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

Bay of Plenty Civil Defence Emergency Management Group Joint Committee 23 September 2022

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 - 8 July 2022 1

8. Reports

Decisions Required

8.1 Bay of Plenty CDEM Group 2022/23 Annual Plan Dashboard as at 5 September 2022 1

Attachment 1 - Bay of Plenty CDEM Group 2022/23 Annual Plan Dashboard - September 2022 1

8.2 Bay of Plenty CDEM Group Annual Plan 2022/2023 Budget Update 1

8.3 Draft Bay of Plenty CDEM Group Annual Report 2021 - 2022 1

Attachment 1 - 2022-09-09 BOP CDEM Group Annual Report 2021-22 - JC final 1

8.4 Bay of Plenty Civil Defence Emergency Management Group Plan Development 2023/2028 Update 1

8.5 Bay of Plenty CDEM Group Tsunami Ready Programme Update 1

Attachment 1 - Bay of Plenty CDEM Group - Tsunami Ready Programme Risk Register - Joint Commitee - 23 September 2022 1

Information Only

8.6 Declaring States of Local Emergency during Local Government Elections 1

Attachment 1 - Fact Sheet - Local government election governance arrangements 1

8.7 Update - National Emergency Management Agency (NEMA) 1

8.8 Update - Director, Emergency Management Bay of Plenty 1

9. 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
9.1	Public Excluded Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 8 July 2022	As noted in the relevant Minutes.	As noted in the relevant Minutes.	To remain in public excluded.

Minutes to be Confirmed

9.1 Public Excluded Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 8 July 2022

10. Public Excluded Business to be Transferred into the Open

11. Readmit the Public

12. Consideration of Items not on the Agenda

13. Date of next meeting: 16 December 2022 (Inaugural Meeting 2022-2025 Triennium)

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

8 July 2022

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing: Friday 8 July 2022, 10:00 am

Venue: Council Chambers, Regional House, 1 Elizabeth Street, Tauranga and via Zoom (Audio Visual Meeting)

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

Deputy Chairperson: Mayor Judy Turner (Whakatāne District Council (WDC)) (via Zoom)

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

Ōpōtiki District Council (ODC): Mayor Lyn Riesterer

Rotorua Lakes Council (RLC): Mayor Steve Chadwick (via Zoom)

Tauranga City Council (TCC): Commissioner Bill Wasley (Alternate)

Observer: National Emergency Management Agency (NEMA) Jaci Sinko - Regional Emergency Management Advisor (via Zoom)

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; Janelle Coradine – Manager, Planning; Malinda Meads – Senior Advisor, Tsunami Readiness; Lisa Glass – Senior Advisor, Communications; Benjamyn Neave – Advisor, Planning; Andrea Thompson – Executive Assistant

Tauranga City Council (TCC): Isaac Orchard - Community Resilience Advisor

BOPRC: Reuben Fraser – Acting General Manager Regulatory Services; Merinda Pansegrouw – Committee Advisor

Other: Brad Scott – GNS Science; Captain Robert Mclean – New Zealand Defence Force

Apologies: Deputy Mayor Andrew Iles (Alternate); TCC Commission Chair Anne Tolley

Declaration of Public Recording

Committee members were reminded that the public section of the meeting was being recorded and would be made available on the BOPRC website and archived for a period of three years:

Recording of Meeting: Civil Defence Emergency Management Group Zoom Recording - 8 July 2022 - YouTube

1. Apologies

Resolved

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

1 Accepts the apologies from Deputy Mayor Andrew Iles and Commission Chair Anne Tolley tendered at the meeting.

Campbell/Wasley

CARRIED

2. Declaration of Conflicts of Interest

None advised.

3. Minutes

Minutes to be Confirmed

3.1

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 18 March 2022

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 March 2022 as a true and correct record.

Love/Riesterer

CARRIED

4. Reports

Decisions Required

4.1

Bay of Plenty CDEM Group 2021/22 Annual Plan Dashboard as at 24 June 2022

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

Key Points:

· Dashboard dated 24 June 2022 was the last report for the 2021/2022 financial year; consequently the format differed from previous dashboards as it summarised tasks that had been completed over the past year

· The final 2021/2022 Annual Report would be presented to the 23 September 2022 meeting.

Resolved

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

1 Receives the report, Bay of Plenty CDEM Group 2021/22 Annual Plan Dashboard as at 24 June 2022.

Wasley/Campbell

CARRIED

4.2

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

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

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 Appoints Cara Gordon as Alternative Group Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s 26(2) of the CDEM Act 2002;

3 Appoints Paula Naude as Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s 30(1) of the CDEM Act 2002;

4 Rescinds the appointment of Lee Hazlewood as Alternative Group Controller for the Bay of Plenty Civil Defence Emergency Management Group as defined under s 26(2) of the CDEM Act 2002;

5 Rescinds the appointments of Eric Newman as Local Controller for the Bay of Plenty Civil Defence Emergency Management Group as defined under s 27(1), as of the CDEM Act 2002 and Blaise Williams as Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s 30(1) of the CDEM Act 2002;

6 Rescinds the appointment of Aileen Lawrie as Local Controller for the Bay of Plenty Civil Defence Emergency Management Group as defined under s 27(1) as of the CDEM Act 2002, effective from 26 July 2022; and

7 Rescinds the appointment of Sarah Omundsen as Alternative Group Controller for the Bay of Plenty Civil Defence Emergency Management Group as defined under s 26(2) of the CDEM Act 2002, effective from 31 August 2022

Campbell/Wasley

CARRIED

4.3

Bay of Plenty CDEM Group Annual Plan 2022/2023

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

Key Points:

· Intent of the Annual Plan was to articulate the major activities that would achieve the goals and objectives of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Plan 2018-2023

· Plan included activities to be delivered by all Local Authorities and Emergency Management Bay of Plenty (EMBOP)

· The Annual Plan had been developed in consultation with Local Authority emergency management staff and the Coordinating Executive Group (CEG) Local Authorities Subcommittee members

· Acknowledged the unpredictability of the operating environment and the importance to stay receptive to change/adapt priorities.

Key Points - Members:

· With reference to Page 19 of the Plan “Ongoing Operational Commitment & Activities”, pointed out that under “volunteers”, reference be included to Regional Māori Health Committee, as a link to locality networks, as a partner in the development of operational response

· Acknowledged forthcoming changes/developing of new relationships required following the Health System Reform 2022 effective 1 July 2022

· For effective strategic engagement with iwi partners on processes it was imperative to have clear measures in place

· Cognisant of the challenges iwi partners potentially could experience when participating in consultation processes due to limited resourcing.

Item for Staff Follow Up:

· Updated report on the Bay of Plenty CDEM Group Annual Plan 2022/2023 to be presented to the 23 September 2022 meeting to include final budgets for CDEM Groups for the 2022-2023 financial period.

Resolved

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

1 Receives the report, Bay of Plenty CDEM Group Annual Plan 2022/2023;

2 Approves the Bay of Plenty CDEM Group Annual Plan 2022/2023.

Riesterer/Wasley

CARRIED

4.4

Bay of Plenty CDEM Group Tsunami Ready Programme Update

Director, Emergency Management Bay of Plenty Clinton Naude presented the report, supported by Malinda Meads Senior Advisor, Tsunami Readiness.

Key Points:

· Bay of Plenty CDEM Group had prioritised resourcing for the design and implementation of a Tsunami Ready Programme to coordinate work across the Region

· The work programme identified workstreams to support work across the 4Rs: Reduction, Readiness, Response and Recovery

· Key lessons from the 5 March 2021 Tsunami Events would also be addressed; effective community preparedness and multi-agency response to be supported to reduce the impact that significant earthquake and Tsunami hazards could have on communities in the Region.

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:

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

4.4

Tsunami Ready Programme Update: PowerPoint Presentation

Withholding the information is necessary to not unreasonably prejudice the commercial position of the person who supplied or is the subject of the information.

Withholding the information is necessary to protect information which is the subject to an obligation of confidence, where disclosed would otherwise damage the public interest.

48(1)(a)(i) Section 7 (2)(b)(ii)

48(1)(a)(i) Section 7 (2)(c)(ii)

To remain in public excluded

Campbell/Wasley

CARRIED

Readmit the Public

Resolved

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

1 Readmits the public.

Love/Riesterer

CARRIED

4.4

Bay of Plenty CDEM Group Tsunami Ready Programme Update (continued)

Resolved

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

1 Receives the report, Bay of Plenty CDEM Group Tsunami Ready Programme Update;

2 Approves the approach for the Bay of Plenty CDEM Group Tsunami Ready Programme including the proposed approach for the Regional Tsunami Evacuation Zone Map work;

3 Accepts the current risks associated with current Bay of Plenty tsunami inundation modelling for the Region; and

4 Approves the Bay of Plenty CDEM Group Position Statement on CDEM capability in support of readiness and response to the tsunami hazard.

Love/Riesterer

CARRIED

Information Only

4.5

Bay of Plenty CDEM Group Plan 2023-28 Coordination and Schedule

Presented by: Clinton Naude, Director, Emergency Management Bay of Plenty and Janelle Coradine, Manager - Planning.

Key Points:

· Outlined the coordination and engagement pathway for the review of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Plan 2023 – 2028; the planned schedule and the engagement processes to follow

· Highlighted several parallel workstreams flow from the Plan that were being reviewed in tandem

· Approval/sign off timelines, with final sign-off planned for mid-July 2023.

Key Points - Members:

· Since iwi/Māori engagement was of particular importance to the CDEM Plan 2023- 2028, timelines needed to be realistic/practical

· Members of the Joint Committee, as leaders in their respective communities, offered to assist with encouraging participation when/where required to ensure maximum involvement by communities

· In addition to the conventional partners known to individual territorial authorities, encouraged engagement with local Covid Response Teams as they offered excellent networking opportunities.

