Open Minutes
Commencing: Friday 31 March 2023, 10:00 am
Venue: Mataatua Room, Bay of Plenty Regional Council, 5 Quay Street, Whakatane and via Zoom (Audio Visual Meeting)
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 (via Zoom); Cr Tom Brooks (Alternate)
Rotorua Lakes Council (RLC): Deputy Mayor Sandra Kai Fong (Alternate)
Tauranga City Council (TCC): Commission Chair Anne Tolley (via Zoom)
Whakatāne District Council (WDC): Deputy Mayor Lesley Immink (Alternate)
Bay of Plenty Regional Council Toi Moana (BOPRC): Cr Malcolm Campbell; Cr Ron Scott (Alternate)
In Attendance: 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; Cara Gordon – Principal Advisor, Emergency Management; Lisa Glass – Senior Advisor, Communications; Julian Reweti – Principal Advisor - Recovery; Liz Oliver – Senior Advisor, Tsunami Readiness (Seconded); Andrea Thompson – Executive Assistant
ODC: Deputy Mayor Shona Browne (Observer)
WBOPDC: John Holyoake – Chief Executive (via Zoom); Kerrie Little, Operations Manager (via Zoom)
WDC: Mike Avery, Local CDEM Controller
BOPRC: Reuben Fraser – General Manager, Regulatory Services; Merinda Pansegrouw – Committee Advisor
TCC: Barbara Dempsey – General Manager: Community Services (via Zoom);
Other: Anthea Oliver - Operational Policy Manager, Department of Internal Affairs; Dr Sharon Kletchko - Director Clinical Quality Governance Risk & Compliance, Lakes District Health Board(both via Zoom);
Apologies: Mayor Tania Tapsell, Mayor Victor Luca and Mayor David Moore (for early departure),
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 Joint Committee Meeting - 31 March 2023 - YouTube
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Accepts the apologies from Mayor Tania Tapsell, Mayor Victor Luca and Mayor David Moore for early departure as tendered at the meeting. CARRIED |
2. Declaration of Conflicts of Interest
None
Minutes to be Confirmed
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Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 16 December 2022 |
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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 - 16 December 2022 as a true and correct record. CARRIED |
Decisions Required
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Correspondence - Hon Minister McAnulty, Minister of Emergency Management Presented by Clinton Naude, Director, Emergency Management Bay of Plenty. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1. Receives the report, Correspondence - Hon Minister McAnulty, Minister of Emergency Management. CARRIED |
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Bay of Plenty CDEM Group 2022/23 Annual Plan Dashboard as at 22 March 2023 Presented by Clinton Naude, Director, Emergency Management Bay of Plenty. Key Points: · Items for inclusion in the Success Stories Section of the Annual Plan Dashboard were provided by staff from member local authorities as part of the quarterly reporting cycle to Joint Committee meetings via the Bay of Plenty Civil Defence Emergency Management (CDEM) Coordinating Executive Group (CEG) meetings · Purpose of the Dashboard was to provide a timely, high-level overview of progress against the Bay of Plenty CDEM Group 2022/23 Annual Plan; a snapshot of progress made by member local authorities and updates on group office projects · For items of interest not included in the Annual Plan Dashboard, members of the Joint Committee were encouraged to provide reports to Joint Committee via their respective General Managers (Coordinating Executive Group Local Authorities Subcommittees), channelling reports via the CEG, which consisted of Chief Executives, prior to submission to the Joint Committee. This way staff of member local authorities would be able to support their elected representatives. |
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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 22 March 2023. CARRIED |
10:15 am - Mayor David Moore joined the meeting via Zoom
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Confirmation of Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the 2022-2025 Triennium Presented by Clinton Naude, Director, Emergency Management Bay of Plenty, supported by Stace Tahere - Acting Planning Manager. Key Points: · Provided an overview of Section 20 of the Civil Defence Emergency Management (CDEM) Act 2002 which mandated the appointment and functions of the CDEM Coordinating Executive Group (CEG) at the commencement of a new Local Government Triennium · The Bay of Plenty CDEM CEG operated under Terms of Reference approved by the Bay of Plenty CDEM Group Joint Committee · Highlighted the key amendments to the updated terms of reference, which related mainly to membership changes. Key Points - Members: · Noted that staff was currently considering various options relating to the co-opting of iwi representation on the Bay of Plenty CDEM CEG · Acknowledged that it was critical that iwi/hapū groups needed to support the process and democratically appoint their own iwi representatives to the Bay of Plenty CDEM CEG, ensuring that they were satisfied that representatives were mandated to talk on their behalf/for their respective rohe. |
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· Requested that lists of the following Groups be provided to Joint Committee members: o Representatives of the Bay of Plenty CDEM Coordinating Executive Group o Representatives of the Bay of Plenty CDEM Coordinating Executive Group Local Authorities Subcommittee o Emergency management staff across the Bay of Plenty CDEM Group. |
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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 CARRIED |
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Bay of Plenty Civil Defence Emergency Management Group Plan Development 2023/28 Update Presented by: Clinton Naude, Director, Emergency Management Bay of Plenty and Cara Gordon – Principal Advisor, Emergency Management. Key Points: · Progress update on the Bay of Plenty CDEM Group Plan 2023-2028 (Group Plan) review process and updated timelines; highlighted the focus of the Group Plan review as an opportunity for Joint Committee to set the strategy and direction for the Bay of Plenty CDEM Group over the next five-year period · Existing project timelines had 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 · Draft plan was currently being updated following feedback from the Coordinating Executive Group Local Authorities Subcommittee and partner agencies · Joint Committee Group Plan Workshop had been scheduled for 16 June 2023 · Intention to seek endorsement for public consultation from the Joint Committee at its 30 June 2023 meeting. Key Points - Members: · Emphasised that it was of great importance to incorporate learnings from recent events into the draft Group Plan, particularly relating to effective communications (i.e. a Digital Strategy, not having to rely on electricity/cell phone networks only) · Was important to consider appropriate support for disability groups/schools · Supported a future meeting with the Minister/Members of Parliament to ensure all steps would be taken to address any challenges relating to red-tape/bureaucracy negatively impacting response/recovery. Noted that once the Draft Emergency Management Bill had been released to the public for comment, it would allow the Bay of Plenty CDEM Group to develop a submission to ensure the region’s voice/frustrations were heard. This would also be an appropriate time/opportunity to meet with the Minister to raise concerns · Acknowledged that several reforms/legislative changes were concurrently taking place; noted that the Bay of Plenty CDEM Group as a Joint Committee could develop a collective submission as well as individual councils submissions · Encouraged elected representatives on the Joint Committee to ensure that they were well connected with their respective council leadership and staff members to ensure effective liaison and communication on CDEM matters - being connected would enable better/more effective service delivery · Suggested that when meeting with local members of parliament, the focus should be on “active communication” rather than “engagement” · Stressed that strategy and direction should ultimately lead to action plans. Key Points - Staff: · Acknowledged points raised by members for incorporating into the draft Group Plan as the Group’s strategic document setting the direction for the next five years (i.e. role of communication to enable response capability/policy direction on physical strategy for resilient communication) · In the shorter term confirmed that it was standard practice for staff to debrief/review all events retrospectively with the goal of identifying lessons learnt and incorporating these in response plans/operational processes as a matter of priority. |
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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. 2. Directs staff to consider the lessons learnt from recent events through incorporation thereof into the development of the draft Group Plan 2023/28 3. Invites the Minister of Emergency Management/Local Members of Parliament to attend a future meeting with the BOP CDEM Group Joint Committee to share views/concerns regarding the impending legislative changes once the Draft Emergency Management Bill had been released. CARRIED |
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Bay of Plenty Civil Defence Emergency Management Group Tsunami Ready Programme Update Introduced by Clinton Naude, Director, Emergency Management Bay of Plenty, presented by Liz Oliver – Senior Advisor, Tsunami Readiness (Seconded), supported by Stace Tahere - Acting Planning Manager. Key Point: · Aim of the programme was 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. Key Point - Members: · Noted that the operational requirements/practical/infrastructure arrangements relating to the readiness for receiving communities formed part of councils’ individual response planning documents · Reminded of the importance of emergency management staff to take the necessary proactive steps to have plans in place for their own families since they would be involved in the response during an event. Key Points - Staff: · The Tsunami Ready Programme scope would not include direct community engagement by the Senior Advisor, Tsunami Readiness: this work would be conducted by Local Authorities through community resilience and engagement programmes already in place · As a next phase of the Tsunami Ready Programme, tsunami threats for lakes would be investigated. |
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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. CARRIED |
Information Only
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Cyclone Gabrielle Response Tabled Document 1 - Role of Elected Members in Recovery: Objective ID A4341563 ⇨ Presented by: Clinton Naude, Director, Emergency Management Bay of Plenty, supported by Julian Reweti – Principal Advisor, Recovery. Key Points: · Cyclone Gabrielle had 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 · By means of an ARCGIS Story map provided a summary of the Cyclone Gabrielle response as undertaken by the Bay of Plenty Civil Defence Emergency Management (CDEM) Group · A number of severe weather events preceded the arrival of Cyclone Gabrielle, all of which required emergency management response and coordination: Cyclone Hale on 10 January 2023 and Auckland Anniversary Weekend Severe Weather Event · Highlighted key impacts and issues · 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 communities via social media, providing regular updates, preparedness messages and reassurance. This was well received by communities with strong messages of support and appreciation · In terms of lessons learnt, a formal review process would be undertaken including an independent review of the Cyclone Gabrielle response by the Bay of Plenty CDEM Group · Julian Reweti – Principal Advisor, Recovery with Emergency Management Bay of Plenty had been appointed the Bay of Plenty CDEM Group Recovery Manager for Cyclone Gabrielle and provided coordination with the wider national Cyclone Gabrielle recovery framework and coordinated support available to and from the Bay of Plenty.
