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

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

31 March 2023

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

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

1. Apologies

Resolved

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.

Campbell/Immink

CARRIED

2. Declaration of Conflicts of Interest

None

3. Minutes

Minutes to be Confirmed

3.1

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 16 December 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 - 16 December 2022 as a true and correct record.

Campbell/Denyer

CARRIED

4. Reports

Decisions Required

4.1

Correspondence - Hon Minister McAnulty, Minister of Emergency Management

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, Correspondence - Hon Minister McAnulty, Minister of Emergency Management.

Immink/Kai Fong

CARRIED

4.2

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.

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 22 March 2023.

Denyer/Kai Fong

CARRIED

10:15 am - Mayor David Moore joined the meeting via Zoom

4.3

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.

Item for Staff Follow Up:

· 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.

Resolved

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

Campbell/Kai Fong

CARRIED

4.4

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.

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 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.

Denyer/Immink

CARRIED

4.5

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.

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 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.

Brooks/Immink

CARRIED

4.6

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

This item was circulated under separate cover.

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

Key Points:

· The Bay of Plenty had been designated $200,000 towards a disaster relief fund which had been allocated to the Bay of Plenty CDEM Group for management and distribution across the Bay of Plenty rohe

· Applications were invited from member Local Authorities who had communities impacted by Cyclone Gabrielle; one application had been received from the Western Bay of Plenty District Council

· Highlighted the criteria for the fund as it had been ring-fenced to support those in the Bay of Plenty affected by Cyclone Gabrielle only

· Local Authorities receiving the funds would be required to provide a high-level report on payments made, including the purpose of these payments, within six months of receiving the contribution

· Any money that was not spent needed to be returned to the Crown.

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 Cyclone Gabrielle Disaster Relief Fund.

2. Allocates the amount of $100 000 to the Western Bay of Plenty District Council from the Bay of Plenty CDEM Group – