jessica Easton - Legal and Commercial Manager; Merinda Pansegrouw – Committee Advisor

WBOPDC: Miriam Taris – Chief Executive

WDC: David Bewley – General Manager Development and Environment Services

External: Marie Wisker – Partner, Chapman Tripp

Apologies: Deputy Chair Mayor Judy Turner (WDC); Deputy Mayor Shona Browne (ODC); Mayor Malcolm Campbell (KDC); Deputy Mayor David Donaldson (RLC); Commissioner Anne Tolley (TCC); Deputy Mayor Faylene Tunui (KDC); Commissioner Bill Wasley (TCC); NEMA Observer Jane Röllin.

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 Malcolm Campbell, Deputy Mayor David Donaldson, Commissioner Anne Tolley, Deputy Mayor Faylene Tunui, Mayor Judy Turner, Commissioner Bill Wasley and Observer Jane Röllin tendered at the meeting.

Chadwick/Webber

CARRIED

2. Declaration of Conflicts of Interest

None declared.

3. Minutes

Minutes to be Confirmed

3.1

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

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 - 19 March 2021 as a true and correct record.

Love/Chadwick

CARRIED

4. Reports

4.1	Correspondence Received Emergency Management Bay of Plenty Director Clinton Naude presented the report.
	Resolved That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1. Receives the report, “Correspondence Received”. Webber/Chadwick CARRIED
4.2	Bay of Plenty Civil Defence Emergency Management Group - Local Controllers and Recovery Manager Statutory Appointments Tabled Document 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 25 June 2021: Objective ID A3851895 Emergency Management Bay of Plenty Director Clinton Naude presented the report. An updated Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers (refer page 34 of the agenda) was tabled at the meeting.
	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 Controllers and Recovery Manager Statutory Appointments; 2 Approves the appointments 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; and 4 Rescinds the appointment of Rowan Wallace, Tauranga City Council as Local Controller. Webber/Riesterer CARRIED

4.3

Bay of Plenty CDEM Group Annual Plan 2021/2022

EMBOP Director Clinton Naude presented the report.

Key Points:

· Bay of Plenty CDEM Group Annual Plan 2021/2022 (Annual Plan) set out the key operational work-streams, projects and initiatives that were linked to the delivery of the strategic objectives as set out in the Bay of Plenty CDEM Group Plan 2018-2023 (Group Plan)

· Confirmed that the draft Annual Plan had been workshopped with all local authorities

· The format used for the Annual Plan articulated the activities to be delivered by both local authorities and EMBOP

· Given the unpredictability of the operating environment, the Annual Plan needed to be fluid/flexible. EMBOP needed to be receptive to change, able to review and adapt priorities and efforts to best meet the needs of its communities

· Once completed, the implications of NEMA’s Regulatory Framework Review “Trifecta” Programme still needed to be incorporated into the Annual Plan/Group Plan

· In preparation for adoption in 2023, review of the Group Plan would commence in 2022

· The Annual Plan did not include all activities for the year as some projects were still underway: two additional multi-year projects (Tsunami Readiness and Mount Manganui Industrial Zone Readiness) had been identified for inclusion in the work programme. Project scoping for these were still underway. Once scoping had been completed, the Joint Committee would be provided with updates to the Annual Plan

· Since reporting on the Annual Plan would occur on a quarterly basis - Joint Committee members would have the opportunity to provide ongoing input.

Key Points - Members:

· Enquired about the status of the Delegations Manual for the Bay of Plenty Civil Defence Emergency Management Group and highlighted the importance that a delegations manual should clearly distinguish between staff/governance responsibilities.

Resolved

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; and

3 Requests staff to provide a report to a future meeting of the Civil Defence Emergency Management Group Joint Committee on a Delegations Manual for the Bay of Plenty CDEM Group.

Webber/Riesterer

CARRIED

4.4

Bay of Plenty CDEM Group New Zealand Response Team Capability

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

Key Points:

· Acknowledged representatives from the Response Teams in attendance at the meeting

· Recognised that volunteers were an integral part of an emergency response

· Highlighted that the development of a model for the Bay of Plenty Civil Defence Emergency Management (CDEM) Group to incorporate ownership of the three Bay of Plenty based NZ Response Teams (NZRT) had been ongoing. With the analysis and consultation complete, the Coordinating Executive Group (CEG), at its meeting held on 21 May 2021, endorsed the revised CDEM Group capability model of the NZRT via a formal Memorandum of Understanding

· As a next step, the Joint Committee was requested to approve the proposed capability model of NZRT integration into the Bay of Plenty CDEM Group via a formal Memorandum of Understanding.

Resolved

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; and

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

Webber/Chadwick

CARRIED

4.5

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

TCC General Manager, Regulatory and Compliance Barbara Dempsey presented the report.

Key Points:

· Updated members on changes to be made to the operations of Emergency Operating Centres (EOC) in the Western Bay of Plenty area

· TCC was setting up an EOC from 1 July 2021 and was in the process of resourcing its EOC with the required trained staff

· The decision to establish a TCC EOC did not mean that TCC would not continue to work alongside WBOPDC and other councils on day-to-day, business as usual activities. The increased number of trained staff would make working together easier for all parties

· Pointed out that TCC was not building an EOC; rather the focus would be on capacity development, training of staff and introducing appropriate processes

· TCC Commissioners, as part of its Long Term Plan 2021-31 process, had recommended that the project for the installation of Tsunami Sirens in Pāpāmoa be deferred to allow the Commissioners/Council staff the opportunity to engage with the community. A working group, which would include the community, would be established to identify all aspects of tsunami evacuation for Mount Maunganui and Pāpāmoa coastal areas.

Key Points - Members:

· Rotorua Lakes Council, as part of its 2021–2031 Long Term Plan, had approved $500,000 per year across the term for the improvement of community safety. Actions within the community safety plan would include supporting the development of Community Centre Hubs that would enable community-led delivery of social and other services. As a next step, Rotorua Lakes Council was investigating the establishment of an emergency operational centre in Rotorua given that the Fire and Emergency New Zealand (FENZ) National Training Centre and the New Zealand Police Bay Of Plenty District Headquarters were located in Rotorua. The underlying principle was based on a collaborative approach

11:30am – Chairman Doug Leeder entered the meeting.

· As several local emergency operating centres in the Bay of Plenty area were located less than 10 km apart, further discussion on the philosophy/approach to having several emergency operating centres was required

· There was a need to have a clear understanding of the operating procedure/delegations guiding councils in terms of when/which council would be responsible to front an emergency. A flow chart displaying the relationship between local/regional/group/central, as guided by legislation, would be beneficial

· Highlighted that better alignment between councils relating to local emergency operating centres was required; consideration should be given to the advantages/disadvantages of working collaboratively versus working in isolation

· Poor mobile connectivity remained a challenge for the sending of emergency mobile alerts via text messages in rural areas

· Noted that FENZ was in the process of reviewing its boundaries

Key Points - Staff:

· BOPRC Toi Moana was responsible for providing the region with a Group Emergency Coordination Centre (GECC) to enable the CDEM Group Controller to coordinate a regional response to emergency events through the GECC with the assistance of multiple agencies. This was independent from local emergency operating centres

· Having multiple local emergency operating centres would be resource hungry and could potentially strain the capability/resourcing by partner agencies; supported the alignment between local emergency operating centres.

Resolved

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

1 Receives the report, “Tauranga City Council – Update on Operations of Tauranga’s Emergency Operation Centres”, and

2 Requests staff to prepare a paper for submission to a future meeting of the Civil Defence Emergency Management Group Joint Committee, reviewing/ reflecting on the efficiency/structure of local emergency operating centres on a sub-regional level (i.e. in the Western Bay of Plenty area, with Western Bay of Plenty District Council, Tauranga City Council and FENZ) and how the local emergency operating centres at a sub-regional level linked to the Group Emergency Coordination Centre.

Webber/Chadwick

CARRIED

5. Verbal Updates

5.1

Update - Director, Emergency Management Bay of Plenty

Presentation 1 - Emergency Management - Directors Update 2021-06-25: Objective ID A3853051

EMBOP Director Clinton Naude presented the report.

Key Points:

· Following the recent retirement of NEMA representative John Titmus, acknowledged his dedicated service and contribution to the sector and the group over the past years

· Covid-19

o Greater Wellington Region was currently at Alert Level 2

o Continued close liaison between EMBOP and the relevant District Health Boards

o Highlighted the importance of vigilance in using the NZ COVID-19 Tracer Application

o Provided an update on progress with the vaccine rollout

· Whakaari/White Island

o Recovery was currently transitioning from CDEM Group led to responsible agencies based on a formal transition plan

o June 2021 hearings in Whakatāne had been postponed to September 2021

o Since the Department of Internal Affairs (DIA) provided administration on behalf of the Minister of Local Government, a written invitation would be extended to the Chief Executive of DIA for a Senior Official to be co-opted onto the Coordinating Executive Group to represent the Territorial Authority for all off-shore islands within the jurisdiction of the Bay of Plenty CDEM Group

· March 2021 Earthquakes - Tsunami Threat

o A continuous improvement programme was being developed to incorporate lessons learnt

o Further detail would be provided in future

· Emergency Mobile Alert

o The regional text alerting system was being discontinued because newer technology was better at reaching people in an emergency. This has being replaced by the Emergency Mobile Alert (EMA). The public would be alerted automatically by the EMA if there was an emergency in the relevant area

· National Emergency Management Conference 2021 (Hui Taumata o Te Uepū Whakahaere Haumaru) - Wellington 25 - 27 May 2021

o Theme for the conference was 'Building Safe and Resilient Communities: The Future of the Emergency Management System'

o Day one was dedicated to providing a platform for gaining Māori and indigenous perspectives on emergency management, bringing together Māori experts and leaders, practitioners and volunteers, and those interested in supporting improved emergency management outcomes

o Days two and three built on this through plenary and breakout sessions; explored how the emergency management sector work together – through partnerships, co-creation, and collective effort, across a broad range of organisations, sectors, and communities – to support improved emergency management outcomes for individuals and communities

o Was a constructive conference which demonstrated to groups/agencies in what manner they could move from the “Why” to the “How”

· Emergency Management Awards presented at the conference

o Celebrated people, groups or organisations that had made significant contributions to emergency management in New Zealand and were deserving of recognition at a national level

o A new award, the “Award for Manaakitanga” was an award for demonstrating respect and hospitality to others in a way that upheld mana and enhanced our own, across any aspect of the 4Rs. It recognised exceptional Manaakitanga in the emergency management environment. This award was won by Te Rūnanga o Ngāti Awa. The Whakaari/White Island eruption was a tragedy that impacted many people. It was the manaakitanga displayed by Ngāti Awa that gave the grief, anger and despair people were feeling a voice, and enabled the victims, their whanau and first responders to face the horror of the event and find solace

o The Ministerial Award For Outstanding Contributions to Emergency Management in New Zealand was awarded to Sarah Stuart-Black “Norm”, who was involved in the response to, and recovery from, almost every emergency and event in New Zealand since 2003

· Long Service Awards - 2021 recipients:

o Eric Newman (21 Years) - WBOPDC

o Peter Brownbridge (30 Years) - RLC

o Phillip Martelli (30 Years) - WBOPDC

o Peter McCarthy (30 Years) - NZRT-16

o Melvern Wainwright (30 Years) - NZRT-16

o Craig Winters (30 Years) - NZRT-16.

Resolved

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

1. Receives the verbal update provided by EMBOP Director Clinton Naude.

Love/Iles

CARRIED

5.2

Rotorua Lakes Council

This item was considered under item 5.5 “Tauranga City Council – Update on Operations of Tauranga’s Emergency Operation Centres”.

5.3

Update - National Emergency Management Agency (NEMA)

Presentation 2 - NEMA Update to Bay of Plenty CDEMG Joint Committee 25 June 2021: Objective ID A3853218

Presented by NEMA Manager, Analysis and Planning, Jenna Rogers.

Key Points:

· Elaborated on the future of the emergency management system in New Zealand, with a focus on NEMA’s transformation

· NEMA’s roles were to ensure that the many distributed parts of the emergency management system identified as being a part of the system; exercising collective leadership; and having a shared sense of the strategic direction and goals

· Timeline of key events

· The Strategic Framework, Tā Mātou Anga Rautaki, functions, outcomes and values

· What success would look like for New Zealand

· What success would look like for the emergency management system

· Key partners who helped NEMA achieve its vision

· Regulatory Framework Review “Trifecta” Programme – three projects with significant alignment:

o Amendments to the Civil Defence Emergency Management Act 2002

o Review of the National CDEM Plan Order 2015 and accompanying Guide

o Development of the National Disaster Resilience Strategy (NDRS) Roadmap

· Seven Priority workstreams of the programme:

o Greater recognition of hapū/iwi Māori perspectives – incorporating te ao Māori in Emergency Management

o Legal framework – including shaping what regulations may be needed

o Lead agency – clarifying NEMA’s and other agencies roles before, during and after a response

o Housing recovery – clarifying responsibilities and approach for managed repair programmes

o Government funding – reviewing financial assistance settings and incentivising preparedness activities

o People with disabilities – bringing the voice of people with disabilities into the legal framework for the first time

o Critical infrastructure – clarifying roles for lifeline utilities through events and reducing risks

· Emergency Management Sector Strategy

o NEMA would like to work with CDEM Groups to co-design a CDEM sector strategy

o Would build on the National Emergency Management Development Group (NEMDG) Emergency Management Sector Planning document

o Would ensure CDEM’s priorities were integrated into wider Emergency Management System strategy development

o To define what CDEM partnership meant

o Supported improved national, regional and local emergency management outcomes

o Supported NEMA and CDEM Group business planning in future years

o Funded by NEMA – including travel for CDEM Group representatives, if required, and a dedicated secretariat resource to develop strategy.

Resolved

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

1. Receives the verbal update provided by Jenna Rogers - Manager, Analysis and Planning, NEMA.

Riesterer/Love

CARRIED

11:30am – Mayor Chadwick withdrew from the meeting.

6. Public Excluded Section

Resolved

Resolution to exclude the public

1 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
6.1	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.

2 That Marie Wisker, Partner Chapman Tripp be permitted to stay in the public excluded section of the meeting due to her knowledge of the matter under discussion as Legal Counsel.

Love/Iles

CARRIED

7. Consideration of General Business

· Wished WBOPDC Chief Executive Officer Miriam Taris well with her retirement commencing in July 2021 and thanked her for the contribution to the region and the Joint Committee over the past years.

· On behalf of the CDEMG Joint Committee, presented a letter of appreciation to EMBOP Director Clinton Naude for his contribution and dedication to EMBOP and the Group over the past years.

12:00 pm – 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:	17 December 2021
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To appointment Civil Defence Emergency Management (CDEM) Group/Local Recovery Managers and Controllers for the Bay of Plenty Civil CDEM Group

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

Executive Summary

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

The Joint Committee is requested to appointment and rescind the appointments of Group and Local Recovery Managers and Local Controllers for the Bay of Plenty Civil Defence Emergency Management (CDEM) Group.

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 - Controller and Recovery Manager Statutory Appointments.

2 Endorses the rescindment Julian Reweti as Local Recovery Manager for the Bay of Plenty CDEM Group, as defined under s30(1) of the CDEM Act 2002.

3 Appoints Julian Reweti as Alternative Group Recovery Manager for the Bay of Plenty CDEM Group, as defined under s29(2) of the CDEM Act 2002.

4 Appoints Barbara Dempsey, Steve Perdia, and Anita Brown as Local Recovery Managers for the Bay of Plenty CDEM Group, as defined under s30(1) of the CDEM Act 2002.

5 Appoints Scott Parker as Local Controller for the Bay of Plenty CDEM Group as defined under section s27(1).

1. Background

The CDEM Act 2002 provides for a CDEM Group to appoint persons to be an Alternate Group Recovery Manager, Local Recovery Manager and 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 CDEM Group Joint Committee.

Bay of Plenty CDEM Coordinating Executive Group have met on the 26 November 2020 and endorsed the appointments of Julian Reweti, Steven Perdia and Barbara Dempsey. The endorsement of Anita Brown and Scott Parker was undertaken via email on the 7 December 2021.

2. Statutory Appointments

2.1 Emergency Management Bay of Plenty

Julian Reweti has been appointed as the Principal Advisor, Recovery with Emergency Management Bay of Plenty. Previously Julian was with Tauranga City Council where he served as the Senior Advisor Resilience and Recovery, and was appointed as a Local Recovery Manager.

2.2 Whakatāne District Council

Whakatāne District Council, Chief Executive, Stephanie O’Sullivan has advised that on the 11 November 2020 Whakatāne District Council agreed to recommend Steve Perdia, General Manager - Strategy and Transformation as a Local Recovery Manager.

Steven Perdia, who has experience as a Recovery Manager at Porirua City Council before coming to Whakatāne. Post-Covid he led the development of the cities Recovery Strategy adopted by the Council (https://storage.googleapis.com/pcc-wagtail-media/documents/Covid_Recovery_Plan.pdf) and its implementation which contained a mix of internal projects and external partner projects.

The Recovery Strategy implementation was reported quarterly to Council by the Recovery Manager with the last report being for the end of March (https://storage.googleapis.com/pcc-wagtail-media/documents/Porirua-City_s-Covid-19-Recovery_Plan-March_2021.pdf) before Council changed the frequency to bi-annual reporting.

