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

Bay of Plenty Civil Defence
Emergency Management Group

Membership

Chairperson	Mayor Faylene Tunui (Kawerau District Council)
Deputy Chairperson	Mayor James Denyer (Western Bay of Plenty District Council)
Members
Bay of Plenty Regional Council	Councillor Malcolm Campbell Councillor Ron Scott (Alternate)
Kawerau District Council	Deputy Mayor Aaron Rangihika (Alternate)
Ōpōtiki District Council	Mayor David Moore Councillor Tom Brooks (Alternate)
Rotorua Lakes Council	Mayor Tania Tapsell Deputy Mayor Sandra Kai Fong (Alternate)
Tauranga City Council	Commission Chair Anne Tolley Commissioner Bill Wasley (Alternate)
Western Bay of Plenty District Council	Alternate to be advised
Whakatāne District Council	Mayor Victor Luca Deputy Mayor Lesley Immink (Alternate)
Observer	Lily Foulds - Representative from the National Emergency Management Agency
Quorum	Four members, consisting of the majority of the number of members

Purpose and Role

The Bay of Plenty Civil Defence Emergency Management Group was established in accordance with Section 12 of the Civil Defence Emergency Management Act 2002 as a joint standing committee of the BOP member Councils under clause 30(1)(b) of Schedule 7 of the Local Government Act 2002. Membership includes all local authorities in the Bay of Plenty region. The Group operates pursuant to a Constitution approved by the Councils.

Power to Act

The Civil Defence Emergency Management Group has a constitution and this specifies the functions and powers of the group.

By virtue of section 12(2) of the Civil Defence Emergency Management Act 2002, this committee is a permanent committee and is not deemed to be discharged at, and continues in existence following local authority triennial elections.

Under Section 23(1) of the Civil Defence Emergency Management Act 2002, the Bay of Plenty Regional Council is the Administering Authority for the Civil Defence Emergency Management Group.

Bay of Plenty Civil Defence Emergency Management Group reports to the various Councils.

Recording of Meetings

Please note the Public section of this meeting is being recorded and uploaded to the Bay of Plenty Regional Council’s website in accordance with Council's Live Streaming and Recording of Meetings Protocols which can be viewed on Council’s website. The recording will be archived and made publicly available on Council's website within two working days after the meeting on www.boprc.govt.nz for a period of three years (or as otherwise agreed to by Council).

All care is taken to maintain your privacy; however, as a visitor in the public gallery or as a participant at the meeting, your presence may be recorded. By remaining in the public gallery, it is understood your consent is given if your image is inadvertently broadcast.

Bay of Plenty Civil Defence Emergency Management Group Joint Committee 31 March 2023

Recommendations in reports are not to be construed as Council policy until adopted by Council.

Agenda

1. Apologies

2. Public Forum

3. Items not on the Agenda

4. Order of Business

5. Declaration of Conflicts of Interest

6. Minutes

Minutes to be Confirmed

6.1 Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 16 December 2022 1

7. Reports

Information Only

7.1 Correspondence - Hon Minister McAnulty, Minister of Emergency Management 1

Attachment 1 - 2023-01-20 Letter to Minister for Emergency Management -Bay of Plenty Civil Defence Emergency Management Group Joint Committee for the 2022 - 2025 Triennium 1

Attachment 2 - Letter from Hon Kieran McAnulty to Mayor Faylene Tunui via Clinton Naude (EM2023-004) 1

7.2 Bay of Plenty CDEM Group 2022/23 Annual Plan Dashboard as at 22 March 2023 1

Attachment 1 - 2023-03-22 - Bay of Plenty CDEM Group Annual Plan Dashboard - Joint Committee 1

Decisions Required

7.3 Confirmation of Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the 2022-2025 Triennium 1

Attachment 1 - Bay of Plenty CDEM Coordinating Executive Group Terms of Reference v1.21 November 2022 1

Information Only (continued)

7.4 Bay of Plenty Civil Defence Emergency Management Group Plan Development 2023/28 Update 1

7.5 Bay of Plenty Civil Defence Emergency Management Group Tsunami Ready Programme Update 1

Attachment 1 - Bay of Plenty CDEM Group - Tsunami Ready Programme Risk Register - Joint Commitee - 20 March 2023 1

Attachment 2 - Bay of Plenty CDEM Group Risk Register Timline updated - Joint Committee 29 Mar 1

Decisions Required (continued)

7.6 Bay of Plenty Civil Defence Emergency Management Group Cyclone Gabrielle Disaster Relief Fund

This item will be distributed under a separate cover.

Information Only (continued)

7.7 Cyclone Gabrielle Response 1

7.8 Verbal Update - Director, Emergency Management Bay of Plenty 1

7.9 Update - National Emergency Management Agency (NEMA) 1

8. Consideration of Items not on the Agenda

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

16 December 2022

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing: Friday 16 December 2022, 10:00 am

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

Chairperson: Mayor Faylene Tunui- Kawerau District Council (KDC)

Deputy Chairperson: Mayor James Denyer- Western Bay of Plenty District Council (WBOPDC)

Members: Ōpōtiki District Council (ODC): Mayor David Moore

Rotorua Lakes Council (RLC): Mayor Tania Tapsell; Deputy Mayor Sandra Kai Fong (Alternate)

Whakatāne District Council (WDC): Mayor Victor Luca;

Deputy Mayor Lesley Immink (Alternate)

Bay of Plenty Regional Council Toi Moana (BOPRC): Cr Malcolm Campbell; Cr Ron Scott (Alternate)

Observer: National Emergency Management Agency (NEMA) Lily Foulds - Regional Emergency Management Advisor

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; Stace Tahere - Acting Planning Manager; Malinda Meads – Senior Advisor, Tsunami Readiness; Cara Gordon – Principal Advisor, Emergency Management; Lisa Glass – Senior Advisor, Communications; Mel Meads – Senior Advisor – Tsunami Readiness; Theo Ursum – Advisor, Planning; Andrea Thompson – Executive Assistant; Josh Bougen – Summer Assistant

BOPRC: Fiona McTavish – Chief Executive, Reuben Fraser – General Manager, Regulatory Services; Merinda Pansegrouw – Committee Advisor.

Apologies: Commission Chair Anne Tolley- Tauranga City Council

Bay of Plenty Coordinating Executive Group Chair Russell George opened the meeting and chaired proceedings until the new Group Chairperson for the 2022-2025 local authority triennium had been elected.

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: Bay of Plenty Civil Defence Emergency Management Group Joint Committee – 16 December 2022 - YouTube

1. Opening Karakia:

A karakia was provided by Stace Tahere – EMBOP Acting Planning Manager.

2. Apologies

Resolved

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

1 Accepts the apology for absence from Commission Chair Anne Tolley- Tauranga City Council tendered at the meeting.

Campbell/Tunui

CARRIED

3. Order of Business

Members agreed to the reordering of items: Item 7, Confirmation of the minutes of the previous meeting held on 23 September 2022 was considered as the last item on the agenda, to allow for the confirmation of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee for the 2022 - 2025 Triennium.

4. Declaration of Conflicts of Interest

There were no declarations of interests.

5. Reports

Decisions Required

5.1

Confirmation of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee for the 2022 - 2025 Triennium

Presented by: Coordinating Executive Group Chair Russell George.

Resolved

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

1 Receives the report, Confirmation of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee for the 2022 - 2025 Triennium.

Tunui/Denyer

CARRIED

2 Confirms its membership is:

a) Bay of Plenty Regional Council: Councillor Malcolm Campbell and Councillor Ron Scott (alternate)

b) Kawerau District Council: Mayor Faylene Tunui and Deputy Mayor Aaron Rangihika (alternate)

c) Ōpōtiki District Council: Mayor David Moore and Councillor Tom Brooks (alternate)

d) Rotorua Lakes Council: Mayor Tania Tapsell and Deputy Mayor Sandra Kai Fong (alternate)

e) Tauranga City Council: Commissioner Chair Anne Tolley and Commissioner Bill Wasley (alternate)

f) Western Bay of Plenty District Council: Mayor James Denyer. Noted that the alternate appointment for Western Bay of Plenty District Council would be advised

g) Whakatāne District Council: Mayor Victor Luca and Deputy Mayor Lesley Immink (alternate);

Campbell/Moore

CARRIED

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

Denyer/Tapsell

CARRIED

Russell George called for nominations for the position of Group Chairperson for the 2022-2025 local authority triennium. Mayor Tania Tapsell nominated Mayor Faylene Tunui as Group Chairperson; Mayor Victor Luca seconded the motion. As only one nomination was received for the role of Group Chairperson, no voting was required.

4 Elects Mayor Faylene Tunui as the Group Chairperson of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee for the 2022-2025 local authority triennium;

Tapsell/Luca

CARRIED

Coordinating Executive Group Chair Russell George vacated the chair and the newly elected Group Chair, Mayor Faylene Tunui assumed the chair.

Group Chair, Mayor Faylene Tunui called for nominations for the position of Group Deputy Chairperson for the 2022-2025 local authority triennium. Mayor Tania Tapsell nominated Mayor James Denyer as Deputy Group Chairperson; Mayor David Moore seconded the motion. As only one nomination was received for the role of Deputy Chairperson, no voting was required

5 Elects Mayor James Denyer as the Group Deputy Chairperson of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee for the 2022-2025 local authority triennium;

Tapsell/Moore

CARRIED

6 Adopts as its standing orders the document attached as Attachment 2, as adopted by the administrating authority on 24 November 2022 pursuant to Clause 27 (1) and (2), Schedule 7 of the Local Government Act 2002, and Section 19(1) of the Civil Defence Emergency Management Act 2002;

Denyer/Tapsell

CARRIED

7 Confirms the following 2023 meeting dates:

a. Friday, 31 March 2023

b. Friday, 30 June 2023

c. Friday, 29 September 2023

d. Friday, 15 December 2023

Tapsell/Luca

CARRIED

5.2

Bay of Plenty CDEM Group 2022/23 Annual Plan Dashboard as at 5 December 2022

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 CDEM Group 2022/23 Annual Plan Dashboard as at 5 December 2022.

Luca/Moore

CARRIED

5.3

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 Kerrie Little as Local Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s27(1) of the CDEM Act 2002.