Resolved

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

1 Receives the report, Bay of Plenty CDEM Group Plan 2023-28 Coordination and Schedule.

Wasley/Campbell

CARRIED

4.6	Update - National Emergency Management Agency (NEMA) Presentation National Emergency Management Agency Update - July 2022: Objective ID A4139836
	Presented by: National Emergency Management Agency (NEMA) Regional Emergency Management Advisor, Jaci Sinko.
	Key Points Presentation: · Trifecta Programme Update o Emergency Management Bill: proposals were being refined based on sector feedback/submissions on the Bill to be called for in November 2022 and heard in early 2023 o Emergency Management plan: was currently under development/engagement with emergency management staff ongoing · New Minister for Emergency Management - Hon Kieran McAnulty, MP for Wairarapa · Monitoring, Alerting and Reporting Centre officially opened 28 June 2022 · Aotearoa Tsunami Evacuation Maps displaying evacuation data for CDEM Groups were live on the NEMA website; however, currently working with EMBOP to develop solutions to known issues. Key Points - Members: · Since the new Minister for Emergency Management was currently planning visits to individual councils in the region, suggested that a co-ordinated visit to Bay of Plenty councils be considered to enable raising CDEM matters with the Minister as a group.
	Item for Staff Follow Up: · Consideration be given to inviting the newly appointed Minister for Emergency Management, Hon Kieran McAnulty to a future meeting of the Civil Defence Emergency Management Group Joint Committee.
	Resolved That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1. Receives the verbal update from the National Emergency Management Agency provided by Regional Emergency Management Advisor, Jaci Sinko. Riesterer/Wasley CARRIED

4.7	GNS Science Update – Mt Ruapehu: Volcano Unrest Presentation GNS Science Ruapehu Volcano Unrest Update 8 July 2022: Objective ID A4139832
	Presented by: GNS Science Volcano Information Specialist Brad Scott.
	Key Points: · Provided an update on Mt Ruapehu and what future activity at the volcano might look like · Overview of the New Zealand Volcanic Alert Level System used for volcanic activity · Regional earthquake activity in the Mt Ruapehu area over the past 12 months · Overview of indicators · Mt Ruapehu Model - combination of deep magma storage with shallower smaller magma intrusions, topped by a hydrothermal system and crater lake · Ruapehu activity scenarios for the 13 weeks from 5/7/22 to 3/10/22 · Probability for any of the scenarios · Public facing posters to educate communities · Chemistry data, low volcanic tremor levels and a stable warm lake temperature had indicated a decline in the level of volcanic unrest at Mt Ruapehu. Current Volcanic Alert for Mt Ruapehu - Level 1.
	Resolved That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the verbal update, GNS Science Update – Mt Ruapehu: Volcano Unrest, provided by GNS Science. Love/Campbell CARRIED

5. 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:

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
5.1	Public Excluded Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 18 March 2022	As noted in the relevant Minutes.	As noted in the relevant Minutes.	To remain in public excluded.

Love/Wasley

CARRIED

11:50am – 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:	23 September 2022
Report Writer:	Stace Tahere, Acting Planning Manager
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	Present the Bay of Plenty CDEM Group Annual Plan 2022-2023 budget updates for endorsement.

Bay of Plenty CDEM Group Annual Plan 2022/2023 Budget Update

Executive Summary

The Bay of Plenty CDEM Group Annual Plan 2022-2023 (the Annual Plan) sets out the Groups key operational work-streams, projects and initiatives. The activities are linked to the delivery of the groups strategic objectives as set out in the Bay of Plenty CDEM Group Plan 2018-2023 (the Group Plan).

On the 8th of July, the Joint Committee approved the annual plan 2022/23, subject to the budget allocation table being updated and brought back to the next meeting.

Recommendations

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

1 Receives the report, Bay of Plenty CDEM Group Annual Plan 2022/2023 Budget Update.

2 Approves the Bay of Plenty CDEM Group Annual Plan budget allocation

1. Background

The Bay of Plenty CDEM Group Annual Plan 2022-2023 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 Bay of Plenty communities.

The Coordinating executive Group endorsed the Annual Plan at the meeting on 20

May 2022.

The Bay of Plenty CDEM Group Joint Committee was presented the Annual Plan for adoption at the meeting on 8 July 2022. It was noted that the annual budget allocation table had not been finalised given confirmation of individual Local Authority member budgets was pending, subject to adoption of respective Local Authority Annual Plans. The Joint Committee adopted the Bay of Plenty CDEM Group Annual Plan subject to the annual budget allocation table being updated and brought back to the next meeting of the committee. Table below reflects the current CDEM annual budget allocations for Emergency Management Bay of Plenty and respective Local Authority members.

	Local Authority	2022-23 Budget
Emergency Management Bay of Plenty	Bay of Plenty Regional Council*	$3,690,000
Local Authority CDEM Budget	Bay of Plenty Regional Council	$116,000
	Kawerau District Council	$94.017
	Ōpōtiki District Council	$77,000
	Rotorua Lakes District Council	$348.708
	Tauranga City Council	$1,975.639
	Western Bay of Plenty District Council	$270,000
	Whakatāne District Council	$344,318

* The Bay of Plenty Regional CDEM Rate is collected by Bay of Plenty Regional Council on behalf of the Bay of Plenty CDEM Group.

Note: These figures are not designed to be comparable as Local Authorises calculate their CDEM budgets in different ways, with some focused on direct costs (e.g. CDEM committed staff) and others including projects and other staff time that contribute to CDEM in their areas.

2. Considerations

2.1 Risks and Mitigations

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

2.2 Climate Change

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

2.3 Implications for Māori

The matters addressed in this report are of a procedural nature and there is no need to consider implications for Māori.