Steven also spent 6 years in post-earthquake Christchurch leading the economic recovery component of CERA’s Christchurch recovery programme. His role and portfolio aligns well with the opportunities that may arise post event to look to transform and adapt an affected area following a natural disaster.

2.3 Tauranga City Council

Tauranga City Council, Chief Executive, Marty Grenfell has advised that on the 30 August 2021 Tauranga City Council agreed to nominate Barbara Dempsey, General Manager, Regulatory and Compliance as Local Recovery Manager.

Barbara has a wealth of experience as a Local Recovery Manager and also as a Local Controller for the Bay of Plenty CDEM Group.

Tauranga City Council is also seeking to rescind the appointment of Julian Reweti as Local Recovery Manager as Julian has resigned from the council.

2.4 Western Bay of Plenty District Council

Western Bay of Plenty District Council, Chief Executive, John Holyoake has advised that on 4 November 2021 Western Bay of Plenty District Council approved the nominations of Anita Brown as Local Recovery Manager and Scott Parker as Local Controller.

Anita has been actively involved in Civil Defence Emergency Management (CDEM) both in New Zealand and Australia and has recently held the position of Response Manager at Tauranga City Council. Anita is currently employed as the Asset Manager for Veros and will perform Response Manager duties for Western Bay of Plenty District Council under contract, as required.

Scott has been actively involved in CDEM for fourteen years and has been the Operations Manager within the Emergency Operations Centre for several years. His current role within Council is Reserves and Facilities Projects and Assets Manager but Scott has a background of 20 years in the Air Force as an Aircraft Engineer. He was recently deployed to Westport to assist in the Buller flood event.

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 Maori.

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 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 Group/Local Controllers and Group/Local Recovery Managers.

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 17 December 2021 ⇩

Attachment 2 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 17 December 2021 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	17 December 2021
Report Writer:	Janelle Coradine, Manager, Planning
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	Seek approval from the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Joint Committee on the proposed approach to the Bay of Plenty CDEM Group Plan Review

Proposed Approach to the Bay of Plenty CDEM Group Plan Review

Executive Summary

The Bay of Plenty CDEM Group Plan is due to be reviewed in line with the requirements under the Civil Defence Emergency Management Act 2002. Much of the context within which CDEM operate has changed since the Group Plan was last reviewed, with more change anticipated under current national legislative reviews.

Emergency Management Bay of Plenty (EMBOP) is therefore recommending an approach to this Group Plan Review that keeps CDEM aligned with the National Emergency Management Agencies (NEMAs) direction and that produces the best planning outcomes for communities, stakeholders, partners and the CDEM Group.

EMBOP’s intent is to build on emergency management best practice to undertake an interconnected and inclusive planning process that exemplifies a Te Ao Māori lens (Maori worldview), of interconnectedness and interrelationships throughout the planning process, and embodies the values of manaakitanga whilst engaging stakeholders.

This approach is not about how CDEM interact with Iwi, it is about building the necessary foundations within the Bay of Plenty CDEM Group Plan. So that when CDEM does engage, whether with iwi Māori, communities or agencies that this is done in a way that is more inclusive and interconnected and supports the endeavours of the Bay of Plenty CDEM Group.

This committee will be engaged in the Group Plan review throughout its development, including signing the Group Plan off prior to public consultation, ministerial review and final publication.

Recommendations

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

1 Receives the report, Proposed Approach to the Bay of Plenty CDEM Group Plan Review.

2 Approves the proposed approach for the Bay of Plenty CDEM Group Plan review.

1. Background

The Bay of Plenty CDEM Group Plan (Group Plan) sets the strategy and direction for the CDEM Group over a five year period. The current Group Plan runs until March 2023 and is therefore due to be reviewed.

It is anticipated that this Group Plan review will be substantial as the context we are operating in has changed since 2017, these changes include:

· The introduction of the Bay of Plenty CDEM Group Partnership Agreement which has changed the structure of our Group, each Group Members roles and responsibilities and means it is no longer appropriate for Emergency Management Bay of Plenty to write the Group Plan in isolation and on behalf of the Group Members.

· Responses and recoveries with significant implications for our rohe including the Whakaari/White Island eruption, the 5^th March 2020 Tsunami and the ongoing response to COVID-19.

· Regulatory framework changes including the introduction of a new National Disaster Resilience Strategy, and the ongoing review of the CDEM Act, Plan and Guide.

· The additional recognition of the importance of engagement with Marae, hapū and Iwi, and the development of our engagement strategy He Kahu Pitongatonga.