3 Rescinds the appointment of Phillip Martelli as Local Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s27(1) of the CDEM Act 2002.

4 Appoints Sarah Omundsen as Local Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s27(1) of the CDEM Act 2002.

Denyer/Luca

CARRIED

Information Only

5.4

Update - National Emergency Management Agency (NEMA)

Presented by: Lily Foulds, Regional Emergency Management Advisor - National Emergency Management Agency.

Resolved

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

1 Receives the report, Update - National Emergency Management Agency (NEMA).

Moore/Denyer

CARRIED

6. Minutes

Minutes to be Confirmed

6.1

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 23 September 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 - 23 September 2022 a s a true and correct record.

Campbell/Tunui

CARRIED

7. Closing Karakia:

Karakia provided by Stace Tahere – EMBOP Acting Planning Manager.

10:27 am – the meeting closed.

Confirmed

Chairperson Mayor Faylene Tunui

Civil Defence Emergency Management Group Joint Committee



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	31 March 2023
Report Writer:	Clinton Naude, Director, Emergency Management Bay of Plenty
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To advise on the appointment of the Chair of the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group and to seek approval of the Terms of Reference.

Confirmation of Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the 2022-2025 Triennium

Executive Summary

The Civil Defence Emergency Management (CDEM) Act 2002 section 20 mandates the appointment and functions of the CDEM Coordinating Executive Group (CEG).

The Bay of Plenty CDEM CEG operates under a Terms of Reference approved by the Bay of Plenty CDEM Group Joint Committee.

The Bay of Plenty CDEM CEG terms of reference requires that:

• the Chair must be a chief executive officer of a member local authority appointed by the Bay of Plenty Chief Executive’s Forum.

• the Deputy Chair be appointed by majority vote of members of CEG.

Recommendations

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

1 Receives the report, Confirmation of Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the 2022-2025 Triennium;

2 Congratulates Russell George, Chief Executive Officer, Kawerau District Council on his appointment as Chair of the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the 2022-2025 Triennium; and

3 Approves the amended Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group Terms of Reference.

1. Background

Section 20 of the CDEM Act 2002 mandates for the appointment and functions of the CDEM Coordinating Executive Group (CEG).

(1) A Civil Defence Emergency Management Group must establish and maintain a Civil Defence Emergency Management Co-ordinating Executive Group consisting of—

(a) the chief executive officer of each member local authority or a person acting on the chief executive officer’s behalf; and

(b) a senior Police employee who is assigned for the purpose by the Commissioner of Police; and

(c) a senior employee, volunteer, or contractor of Fire and Emergency New Zealand who is assigned for the purpose by the board of Fire and Emergency New Zealand; and

(d) the chief executive or a senior member of a provider of health and disability services operating in the area; and

(e) any other persons that may be co-opted by the Civil Defence Emergency Management Group.

(1A) A person co-opted under subsection (1)(e) may include a senior ambulance service officer.

(2) Each Executive Group is responsible to the Civil Defence Emergency Management Group for—

(a) providing advice to the Civil Defence Emergency Management Group and any subgroups or subcommittees of the Group:

(b) implementing, as appropriate, the decisions of the Civil Defence Emergency Management Group:

(c) overseeing the implementation, development, maintenance, monitoring, and evaluation of the civil defence emergency management group plan.

Section 6 of the Bay of Plenty CDEM CEG terms of reference provides for the appointment of the Chair and election of the Deputy Chair of the Bay of Plenty CDEM CEG.

a) The Chair must be a chief executive officer of a member local authority appointed by the Bay of Plenty Chief Executive’s Forum. The Chair will be appointed in the year after local elections and will be for a 3-year term.

b) The Deputy Chair shall be appointed one year after local elections by majority vote of CEG members and will be for a 3-year term.

2. Chair and Deputy Chair to the Bay of Plenty CDEM Coordinating Executive Group

2.1 Appointment of Chair to the Bay of Plenty CDEM Coordinating Executive Group

At the meeting on 20 February 2023, the Bay of Plenty Chief Executive’s Forum appointed Russell George, Chief Executive Officer, Kawerau District Council as Chair of the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the 2022 - 2025 Triennium.

2.2 Election of Deputy Chair to the Bay of Plenty CDEM Coordinating Executive Group

The election for the Deputy Chair to the Bay of Plenty CDEM Coordinating Executive Group will be held at the next meeting on 2 June 2023.

3. Bay of Plenty CDEM Coordinating Executive Group Terms of Reference

At the meeting on 22 November 2023, the Bay of Plenty CDEM Coordinating Executive Group resolved to amend the terms of reference to incorporate the following amendments to the membership.

3.1 Co-opting Iwi representatives to the Bay of Plenty CDEM Coordinating Executive Group

The Bay of Plenty CDEM Coordinating Executive Group endorsed the co-opting of iwi representatives to the Coordinating Executive Group under section 20(1)(e). The Bay of Plenty CDEM Coordinating Executive Group has requested that Te Puni Kōkiri – Ministry for Māori Development lead the engagement with Iwi to identify the appropriate representative/s.

3.2 Co-opting the Chair of the Waiariki Bay of Plenty Regional Leaders Group to the Bay of Plenty CDEM Coordinating Executive Group

During the COVID-19 response the Government directed the establishment of Regional Leaders Groups (RLG) to support all of government response at the regional levels. As a result, the Waiariki Bay of Plenty Regional Leaders Group was established.