2.4 Community Engagement

Engagement with the community is not required

2.5 Alignment with Strategic Framework

This is in alignment with the Bay of Plenty CDEM Group Plan 2018-2023.

2.6 Financial Implications

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

3. Next Steps

Following endorsement from the Coordinating Executive Group the Annual Plan updated budget allocations will be presented to the Joint Committee for approval.



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	23 September 2022
Report Writer:	Stace Tahere, Acting Planning Manager
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To present the draft Bay of Plenty CDEM Group Annual Report 2021-2022 for approval by the Joint Committee

Draft Bay of Plenty CDEM Group Annual Report 2021 - 2022

Executive Summary

This draft Annual Report summarises the activities of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group over the 2021-2022 financial year against the outcomes of the Bay of Plenty CDEM Group Plan and Annual Plan. It includes activities across four work streams, highlights across local authorities and financial performance.

Recommendations

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

1 Receives the report, Draft Bay of Plenty CDEM Group Annual Report 2021 – 2022;

2 Approves the Draft Bay of Plenty CDEM Group Annual Report 2021-2022.

1. Background

The draft Annual Report summarises the activities of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group over the 2021-2022 financial year against the outcomes of the Bay of Plenty CDEM Group Plan and Annual Plan. It includes a breakdown of the group’s performance against activities within the Annual Plan across the four work streams. The report also gives a snapshot of some of the highlights across local authorities and financial performance of the group over the financial year.

2. Consultation

The draft Annual Report has been developed in consultation with the Coordinating Executive Group Local Authorities Sub-Committee members or their representatives. Input and development have resulted in a collaborative report that highlights activities and Key Performance Indicators across local authorities

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

During the financial year there have been a number of activities which have been conducted in partnership with Iwi, which are highlighted within the draft Annual Report. There are no significant implications for Māori related to the draft Annual Report.

3.4 Community Engagement

During the financial year there have been numerous activities involving the Bay of Plenty community, some of which are highlighted within the draft Annual Report.

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

3.5 Alignment with Strategic Framework

The draft Bay of Plenty CDEM Group Annual Report 2021-2022 is the primary reporting tool used for reporting on the progress made against the Bay of Plenty CDEM Group Plan. The Bay of Plenty CDEM Group Plan sets out the five-year outcomes that the Bay of Plenty CDEM Group want to achieve and the action we will take to achieve these outcomes

3.6 Financial Implications

The financials for the year 2021-2022 can be found in the report.

4. Next Steps

Following approval by the Joint Committee this report will be shared with stakeholders to highlight the groups performance over the 2021/22 financial year.

Attachments

Attachment 1 - 2022-09-09 BOP CDEM Group Annual Report 2021-22 - JC final ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	23 September 2022
Report Writer:	Stace Tahere, Acting Planning Manager
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To provide a progress update on the Bay of Plenty CDEM Group Plan 2023-28 review.

Bay of Plenty Civil Defence Emergency Management Group Plan Development 2023/2028 Update

Executive Summary

The Bay of Plenty Civil Defence Emergency Management Group Plan 2018-23 (Group Plan) sets the strategy and direction for the Bay of Plenty CDEM Group (CDEM Group) over a five-year period. Emergency Management Bay of Plenty are currently undertaking a review of the Group Plan in line with the requirements under the Civil Defence Emergency Management Act 2002.

The Project Steering Group has proposed a project timeline extension to ensure the Group Plan review process includes meaningful engagement with stakeholders, community groups and iwi. This extension has been discussed and endorsed by the Coordinating Executive Group Local Authorities Sub Committee and Coordinating Executive 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 Plan Development 2023/2028 Update;

2 Endorses the revised timeline for the Group plan review.

1. Background

Emergency Management Bay of Plenty have initiated, and are progressing, a review of the CDEM Group Plan with the intention to publish an updated CDEM Plan in June 2023. This timeline allowed a draft Group Plan to be developed in advance of Local Government elections, however, it was identified in the project risk register that this timeline may not allow the level of agency and community consultation required. The risk mitigation was to review progress and adjust timeframes as necessary.

2. Group Plan review timeline extension

The Project Steering Group has proposed a project timeline extension to ensure the Group Plan review process includes meaningful engagement with stakeholders, community groups and iwi.

This will support the Group Plan to recognise the important role Iwi and Māori occupy in emergencies. It will also allow more time to include community voices, such as from culturally and linguistically diverse (CALD), youth, differently abled/ disabled, and rural communities in the Group Plan and its development.

This revised timeline would result in the 2023-2028 Bay of Plenty CDEM Group Plan being ready for adoption at the end of 2023, with the current Group Plan remaining active until this time. This is enabled by Section(55)(b) of the Civil Defence Emergency Management Act 2002 “A civil defence emergency management Group plan remains operative for the period specified in the plan, but if the plan is not replaced before the close of that period it continues in force until replaced.”

This extension has been endorsed by the Coordinating Executive Group Local Authorities Sub-Committee and Coordinating Executive Group.

2.1 Community Engagement

Group Plan community engagement will consist of two phases. The phase one will involve canvassing our communities on what is important to them before, during and after events. This will occur through both targeted local engagement and an online survey. Feedback during this phase will assist in developing the Group Plan goals and objectives.

Phase two will include the formal submissions and hearing process and will occur in 2023 once the revised Group Plan has been drafted.

2.2 Iwi/Māori Engagement

The Emergency Management Bay of Plenty Kaiārahi Māori has been working with Emergency Management staff at Councils on Iwi engagement for the Group Plan review. Through this process, a message was received that the vast majority of Iwi do not want to engage specifically on the Group Plan Review. While some Iwi may want to engage, they were unable to do so within the previous Group Plan Review timeframes.

It has therefore been agreed that the preferred approach is to leverage the knowledge accumulated from the previous engagement with Iwi, Hapū, Marae and Whānau regarding gaps and focus areas.

This approach provides the CDEM Group with the time to develop a plan to deliver on existing discussions and expectations prior to having further conversations. It will also provide the opportunity to use the Group Plan review process to develop the pathway for better engagement with Iwi over the next five years with a focus on Māori Responsiveness.

This foundational approach is enabled by the work CDEM Group staff have been doing to engage Iwi, Hapū, Marae and Whānau in the Bay of Plenty over the current Group Plan period. Through this engagement we have a strong understanding of the gaps and focus areas while the extended time frame will allow the gaps and focus areas to be tested with iwi who are currently active in this space and have the capacity to engage.

This revised approach to Iwi/Māori engagement has been endorsed by both the Coordinating Executive Group Local Authorities Subcommittee and the Coordinating Executive Group.

3. Group Plan Workshops

In support of the Group plan development a number of workshop have been held with key stakeholders at both the strategic and operations levels including the June work shop with this Committee. The main themes that arose from the Joint Committee work were:

• If it is not broken, do not fix it. The plan should be reviewed/updated not replaced.

• Making sure the Group supports Culturally and Linguistically

Diverse communities across the 4Rs.

• Having Iwi/ Māori partners at the table, and better inclusion and outcomes

for Iwi/Māori throughout is important.

• Increasing community resilience across the 4Rs is central.

• Public needs to have confidence in the (Civil Defence Emergency

Management) system.

• All agencies and councils should support and report on their progress to

achieve the Groups’ objectives.

• Funding: clarity of available funds - who is responsible for what costs,

Funding should not be based on the population number, Central

Government should increase funding for the reduction phase, which will

decrease the costs in the response/recovery phase.

A summary of the key workshops facilitated in support of the Group Plan review is below:

• Coordinating Executive Group and Coordinating Executive Group Local Authorities Subcommittee - key themes identified included, the vital role Iwi/Māori have in Emergency Management and the value of quality communication in building trust with communities and between agencies.

• Bay of Plenty Lifelines Group – a key theme was the value of work undertaken by the Lifelines Group over the past five years and its relevance to the Group Plan review. This includes the Bay of Plenty Lifeline Group Climate Change Risk Assessment 2019.

• Welfare Coordination Group - key themes identified included clarification and improved understanding of roles and responsibilities; improved community resilience across the 4Rs and the need to engage with community to inform and develop community plans. This workshop also had a consist focus on ensuring the inclusion of Culturally and Linguistically Diverse communities and Iwi.

• CDEM Group Emergency Management Staff - key themes identified included extra funding for hazard risk reduction to reduce costs of a response/recovery; and ensuring the community has access to regional hazards information so they understand their hazards/risks and what to do in an emergency.

• Primary Sector Coordination Group - key themes identified included the need to consider the evacuation of, and support to, both people and animals; an improved understanding of rural communities including differing communication requirements and seasonal variations; and the need to increase business (farmer) resilience including power, transport, animal welfare.

• Recovery Managers key themes identified included the need for consistent ways of working within and across the Bay of Plenty; the value of drawing on existing councils’ networks to support effective recovery and the need for additional resources to support recovery focussed workstreams.

• Regional Emergency Management Coordinating Committee - key themes identified included ensuring the community has access to regional hazards information and that they understand their hazards/risks and what to do in an emergency, communities, emergency services and supporting agencies are working effectively together before during and after an emergency, and Coordination Centre staff are well trained, can respond quickly and are able to communicate effectively.

• Hazard scape workshops – two multi-agency workshops have been held in support of the review of the Regional Risk Assessment.

3.1 Future workshops

While the focus of the Group Plan development has transitioned to community and Iwi engagement (from the previous focus on partner agency and internal CDEM Group workshops) a number of workshops are being planned. This includes, a third hazard scape workshop, a monitoring an evaluation workshop, a proposed session at the Bay of Plenty Chief Executives Forum, along with engagement with the incoming Joint Committee following the Local Government Elections

4. Considerations

4.1 Risks and Mitigations

A risk register is being maintained as part of the project which will be monitored and managed through the Project Team and Steering Group. Risks will be reported on as required.

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 in this paper. The impacts of Climate Change will be addressed in the Group Plan work programme.

4.3 Implications for Māori

An update on Iwi/Māori engagement is provided in section 2.2

4.4 Community Engagement

An update on community engagement is provided in section 2.2

4.5 Alignment with Strategic Framework

This paper supports the obligations of the Bay of Plenty CDEM Group to review the Bay of Plenty Group Plan every five years.

4.6 Financial Implications

There are no material unbudgeted financial implications of this paper.

5. Next Steps

The incoming Joint Committee will be briefed on the Group Plan development following the October Local Government Elections. They will be provided with the opportunity to contribute to the Group Plans development.



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	23 September 2022
Report Writer:	Stace Tahere, Acting Planning Manager
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	Brief on the Tsunami Ready Programme; the current priority of work and associated risks

Bay of Plenty CDEM Group Tsunami Ready Programme Update

Executive Summary

The programme aim is to develop a coordinated Tsunami Ready programme for the Bay of Plenty Civil Defence Emergency Management (CDEM) Group to ensure regional consistency; alignment to national projects and standards; and giving effect to current science.

This work programme details workstreams to support work across the 4Rs (Reduction, Readiness, Response and Recovery).

The brief provides an update on progress on the Tsunami Ready Programme and covers:

• Recent risks identified with the programme.

• Tsunami Evacuation Zone Map projects (current and future work) and alignment to the National Tsunami Evacuation Map.

• Public Education and community engagement resources.

• Tsunami response planning

All work detailed in this brief is the current priority of work for the Tsunami Ready Programme. However, the Tsunami Evacuation Zone Map project remains the highest priority piece of work in the programme.

Emergency Management Bay of Plenty (EMBOP) will continue to lead and coordinate the Tsunami Ready Programme in alignment to the current priority of work outlined in this brief.

EMBOP is seeking approval through this committee for the current priority of work for the Tsunami Ready Programme and acceptance of the current risks highlighted with the programme.

Recommendations

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

1 Receives the report, Bay of Plenty CDEM Group Tsunami Ready Programme Update;

2 Approves the current priority of work for the Bay of Plenty CDEM Group Tsunami Ready Programme; and

3 Accepts the current risks highlighted with the Tsunami Ready Programme.

1. Background

This work programme details workstreams to support work across the 4Rs (Reduction, Readiness, Response and Recovery).

2. Tsunami Ready Programme

2.1 Priority of work

The programme current priority of work is:

• Current update of the tsunami evacuation zone maps for the Region.

• Development of Bay of Plenty tsunami-specific Public Education resources.

• Support to community engagement programmes.

• Development of a framework for a Regional Tsunami Response Plan.

2.1.1 Risks

2.1.2 A Programme Risk Register identifying hazard and capability risk associated with the programme has been developed. The Programme Risk Register as requested by this committee is included (Attachment 1). Recent programme risks that have been identified and included on the Risk Register are summarised as follows:

· National Tsunami Evacuation Map and un-synced regional data causing inaccuracy in online maps.

· Move to a ‘one zone’ approach for tsunami evacuation zone maps for the Region is not aligned with national guidelines for public-facing maps; and is a different approach for community maps and planning.

· Timely completion of the tsunami evacuation zone map project with accurate science explanation of regional tsunami inundation modelling reports to ensure communities have the correct information on the tsunami hazard.

· Mitigation strategies for these risks, and any other risks identified during the programme, will be documented and regularly reviewed in the Programme Risk Register.

3. Current Tsunami Evacuation Zone Map Project

3.1 The current update of the tsunami evacuation zone maps for the Region remains the highest priority. This work is being led through EMBOP with GIS and Local Authority support. Initial ‘ground truthing’ workshops with coastal Local Authorities were conducted in May 2022. The outcomes of each of these workshops confirmed that:

• ‘Ground truthing’ each section of coastline is critical to ensure maps that are appropriate for Bay of Plenty communities.

• Specific-Bay of Plenty rules for the practical application of national guidelines are required.

• Further understanding of all tsunami inundation modelling outputs is required with reference to currency; and to clarify what tsunami inundation modelling outputs mean practically when defining tsunami evacuation zones.

3.2 Further work to clarify tsunami inundation modelling outputs for the region is being conducted.

3.2.1 GNS Science: Work has been commissioned through Bay of Plenty Regional Council to understand the suitability of previous GNS tsunami modelling (2011) for reviewing the current Bay of Plenty Tsunami Evacuation Zone Maps in accordance with best practice and the Tsunami Evacuation Zones Director’s Guideline.

3.2.2 eCoast: Work has been commissioned through Bay of Plenty Regional Council to improve the tsunami modelling outputs to more accurately define the inundation extents for areas where the land is below Mean High-Water Spring (MHWS).

3.2.3 Tonkin & Taylor: Work with Tauranga City Council to understand tsunami modelling outputs from Tonkin & Taylor when further clarification from GNS Science is received.

3.2.4 All the current inundation modelling reports commissioned across the Region and enveloping (overlaying) of all the tsunami inundation modelling outputs are still being considered. Inclusion of all tsunami inundation modelling outputs in final tsunami evacuation zone maps for the Region will be dependent on the outcomes received in clarification of all tsunami modelling outputs.

3.2.5 Timeframes for completion of the current tsunami evacuation zone map project will extend into October 2022 due to additional work required to clarify tsunami inundation modelling outputs.

3.2.6 Work is progressing on a consistent map design for all tsunami evacuation zone maps across the Region. Final testing of the design for the new maps is currently in progress with Local Authorities. The maps will include future proofing mechanisms for map updates (ie. bar codes linking to online maps); and include both the Bay of Plenty CDEM Group and respective local authority logos.