· The recognition within the emergency management sector that the current standard for Group Plan public engagement of 1 month of formal consultation (as required under the Civil Defence Emergency Management Act 2002) is insufficient to put communities at the centre of emergency management.

This changing context provides us with an opportunity, as part of this Group Plan review, to take a sector leading approach to Group Planning that recognises and builds on the mahi currently occurring within the region.

1.1 Regulatory reviews

As shown in the planning context diagram in Appendix 1, the Group Plan is also driven by a national regulatory framework. This framework is currently under review through the National Emergency Management Agency (NEMA) Regulatory Framework Review Programme (also known as the “Trifecta”). This review brings together three projects that have significant alignment. The projects are:

· developing a new Emergency Management Act;

· reviewing the National Civil Defence Emergency Management Plan Order 2015 and the accompanying Guide to the National CDEM Plan 2015;

· developing the National Disaster Resilience Strategy (NDRS) Roadmap.

While this Trifecta review is ongoing, it is expected to see draft legislation and targeted consultation early in 2022. This will allow for the Group Planning process alongside the Trifecta review and build on its outcomes.

2. Bay of Plenty CDEM Group Plan 2023-2028 – intended approach

With the ever-changing CDEM landscape and current legislative reviews underway, EMBOP has been considering the approach to the CDEM Group Plan review. With the aim of remaining aligned with NEMAs direction whilst producing the best planning outcomes for communities, stakeholders, partners and the CDEM Group.

In order to achieve these outcomes it is proposed to adopt a Māori worldview to the planning approach. Acknowledging that Te Ao Māori as a concept is vast and its interpretations vary, EMBOP would interpret the concept as one that:

Acknowledges the interconnectedness and the interrelationships of all things, living and non-living. It is a holistic mind-set that seeks to understand the total system, not single parts of it.

Our Group Plan, and its review, provide us with an opportunity to embed this Māori worldview into the planning process. It is important to note that this approach is not simply a plan for how CDEM interact with Iwi, instead, it’s about taking an approach to the Group Plan review that incorporates Te Ao Māori into the framework of the CDEM Group. This means looking through a lens of interconnectedness and interrelationships throughout the planning process and embodying the values of manaakitanga whilst engaging with stakeholders.

This is an ambitious undertaking, and for this approach to be successful CDEM must take the time to both:

1. Prepare Bay of Plenty CDEM Group members to undertake this work (get our own whare in order); and

2. Begin to build the meaningful, whanau like relationships within our Group and with communities, partners and stakeholders.

Practically this means acknowledging that this is not a short term project or a tick box exercise, but instead, a multi-year undertaking that may span multiple Group Plans. This is anticipated to involve:

· Current Group Plan review (18 months) – focus on developing a pathway

· Group Plan 2023-2028 - walk that pathway over the Group Plan Cycle

· Next Group Plan review – assess our progress and develop the next steps of our journey

· Group Plan 2028-2033 – walk that pathway over the Group Plan Cycle

Noting the complexity and inherent challenges of this approach EMBOP intend to seek advice from Local Authorities, the National Emergency Management Agency (NEMA), and the Minister of Emergency Managements’ Māori Advisory Council on the most appropriate pathway forward.

2.1 Review Timeline

The Group Plan review is anticipated to run until June 2023. While this date is after the March 2023 end point for our current Group Plan, time constraints due to Local Government Elections, the pre-election period and the Joint Committee meeting schedule mean it is not possible to complete the review prior to June 2023.The CDEM Act does allow for this, requiring Group Plans be initiated, not completed, prior to the end of their 5 year cycle.

2.2 Strategic Direction and Plan Development

The first stage of this project is to seek strategic direction from CDEM governance, via the Coordinating Executive Group and Joint Committee.

EMBOP intend to facilitate an out of session workshop with the Coordinating Executive Group and CEG Local Authorities Sub-Committee representatives in quarter 1 2022. This workshop would be focused on establishing the strategic direction and priorities for the Group Plan period, in advance of a workshop with the Joint Committee on the same subject.

Ongoing engagement with, and updates to, the Joint Committee will occur throughout the plan development process, with the Joint Committee signing off the Group Plan at three stages:

· Public consultation

· Ministerial review

· Final approval prior to publication

2.3 Stakeholder engagement

A timeline overview is included as Appendix 2, the timeline shows a significant commitment to partner and stakeholder engagement. A fulsome engagement strategy will be developed as part of the detailed project planning work to ensure proactive engagement occurs with:

· CDEM Group Members

· Marae, Hapu and Iwi

· Community groups and members

· Emergency Services

· Agency partners

The stakeholder engagement will be supported by public consultation process, including hearings.