During COVID-19 it was recognised that there needed to be an alignment and a partnership between the Waiariki Bay of Plenty Regional Leaders Group and the Bay of Plenty CDEM Coordinating Executive Group. This resulted in a partnership framework being agreed between the two leadership groups for the purpose of the COVID-19 response. As a result of the partnership framework, it is noted that the Chair of the Bay of Plenty CDEM Coordinating Executive Group is a member of the Waiariki Bay of Plenty Regional Leaders Group.

The respective leadership groups may well have different mandates, functions and responsibilities however given that a number of agencies and organisations are represented on both leadership groups and the potential for alignment of work programmes, collaboration and information sharing the Bay of Plenty Coordinating Executive Group has endorsed co-opting the chair of the Waiariki Bay of Plenty Regional Leaders Group onto the Bay of Plenty Coordinating Executive Group under section 20(1)(e).

3.3 Rescinding the Welfare Coordinating Group Chairperson and the Bay of Plenty CDEM Group Recovery Manager as co-opted persons to the Bay of Plenty CDEM Coordinating Executive Group

Historically the establishment of the Bay of Plenty CDEM Coordinating Executive Group saw the co-opting of the Welfare Coordinating Group Chairperson and the Bay of Plenty CDEM Group Recovery Manager. At that time these functions were delivered by agencies/parties external to Emergency Management Bay of Plenty. These functions have since evolved to be delivered by Emergency Management Bay of Plenty. As the Director Emergency Management Bay of Plenty is a co-opted member it is expected that these specific areas of welfare and recovery are represented by the Director and that staff of Emergency Management Bay of Plenty are no longer required to be members. It is noted that the Welfare Coordinating Group Chairperson and the Bay of Plenty CDEM Group Recovery Manager will still provide reporting to the Coordinating Executive Group and the Bay of Plenty CDEM Group Joint Committee as required.

The Bay of Plenty CDEM Coordinating Executive Group endorsed to rescind the membership by the Welfare Coordinating Group Chairperson and the Bay of Plenty CDEM Group Recovery Manager as members of the Coordinating Executive Committee.

3.4 Removal of reference to the Bay of Plenty District Health Board and the Lakes District Health Board in the terms of reference of the Bay of Plenty CDEM Coordinating Executive Group

Section 20(1)(d) provides for membership by the chief executive or a senior member of a provider of health and disability services operating in the area. The current terms of reference identify two agency members under this section as being the Bay of Plenty District Health Board and the Lakes District Health Board.

The current health reforms resulted in the disestablishment of all District Health Boards effective 30 June 2022 and the establishment of three national health agencies effective 1 July 2022.

• Te Whatu Ora – Health New Zealand

• Te Aka Whai Ora / Māori Health Authority

• The Public Health Agency (PHA)

The Bay of Plenty CDEM Coordinating Executive Group therefore endorsed that the reference to the Bay of Plenty District Health Board and the Lakes District Health Board in the Terms of reference be removed.

Emergency Management Bay of Plenty is working with representatives of Te Whatu Ora – Health New Zealand and the National Emergency Management Agency (NEMA) to determine future health sector representation.

4. Considerations

4.1 Risks and Mitigations

Health representation on the Bay of Plenty CDEM Coordinating Executive Group will be maintained through existing regional networks until Te Whatu Ora – Health New Zealand confirms the representation going forward.

4.2 Climate Change

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

4.3 Implications for Māori

This report seeks to provide for Iwi to be represented on the Bay of Plenty CDEM Coordinating Executive Group (CEG) as outlined in the report.

4.4 Community Engagement

Engagement with the community is not required as the recommended proposal / decision [relates to internal Council matters only].

4.5 Alignment with Strategic Framework

This report aligns with the intent of 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

Emergency Management Bay of Plenty will work with representatives of Te Whatu Ora – Health New Zealand and the National Emergency Management Agency (NEMA) to determine future health sector representation on the Bay of Plenty CDEM Coordinating Executive Group.

The Bay of Plenty CDEM Coordinating Executive Group will seek to elect a Deputy Chair at the next meeting on 2 June 2023.

Attachments

Attachment 1 - Bay of Plenty CDEM Coordinating Executive Group Terms of Reference v1.21 November 2022 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	31 March 2023
Report Writer:	Cara Gordon, Principal Advisor, Emergency Management
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To provide a progress update on the Bay of Plenty CDEM Group Plan 2023-2028 review and seek endorsement of the updated timeline, and the focus of the Group Plan review for the Joint Committee

Bay of Plenty Civil Defence Emergency Management Group Plan Development 2023/28 Update

Executive Summary

The Bay of Plenty Civil Defence Emergency Management Group Plan 2018-2023 (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 existing project timeline has required updating due to delays caused by consecutive weather events during the first quarter of 2023 and subsequent deployment of Bay of Plenty CDEM Group staff to impacted regions. This has delayed the provision of the draft Group Plan to this Committee.

The draft plan is currently being updated following feedback from the Coordinating Executive Group Local Authorities and partner agencies.

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 2023/28 Update.