4. Approach for public-facing Tsunami Evacuation Zone Maps

4.1 The current work to update tsunami evacuation zone maps for the Region is based on the three zones (red, orange and yellow) detailed in national guidelines. There are some CDEM Groups that are moving towards or have implemented a ‘one-zone’ (wet and dry areas) approach for public-facing tsunami evacuation zone maps and tsunami information boards. The move to ‘one zone’ for public facing maps keeps messaging simple; and reduces public confusion on what each coloured zone (red, orange, yellow) means and requirements to evacuate based on different coloured zones.

4.2 In review of current national guidelines:

• Technical Standard for National Tsunami Signage, details that signage only needs to ‘show zones of likely inundation and evacuation routes’.

• Director’s Guideline for CDEM Groups Tsunami Evacuation Zones recommend inclusion of red, orange and yellow zones on a public map.

4.3 Coordinating Executive Group Local Authority (CEG LA) Sub-Committee agreed to a ‘one zone’ approach for public-facing tsunami evacuation zone maps and tsunami information boards. CEG LA Sub-Committee endorsed and approved the following approach for tsunami evacuation zone maps for the Region:

• Continue to conduct current Tsunami Evacuation Map update with three zones in alignment to national standards, but use the information for internal CDEM planning only.

• Adopt a ‘one zone’ approach for public-facing tsunami evacuation zone maps and signage for the Region. Adopting ‘one zone’ approach would not be in alignment with the Director’s Guideline for CDEM Groups Tsunami Evacuation Zones with reference to public facing maps.

5. Future work on Tsunami Inundation Modelling for the Region

5.1 Work is underway to scope the project to commission work for comprehensive tsunami inundation modelling, with the primary purpose of evacuation zone mapping, for the entire Bay of Plenty coastline. Timeframes and indicative costs for the project are to be confirmed in the project scope.

6. National Tsunami Evacuation Map

6.1 The National Tsunami Evacuation Map project, led by the National Emergency Management Agency (NEMA), has been launched in conjunction with a ‘Own your Zone’ public education campaign.

6.2 The updated tsunami evacuation zone maps for the Region will support future iterations of the National Tsunami Evacuation Map. Processes to ensure our regional data is synced with the National Tsunami Evacuation Map will be conducted with EMBOP and NEMA to ensure that our communities have accurate and current information regardless of the platform (national, regional, local). The syncing of data on all platforms will reduce the risk of any public confusion and strengthen public confidence with aligned maps and consistent messages to support tsunami evacuation.

7. Public Education and Community Engagement

7.1 Region-specific Tsunami Public Education. A stocktake of Tsunami-related public education resources (local-regional-national-international) has been conducted. The next steps are to prioritise public education messaging for Bay of Plenty communities. An initial workshop to prioritise tsunami-specific public education was conducted with the Tsunami Ready Programme Project Team on 30 June 2022. Alongside Region-specific work, tsunami-related messaging through current public education and communications programmes is still being conducted in parallel.

7.2 Resources to support School Tsunami Evacuation planning. A draft resource package has been developed to support School Tsunami Evacuation planning and to increase trust within school communities that schools have effective and practised Tsunami Evacuation Plans. The package considers Ministry of Education guidelines and is designed to complement (not replace) a School Emergency Management Plan. The package includes a template for a School Tsunami Evacuation Plan; checklists; and communications collateral to promote a School Tsunami Evacuation Plan. The draft package is being piloted in schools through current Local Authority community engagement programmes.

7.3 Tsunami Hikoi. Tsunami Hikoi activities in the Region to coincide with the national Exercise Shakeout on 27 October 2022 are being planned. Each coastal Local Authority will conduct Tsunami Hikoi activities with support from the Tsunami Ready Programme Project Team with communications collateral and planning guidelines to ensure consistency in process and implementation. The conduct of Tsunami Hikoi activities on an annual basis has been agreed through the development of Tsunami Ready Indicators for the Region.

8. Tsunami Response Plan

8.1 The development of a framework for the Regional Tsunami Response Plan is being conducted in conjunction with the following considerations and programmes:

· The National Planning Framework through NEMA.

· The Regional Planning Framework (in development) through EMBOP.

· Regional planning with other CDEM Groups including Hikurangi Response planning through East Coast ‘Life at the Boundary’ (LAB).

· Other partner agency tsunami and evacuation plans in the Region.

· Current local tsunami and evacuation plans.

8.2 The regional Tsunami Response Plan framework will be developed through the Tsunami Ready Programme Project Team. Post framework development, the Region Tsunami Response Plan will be drafted in collaboration with all Local Authorities and partner agencies.

9. Considerations

9.1 Risks and Mitigations

Please refer to the relevant analysis contained in this paper

9.2 Climate Change

Climate change impacts will be considered where appropriate in the Tsunami Ready Programme.

9.3 Implications for Māori

The objectives for the Tsunami Ready Programme include iwi, Hapū and Whānau engagement through existing work programmes.

9.4 Community Engagement

The Tsunami Ready Programme scope does not include direct community engagement by the Senior Advisor, Tsunami Readiness. This work will be conducted by Local Authorities through community resilience and engagement programmes already in place. The Tsunami Ready Programme will support these work programmes

9.5 Alignment with Strategic Framework

Please refer to the relevant analysis contained in this paper.

The Tsunami Ready Programme will align to the CDEM Group Plan.