3. Hazard Scape Report

The purpose of the Bay of Plenty Hazard Scape report is to generate a concise, accessible, current summary of the hazards within the wider Bay of Plenty region.

The initial piece of work on this project involves building context around identified hazards within the region, this context will inform a review of the regional risk profile which will subsequently be combined with the context to create the over-arching Hazard Scape report. The updated regional risk profile will be a tool that local authorities can use to coordinate targeted risk reduction measures. While the overall report will aid in setting the strategic direction within the Bay of Plenty Group Plan 2023-28 and serve as a valuable resource that supports public and stakeholder education regarding hazards and risks within the Bay of Plenty.

The regional risk profile will build on the 2014 regional risk profile presented in the Bay of Plenty Group Plan 2018-23. It will also incorporate the new guidance on best practice risk assessments for CDEM Groups which has come in the form of National Emergency Management Agency (NEMA) Directors Guideline 23/21.

4. Considerations

1. Risks and Mitigations

Please refer to the relevant analysis contained in this paper

2. Climate Change

Please refer to the relevant analysis contained in this paper

3. Implications for Māori

Please refer to the relevant analysis contained in this paper

4. Community Engagement

Please refer to the relevant analysis contained in this paper

5. Alignment with Strategic Framework

Please refer to the relevant analysis contained in this paper

6. Financial Implications

The outcomes of the Group Plan review process will have financial implications for the CDEM Group Members. For this reason Emergency Management Bay of Plenty intend to engage early with members of this committee via a workshop focused on establishing this strategic direction and priorities for the Group Plan period.

Ongoing engagement with, and updates to, the Joint Committee will occur throughout the plan development process, noting the Joint Committee will sign off the Group Plan at three stages:

· Public consultation

· Ministerial review

· Final approval prior to publication

5. Next Steps

Emergency Management Bay of Plenty will organise a combined workshop with the Joint Committee focused on establishing the strategic direction and priorities for the Group Plan.

Attachments

Attachment 1 - Bay of Plenty CDEM Group Plan Review - Planning Context Diagram ⇩

Attachment 2 - Bay of Plenty CDEM Group Plan Review - Review Timeline ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	17 December 2021
Report Writer:	Matthew Searle, Corporate Planner and Graeme Howard, Corporate Planning Lead
Report Authoriser:	Sarah Omundsen, General Manager, Regulatory Services
Purpose:	Present the proposed approach to Regional Safety and Rescue Services Funding

Regional Safety and Rescue Services Funding

Executive Summary

This paper outlines the planned two stage approach to implementing funding for Regional Safety and Rescue Services in the Bay of Plenty following consultation by Bay of Plenty Regional Council (BOPRC) through its Long Term Plan 2021-2031.

The two stage approach comprises:

· Stage 1 (completed): Regional Safety and Rescue Services funding allocation for 2021/22 – funding allocation for 2021/22 has been agreed with existing service providers in collaboration with Councils in the BOP region.

· Stage 2: Regional Safety and Rescue Services development and funding for 2022/23 and beyond - Proposed that CDEM Group Joint Committee act as the governing body with funding recommendations from a CEG subcommittee. Approach endorsed by CEG on 26 November 2021.

The report seeks to confirm the proposed role of the CDEM Group in relation to implementing Stage 2 of the funding approach for 2022/23 and beyond, and to confirm the draft RSRS funding criteria (Appendix 1).

The approach outlined in this report has been considered and endorsed by the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group (CEG) at their meeting held on 26 November 2021.

Recommendations

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

1 Receives the report, Regional Safety and Rescue Services Funding.

2 Notes the two stage Implementation approach for Regional Safety and Rescue Services Funding;

3 Confirms the proposed operating model for Regional Safety and Rescue Services funding for 2022/23 and beyond as outlined in section 2.2;

4 Confirms the Draft Funding criteria for 2022/23 and beyond as set out in Appendix 1.

1 Background

Regional Safety and Rescue Services (RSRS) provide a number of vital safety and rescue services to both local people in our community, and visitors to our region. These organisations obtain funding by applying to multiple bodies, including local authorities, regional councils. This arrangement has inefficiencies as it results in resources that could be spent on service delivery being spent on applications for funding.

BOPRC consulted on the potential to centralise funding and introduce a targeted rate to provide funding for regional safety and rescue services during the 2018/19 Annual Plan and the LTP 2021-2031. There was strong community support for this approach with over 80% of submitters supporting the proposal. However, concerns were raised through submissions by local Councils relating to the specific mechanism for funding.