1. Background

Emergency Management Bay of Plenty are progressing through the review of the CDEM Group Plan, this review is well progressed with the revised Group Plan due for publication late 2023.

As briefed at this Committees December 2022 meeting, it was Emergency Management Bay of Plenty’s intention to provide the Draft Group Plan for endorsement for public consultation at this Committee meeting. However, this timeline has been adjusted due to response requirements following weather events impacting the Bay of Plenty and staff deployments to neighbouring regions over the first quarter of 2023.

These response requirements have resulted in a rework of the project timeline however it is not anticipated to require a project extension with the project still on track for delivery in 2023.

The draft plan is currently being updated following feedback from the Coordinating Executive Group Local Authorities and partner agencies. The Group Plan will be updated and sent back to the Coordinating Executive Group Local Authorities in late March for any final feedback and subsequent endorsement. The intention is then to seek feedback and endorsement for public consultation from Coordinating Executive Group and Joint Committee at their May and June meetings respectively

2. Group Plan review timeline

There are several key steps in the Group Plan review and approval process that will require Joint Committee engagement during 2023. These are:

1. Finalisation of the Draft Group Plan for public consultation

2. Joint Committee Endorsement for Public Consultation

3. Joint Committee Endorsement for Ministerial review

4. Joint Committee Endorsement for Publication

Group Plan review key upcoming dates and milestones.

INDICATIVE Dates	Milestone
28 April	Coordinating Executive Group Local Authorities Subcommittee meeting to endorse draft Group Plan.
2 June	Coordinating Executive Group meeting to endorse draft Group Plan.
Week of 12 June	Joint Committee Group Plan Workshop – Workshop to be scheduled
30 June	Joint Committee meeting to: · endorse draft Group Plan for public consultation; and · form a subcommittee to hear any public submissions
10 July – 11 August	Public consultation (submission period) and National Emergency Management Agency technical review
Week of 4 September	Public hearing dates – three dates will be scheduled to enable hearings in Whakatāne, Tauranga and Rotorua
29 September	Joint Committee meeting to approve the Plan for Ministerial review and endorsement Note – the CDEM Act requires that we provide 20 days for this review to be undertaken, however, there is a risk that this review may be delayed by the October 14 election and associated dissolution of parliament.
15 December	Joint Committee meeting to approve the Plan for publication

3. Considerations

3.1 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.

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

3.3 Implications for Māori

The matters addressed in this report are of a procedural nature and therefore implications for Māori are not considered in this paper. Implications for Māori are addressed in the Group Plan work programme.

3.4 Community Engagement

An update on community engagement is provided in section 2.

3.5 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 as mandated under the CDEM Act 2002.

3.6 Financial Implications

There are no material unbudgeted financial implications of this paper.

4. Next Steps

The next steps include updating the draft Group Plan for review by the Coordinating Executive Group and Joint Committee. A workshop will also be scheduled with Joint Committee to ensure this committee has an opportunity to feed into the Group Plan Development



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	31 March 2023
Report Writer:	Liz Oliver, Senior Advisor Tsunami Readiness (Seconded)
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 Civil Defence Emergency Management 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 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 will continue to lead and coordinate the Tsunami Ready Programme in alignment to the current priority of work outlined in this brief.

Emergency Management Bay of Plenty 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 Civil Defence Emergency Management Group Tsunami Ready Programme Update;

2 Approves the approach for the Bay of Plenty Civil Defence Emergency Management Group Tsunami Evacuation Zone Map work; and

3 Accepts the current risk associated with current Bay of Plenty tsunami inundation modelling for the Region.

1. Background

As a priority hazard under the Bay of Plenty Civil Defence Emergency Management Group Plan 2018-2023, tsunami response planning has historically been incorporated into Local Authority and Emergency Management Bay of Plenty work programmes. Following the 5 March 2021 Hikurangi and Kermadec Islands Earthquakes, Emergency Management Bay of Plenty identified that a Tsunami Readiness Work Programme was required to prioritise and coordinate work across the Region.

This work programme identifies workstreams to support work across the 4Rs (Reduction, Readiness, Response and Recovery). Key lessons from the 5 March 2021 event will also be addressed, and that effective community preparedness and multi-agency response is supported, to reduce the impact that significant earthquake and tsunami hazards can have on communities in the Region.

2. Tsunami Ready Programme

2.1 Programme Aim

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

2.2 Priority of work

The programme’s 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.

3. Tsunami Evacuation Zone Mapping

3.1 Regional Tsunami Evacuation Zone Maps

3.1.1 The updating of the Tsunami Evacuation Zone maps for the Region continues as the highest priority for the Tsunami Ready Programme. This work is being led through Emergency Management Bay of Plenty with Geographic Information System and Local Authority support.

3.1.2 Map design. Work to develop a consistent ‘one blue zone’ map design for all Bay of Plenty Tsunami Evacuation Zone maps across the Region has been completed with testing and refinement of the map design conducted through the Tsunami Ready Programme Project Team and the wider-Emergency Management professional network in the Bay of Plenty

3.1.3 Interim map update. Prior to the completion of comprehensive tsunami inundation modelling, the Tsunami Ready Programme intended an interim update of current Tsunami Evacuation Zone maps to ensure regional consistency. The Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group^{^[1]} agreed upon an interim option to update tsunami evacuation maps for the Region. The option to update maps will include:

• Introduce the ‘one zone’ approach for public-facing tsunami evacuation zone maps and tsunami information boards by changing maps from the current three tsunami evacuation zones (red, orange, yellow) to one blue zone.

• Update all maps and ensure that tsunami inundation modelling reports and associated modelling outputs of relevance to the area are encompassed in the tsunami evacuation zone. This means ensuring that modelling outputs from the following providers are encompassed in the tsunami evacuation zone:

o Waihī Beach to Tauranga; and Maketu: eCoast report

o Tauranga City area: Tonkin & Taylor reports

o Pukehina to Ōpōtiki District: GNS reports.

3.2 Launch of new Tsunami Evacuation Zone maps

3.2.1 A project plan has been developed for the launch of new Tsunami Evacuation Zone Maps for the Region. This project will be led and coordinated by Emergency Management Bay of Plenty.

3.2.2 The key project milestones are:

Milestone	Description
1	Project plan developed and approved.
2	GIS encompassing of current tsunami inundation modelling/ area.
3	Identification of rules for regional consistency in ground truthing of Tsunami Evacuation Zones; and prioritised coastline sections.
4	Ground truth coastline sections with local and regional knowledge.
5	Develop new Tsunami Evacuation Maps for each coastline.
6	Approval new Tsunami Evacuation Maps for each coastline.
7	Develop Public Education programme to promote new Tsunami Evacuation Maps and support of the new ‘one zone’ maps launch.
8	Transfer of Tsunami Inundation Modelling Reports.
9	Development of design/local authority plan: Tsunami Information Boards
10	Launch Bay of Plenty Tsunami Evacuation Zone Maps.

3.2.3 A timeline with consideration for all milestones is detailed in Attachment 2. The intended launch date for Tsunami Evacuation Zone Maps is 01 June 2023. There are key milestones that must be completed pre-launch of new Tsunami Evacuation Maps.

3.3 Public Education Programme.

A comprehensive public information programme has been developed in support of the new ‘one zone’ maps launch. The plans for this work have been agreed across all coastal Local Authorities in support of a consistent regional approach. The key objective for the programme is to ensure Bay of Plenty communities (and visitors) are familiar and comfortable with the concept of a single, blue zone. The material supporting the programme combines national tsunami safety messages (e.g., Long or Strong- Get Gone) with Region-specific messages and taglines: ‘Our new, blue, tsunami evacuation maps’, ‘Get out of the Blue’ and ‘In the Bay, Blue means Go’. Communication collateral can be tailored to ensure local context is included.

3.4 Transfer of Tsunami Inundation Modelling Reports.

There are a number of tsunami inundation modelling reports that require transfer processes to local authorities to be completed pre-launch of new Tsunami Evacuation Zone maps^{^[2]} . A peer review of reports will also be finalised as part of the transfer process^{^[3]}. The transfer of information relating to tsunami inundation and subsequent release to the public must be completed prior to the launch of new Tsunami Evacuation maps to ensure a consistent approach to information released to the public, in particular given there are some changes in the Tsunami Evacuation Zone extents.

3.5 Tsunami Information Boards.

In conjunction with the launch of new electronic maps, there is a requirement to ensure that an update of information on Tsunami Information Boards occurs to sync with the map launch. The design for the Tsunami Information Boards will be in alignment to the electronic map design with the addition of a ‘You are here’ marker. Emergency Management Bay of Plenty is coordinating Tsunami Information Board design and contract arrangements for production of an interim solution with industrial stickers to cover current Tsunami Information Boards. It will be a Local Authority responsibility to ensure funding and installation of industrial stickers to cover current Tsunami Information Boards.

3.6 Comprehensive Tsunami Inundation Modelling.

Procurement processes have been completed through Bay of Plenty Regional Council and Emergency Management Bay of Plenty, to commission work for comprehensive tsunami inundation modelling (Level 4), with the primary purpose of Tsunami Evacuation Zone mapping for the entire Region. This modelling will provide the definitive answer on Tsunami Evacuation Zone maps for the Region with consistency from one provider and one source of truth. A Request for Proposal has been issued to a Supplier. Post finalization of contractual arrangements, it is the intent that work for this project will commence on 01 July 2023.

4. Considerations

4.1 Risks and Mitigations

The Programme Risk Register identifying hazard and capability risk is in place and is regularly reviewed. The Risk Register is detailed in Attachment 1. Mitigation Strategies for these risks and other risks identified in the project are detailed in the Programme Risk Register. The Programme Risk Register is being reviewed on a monthly basis; or as required when new risks are identified.

4.2 Climate Change

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

4.3 Implications for Māori

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

4.4 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.

4.5 Alignment with Strategic Framework

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

4.6 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.