9.6 Financial Implications

The commissioning of work for comprehensive inundation modelling with the primary purpose of evacuation zone mapping for the entire Bay of Plenty coastline will require the allocation of funding to support this work.

Scoping of this work, including the identification of approx. costs associated with this work, is underway and will be detailed in future updates of the Tsunami Ready Programme.

10. Next Steps

EMBOP remains the lead for the implementation of the Tsunami Ready Programme. All priority work is being conducted in consultation with the Tsunami Ready Programme Project Team and Local Authorities.

In addition to the current priority work, ensuring connection of National-Regional-Local Tsunami programmes and projects remains ongoing.

Regular reporting on the progress of the Tsunami Ready programme will be provided to this committee.

Attachments

Attachment 1 - Bay of Plenty CDEM Group - Tsunami Ready Programme Risk Register - Joint Commitee - 23 September 2022 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	23 September 2022
Report Writer:	Clinton Naude, Director, Emergency Management Bay of Plenty
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	Brief the Bay of Plenty CDEM Group Joint Committee on the requirements for declaring a state of local emergency during Local Government elections.

Declaring States of Local Emergency during Local Government Elections

Executive Summary

The Civil Defence Emergency Management (CDEM) Act 2002 provides for a state of local emergency to be declared and provides for certain people to be authorised to declare a state of local emergency.

The Bay of Plenty CDEM Group Plan 2018-2023 authorises members of the Bay of Plenty CDEM Group Joint Committee to declare a state of local emergency for the region, or for one or more districts or wards within the region, including Whakaari/White Island.

The mayor of a territorial authority, or an elected member designated to act on behalf of the mayor if the mayor is absent, may declare a state of local emergency that covers the district of that territorial authority.

During Local Government elections there is a period from the official announcement of the election results to the date of the first meeting of the local authority when elected members are sworn in, that there are no authorised members to declare a state of local emergency.

The Minister for Emergency Management can also declare a state of local emergency if it appears to the Minister that it is required.

The Commissioners appointed for Tauranga City Council can also declare a state of local emergency as authorised through the Bay of Plenty CDEM Group Plan 2018-2023.

Recommendations

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

1 Receives the report, Declaring States of Local Emergency during Local Government Elections.

1. Background

1.1 The Civil Defence Emergency Management (CDEM) Act 2002

The CDEM Act 2002:

· Provides for a state of local emergency to be declared.

· Provides for certain people to be authorised to declare a state of local emergency.

· Provides powers to the CDEM Group when a state of emergency is in force.

2. The Bay of Plenty CDEM Group Plan 2018-2023

In accordance with Section 25 (1)(a) of The CDEM Act 2002, The Bay of Plenty CDEM Group authorises the Chairperson of the Bay of Plenty CDEM Group Joint Committee to declare a state of local emergency for the region, or for one or more districts or wards within the region, including Whakaari/White Island.

In the absence of the Chairperson, the authority to declare passes to the Deputy Chairperson of the Bay of Plenty CDEM Group Joint Committee.

In accordance with Section 25(4) of The CDEM Act 2002, if the Chairperson or Deputy Chairperson are unable to exercise the authority to declare, then any representative member of the Bay of Plenty CDEM Group may exercise the power to declare a state of local emergency.

In accordance with Section 25(5) of The CDEM Act 2002, the mayor of a territorial authority, or an elected member designated to act on behalf of the mayor if the mayor is absent, may declare a state of local emergency that covers the district of that territorial authority.

3. Local Government Elections

Only elected representatives of the members of the CDEM Group are able to declare a state of local emergency (s25). Following a local election there may be no-one available to declare as members cannot act as an elected representative until they are sworn in (clause 14, Schedule 7 of the Local Government Act 2002). Therefore, if an emergency arises following a local election but before members are sworn in and emergency powers are needed, a state of local emergency can be declared:

• The Minister for Emergency Management can declare a state of local emergency

for a CDEM Group area or any district or ward within that area (s69); or

• In circumstances that provide a period of warning, such as an impending adverse

weather event, a council meeting may be called as soon as practicable to have

the new council sworn in (clause 21(3), Schedule 7, Local Government Act 2002),

allowing the Mayor to declare a state of local emergency under s25(5) of the

CDEM Act 2002; or

• The Commissioners appointed to Tauranga City Council and member

representatives on the Bay of Plenty CDEM Group Joint Committee can declare

as authorised by the Bay of Plenty CDEM Group Plan 2018-202

National Emergency Management Agency (NEMA) Factsheet: Declaring states of local emergency is attached as an appendix.

4. Considerations

4.1 Risks and Mitigations

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

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

The matters addressed in this report are of a procedural nature and there are no implications for Māori.

4.4 Community Engagement

The matters addressed in this report are of a procedural nature and there is no need for community engagement.

4.5 Alignment with Strategic Framework

This paper is in alignment with the CDEM Act 2002 and the Bay of Plenty CDEM Group Plan 2018/2023.

4.6 Financial Implications

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

5. Next Steps

Local Government Elections 2022

Attachments

Attachment 1 - Fact Sheet - Local government election governance arrangements ⇩

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	Jaci Sinko - Representative from the National Emergency Management Agency
Quorum	Four members, consisting of the majority of the number of members