Given the high level of support from the community, and the issues raised in terms of implementation, BOPRC endorsed a staged approach for the implementation of RSRS funding.

2 RSRS Implementation

2.1 Stage 1: Regional Safety and Rescue Services funding allocation for 2021/22 - managed by Regional Council (Completed)

BOPRC staff have worked with Councils across the region to confirm continued RSRS funding for 2021/22 to ensure service levels delivered in 2020/21 are maintained. Funding has been agreed for 2021/22 with a funding agreement in place with Surf Lifesaving New Zealand.

2.2 Stage 2: Regional Safety and Rescue Services development and funding for 2022/23 and beyond - CDEM Group proposed as the governing body.

This paper recommends that the RSRS funding be overseen by the Bay of Plenty Civil Defence and Emergency Management Group (the Group), given membership includes all councils as well as Emergency Services partners. The benefits of having council funders as well as emergency management expertise around the table is significant and will ensure good decisions can be made.

At the meeting on 26 November 2021, CEG agreed to establish a sub-committee specifically to consider and make recommendations to the Joint Committee on funding applications.

The proposed operating model and roles are outlined below:

Roles:

CDEMG Joint Committee – responsible for agreeing key funding criteria and allocating budgeted funding.

If funding required exceeds the $400,000 budgeted, additional funding may be sought through BOPRC Annual Plan process in coordination with BOPRC staff.

CEG Subcommittee - to consider all funding applications against agreed criteria and to then make recommendations to CDEMG Joint Committee.

EMBOP - serves as convenor and administrative support to the Subcommittee

BOPRC staff - responsible for the coordination of the funding round, preparing papers and negotiating and managing funding contracts.

2.2.1 Stage 2 implementation - key steps and indicative timing

Key steps in implementing RSRS funding, together with indicative timing is set out in the table below.

What	Who	When
1 - Confirm role of the CDEM Group and confirms RSRS Funding criteria - Confirm proposed operating model following endorsement by CEG - Confirm Draft Funding criteria for 2022/23 and beyond (refer Appendix 1). Note: funding criteria has been developed based on other NZ Councils who operate a similar funding approach for RSRS. Developed by BOPRC and comment from staff at Council’s across the BOP has been incorporated.	CDEMG Joint Committee	December 2021
2 – Administer Funding Round for RSRS for 2022/23 - BOPRC staff administer funding round in early 2022, using the Criteria adopted by the Group in late 2021. - BOPRC coordinate assessment of funding applications for consideration by CEG sub-committee. - CDEM Group consider applications and recommendations from Sub-committee and allocate funding.	CDEMG Joint Committee CEG Sub-committee BOPRC Staff	January-April 2022
3 - BOPRC Adopt the Annual Plan and set Targeted rates for RSRS funding for 2022/23	BOPRC	May/June 2022
4 - Funding agreement/s agreed with recipients - BOPRC staff draft funding agreements and confirm clear milestones/deliverables with funding recipients.	BOPRC staff	July/August 2022

3 Considerations

3.1 Risks and Mitigations

Centralised funding of RSRS services is intended to help support service providers to deliver services to the community in a more efficient way. If the RSRS funding approach does not proceed, there is a risk that the level of service provided to the community for services such as Surf Lifesaving may be reduced and or the cost of supporting those services may revert to individual District and City Councils.

3.2 Climate Change

There are no specific Climate Change implications as a result of this report.

3.1 Implications for Māori

There are no specific implications for Maori as a result of this report.

3.2 Community Engagement

The approach for funding RSRS services outlined in this paper has been developed following consultation with the community across the BOP including feedback from the general public, Councils and Service Providers and Councils

3.3 Alignment with Strategic Framework

Funding providers of Regional Safety and Rescue Services supports community wellbeing through supporting a number of vital safety and rescue services to local people in our community, and visitors to our region.

3.4 Financial Implications

The exact financial implications for stage 2 are not yet known as it is dependent upon submissions received and deemed suitable for funding by the sub-committee. When exact financial implications are known they will be reported back to the group as soon as possible.

3 Next Steps

Subject to Joint Committee confirming the recommendations set out in this paper, BOPRC staff will proceed with ‘RSRS implementation - Stage 2’ as set out under section 2.2 of this paper.

Attachments

Attachment 1 - RSRS funding criteria to CDEM JC - PDF ⇩

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