5. Next Steps

5.1 Tsunami inundation modelling reports require transfer to local authorities to be completed pre-launch of new Tsunami Evacuation Zone maps

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

5.3 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 - 20 March 2023 ⇩

Attachment 2 - Bay of Plenty CDEM Group Risk Register Timline updated - Joint Committee 29 Mar ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	31 March 2023
Report Writer:	Clinton Naude, Director, Emergency Management Bay of Plenty
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To provide a summary of the Cyclone Gabrielle response by the Bay of Plenty Civil Defence Emergency Management Group

Cyclone Gabrielle Response

Executive Summary

Cyclone Gabrielle significantly impacted the North Island of New Zealand resulting in a National State of Emergency being declared for Northland, Auckland, Waikato, Bay of Plenty, Tairawhiti and Hawkes Bay. This report provides a summary of the Cyclone Gabrielle response as undertaken by 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, Cyclone Gabrielle Response.

1. Background

On 9 February 2023, Cyclone Gabrielle, a category 3 tropical cyclone, was positioned in the Coral Sea. Modelling suggested Cyclone Gabrielle would impact New Zealand however specifics were unknown. On 12 February 2023 modelling converged and indicated that Cyclone Gabrielle would travel through the Bay of Plenty. The Bay of Plenty CDEM Group activated the Group Emergency Coordination Centre and Local Emergency Operations Centres in preparation of Cyclone Gabrielle and undertook precautionary evacuations and emergency communications. A National State of Emergency was declared for Northland, Auckland, Waikato, Bay of Plenty, Tairawhiti and Hawkes Bay. While the Bay of Plenty did experience impacts resulting from Cyclone Gabrielle these were not significant in comparison to the impacts experienced by the regions of Northland, Auckland, Waikato, Tairawhiti and Hawkes Bay.

2. Cyclone Gabrielle

2.1 Preceding Severe Weather Events

A number of severe weather events preceded the arrival of Cyclone Gabrielle, all of which required emergency management response and coordination.

2.1.1 Cyclone Hale

On 10 January 2023 Cyclone Hale impacted the North Island east of Auckland and then travelling south. Cyclone Hale caused wide reaching impacts in the North Island the most significant impacts felt in the Tairawhiti region. Tairawhiti declared a State of Local Emergency at 22:00 on 10 January 2023.

Emergency Management Bay of Plenty coordinated deployments to Tairawhiti. These deployments over a two-week period consisted of an initial team of four, followed a week later by a second team of two.

2.1.2 Auckland Anniversary Severe Weather Event

On 27 January 2023, a low-pressure system impacted the North Island resulting in an unprecedented rain fall with Auckland airport recording the highest ever daily rainfall of 245mm, compared to the historic January average rainfall of 71.2mm.

States of Local Emergency were declared in Auckland at 21:30 on 27 January 2023 and in the Waitomo District at 19:30 on 28 January 2023.

Emergency Management Bay of Plenty coordinated deployment of emergency management staff to Auckland with a total of thirteen staff deploying between 28 January 2023 and 14 February 2023.

During this event the Bay of Plenty also experienced impacts as a result of the rainfall. In Rotorua preparations were made for the possible evacuation of Ngongotahā due to the rising river levels. In Tauranga, a number of residential properties were impacted by a slip in Maungatapu and in the Western Bay of Plenty District No4 Road bridge was washed away leaving an estimated thirty properties cut-off and a train derailed in Te Puke.

Emergency Management Bay of Plenty and Local Authorities responded to the impacts experienced across the region, supported by emergency services, and the New Zealand Defence Force. There was no requirement to activate Local Emergency Operations Centres, the Group Emergency Coordination Centre nor was there a requirement to declare a State of Emergency given this event was managed within existing capabilities and did not require the use of emergency powers under the CDEM Act 2002.

2.2 Cyclone Gabrielle Response

On 12 February 2023 the following emergency centres activated in preparation for the arrival of Cyclone Gabrielle.

· Bay of Plenty Group Emergency Coordination Centre

· Tauranga City Local Emergency Operations Centre

· Western Bay of Plenty District Local Emergency Operations Centre

· Whakatāne District Local Emergency Operations Centre

· Ōpōtiki District Local Emergency Operations Centre

The Kawerau District Council and the Rotorua Lakes Council were in monitoring mode ready to support as required.

On 13 February 2023 the impacts of Cyclone Gabrielle were being felt across the Bay of Plenty.

2.2.1 Preparedness Activities

Across the Bay of Plenty communities at risk were identified and precautionary evacuations were undertaken led by emergency services. Marae, Community Led Centres, and Evacuation Centres were stood up to support those evacuated.

Throughout the response the Group Emergency Coordination Centre maintained strong emergency communications with our communities via social media, providing regular updates, preparedness messages and reassurance. This was well received by communities with strong messages of support and appreciation.

2.2.2 States of Emergency

The potential and subsequent impacts across the Bay of Plenty resulted in a number of States of Emergency being declared.

· At 07:35 on 13 February 2023, Ōpōtiki District Council declared a local State of Emergency

· At 15:00 on 13 February 2023, Whakatāne District Council declared a local State of Emergency

· At 19:38 on 13 February 2023, Western Bay of Plenty District Council declared a local State of Emergency

· At 20:00 on 13 February 2023, the Bay of Plenty CDEM Group declared a local State of Emergency for the Bay of Plenty CDEM Group area.

· At 08:30 on 14 February 2023, the Minister of Emergency Management declared a National State of Emergency for Northland, Auckland, Waikato, Bay of Plenty, Tairawhiti and Hawkes Bay.