· Key Points - Members:
· Commended CDEM staff for the sterling response during the severe weather events preceding the arrival of Cyclone Gabrielle and during Cyclone Gabrielle · National Government had established a Cyclone Gabrielle Recovery Taskforce headed by Sir Brian Roche. Commission Chair Anne Tolley had been appointed as a member and would liaise with Director, Emergency Management Bay of Plenty to share learnings · Expressed empathy with Gisborne District Council Mayor Rehette Stoltz and the challenges the Tairāwhiti region was currently battling with. Supported a plea to urgently address the black spot in the weather radar in the Tairāwhiti region · Highlighted the importance of back-up power/water purification facilities as part of response plans. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1. Receives the report, Cyclone Gabrielle Response. CARRIED |
12:34pm – Councillor Brooks withdrew from the meeting.
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Verbal Update - Director, Emergency Management Bay of Plenty Presentation Emergency Management - Directors Update - Joint Committee Meeting - 2023-03-31: Objective ID A4350482 ⇨ |
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Presented by: Clinton Naude, Director, Emergency Management Bay of Plenty. Key Points: · Saturday 25 February 2023 a tornado impacted Waihi Beach; roofs were ripped of houses, walls were damaged and power lines down, with power outages to 2487 properties · Earthquake Swarm in Kawerau District: Saturday, 18 March 2023, the Eastern Bay of Plenty was subjected to an earthquake swarm centered in the Kawerau District. While not large in terms of magnitude, earthquakes were shallow and very frequent resulting in damage to stocks in supermarkets, household contents, slips and a huge cause of stress for the community. Geonet reported 365 earthquakes on the Saturday alone. As of 9:00am 22 March 2023, 922 earthquakes had been recorded in the swarm that began in Kawerau on Saturday · Whakaari Trial: the criminal trial by WorkSafe New Zealand had been planned for Monday 10 July 2023 and scheduled for a period of 16 weeks. The Court had determined that the trial would be heard in Auckland but was considering providing a venue in Whakatāne for remote viewing of the trial to the local community · Parliament recently enacted the Severe Weather Emergency Legislation Bill. In addition, the Severe Weather Emergency Recovery Legislation Bill, the second Bill in response to the heavy rain events in the upper North Island and Cyclones Hale and Gabrielle in January and February 2023, was being considered. The Bill’s main purpose would be to assist communities with accelerated recovery. Key Points - Members: · Expressed unease with the current classification used by GNS Science to determine a category “mild” or “weak” earthquake. Irrespective of being classified as either a “mild” or “weak” earthquake, both from an emotional or insurance point of view, the earthquake swarms continued to cause damage and impacted negatively on vulnerable communities · Noted the distribution of the Bay of Plenty Civil Defence Emergency Management Group Acronym List. |
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· Staff to continue with the Emergency Management Weekly Updates to Joint Committee members. |
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Resolved That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1. Receives the verbal update by the Director, Emergency Management Bay of Plenty. Immink/Tunui CARRIED |
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Update - National Emergency Management Agency (NEMA) |
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Resolved That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1. Receives the Update - National Emergency Management Agency (NEMA). Kai Fong/Campbell CARRIED |
12:47pm – the meeting closed.
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Chairperson, Bay of Plenty Civil Defence Emergency
Management Group Joint Committee