· On 21 February 2023 the National State of Emergency was extended.

· On 27 February 2023 the National State of Emergency was extended however the Bay of Plenty was no longer covered by this extended declaration.

2.2.3 Emergency Mobile Alert (EMA)

The Group Emergency Coordination Centre utilised the Emergency Mobile Alert system to advise communities in at risk locations to be prepared to evacuate.

· 21:29 on 13 February 2023 – Waihī Beach and Athenree

· 21:44 on 13 February 2023 – Maketū and Little Waihī

· 23:47 on 13 February 2023 – Pukehina

2.2.4 Key Impacts

At the peak of the event, it was estimated that over 6500 customers were without power and there were multiple communication outages. Multiple roads were closed due to slips, local flooding, and trees down. Many roads were still unopened as a result of the preceding Auckland Anniversary severe weather event.

There were no reports of fatalities or injuries. There were no reports of significant impacts to residential dwellings, as a result all evacuees were able to safely return home.

2.2.5 Impacts to other Regions

Cyclone Gabrielle significantly impacted the regions of Northland, Auckland, Waikato, Tairawhiti and Hawkes Bay. The National Emergency Management Agency (NEMA) through the National Coordination Centre led the coordination of emergency management staff and resources in support of response efforts to these impacted regions.

Emergency Management Bay of Plenty coordinated the deployment of emergency management staff from the Bay of Plenty CDEM Group to impacted regions and quickly gained approval from the National Coordination Centre to provide direct support to Tairawhiti CDEM Group and Wairoa District Council. Staff from the Bay of Plenty also deployed into Napier City and Hawkes Bay. Between 16 February 2023 and 17 March 2023, there were a total of 51 Bay of Plenty CDEM staff deployed.

2.2.6 Lessons Learnt

The Bay of Plenty CDEM Group will undertake a review process aimed at identifying the key lessons and actions to be undertaken to ensure continuous improvement.

All Local Emergency Operations Centres and the Group Emergency Coordination Centre will undertake internal reviews to inform their post event reports.

Emergency Management Bay of Plenty will be commissioning an independent review of the Bay of Plenty CDME Group response to inform continuous improvement for future events.

2.2.7 Cyclone Gabrielle Recovery

A National Transition Period is in place covering the Northland, Auckland, Waikato, Tairāwhiti and Hawke's Bay regions and the Tararua, Masterton, Carterton and South Waikato districts.

The Government has established a Cyclone Taskforce headed by Sir Brian Roche. Nationally, Minister Grant Robertson is Minister for Cyclone Recovery and Minister Barbara Edmonds is Associate Minister for Cyclone Recovery. Regionally, Minister Kiri Allan is lead minister for recovery for Tairawhiti and Bay of Plenty.

A new all-of-government Cyclone Recovery Unit within the Department of Prime Minister and Cabinet has been established with Katrina Casey as Chief Executive Officer. The Unit is working alongside the Cyclone Recovery Taskforce and will be responsible for leading and coordinating the Government’s recovery work programme.

The Bay of Plenty is not included in the National Transition Period as the impacts on the Bay of Plenty were within Local Authorities capabilities. While no formal CDEM led recovery phase has been established, Julian Reweti, Principal Advisor Recovery with Emergency Management Bay of Plenty has been appointed the Bay of Plenty CDEM Group Recovery Manager for Cyclone Gabrielle, to provide coordination with the wider national Cyclone Gabrielle recovery framework and to coordinate any support available to and from the Bay of Plenty.

3. Considerations

3.1 Risks and Mitigations

The matters addressed in this report are of a procedural nature and there are no known associated risks.

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

It is noted that Marae across the Bay of Plenty stood up to support those persons evacuated or displaced during the Cyclone Gabrielle event. Reimbursement of welfare costs under Section 33 of the National CDEM Plan 2015 need to be processed with the National Emergency Management Agency.

3.4 Community Engagement

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

3.5 Alignment with Strategic Framework

This report aligns with the requirements of the CDEM Act 2002 and the Bay of Plenty CDEM Group Plan 2018-2023.

3.6 Financial Implications

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

4. Next Steps

A formal review process will be undertaken including an independent review of the Cyclone Gabrielle response by the Bay of Plenty Civil Defence Emergency Management Group.

[1] Coordinating Executive Group Meeting, 25 November 2022

[2] eCoast Draft Final Report for Bay of Plenty Regional Council - Maximum Credible Event Tsunami Inundation Assessment for the Bay of Plenty Region, April 2022

Tonkin & Taylor report for Tauranga City Council – Te Tumu Natural Hazard Assessment – Tsunami, May 2020

Tonkin & Taylor report for Tauranga City Council - Tauranga City-wide Natural Hazards Risk Assessment, April 2020

Tonkin & Taylor report for Tauranga City Council -Tauranga City Tsunami Model - Update of Mauao to Te Tumu Landform, March 2020

GNS Science Letter Report No: CR 2022.111:LR: Questions regarding the use of 2011 GNS Science tsunami modelling for updating tsunami Evacuation Maps for the Bay of Plenty region, 30 September 2022

[3] NIWA draft review for Bay of Plenty Regional Council - eCoast Report + comparison of 2020 Tonkin & Taylor reports for Tauranga City Council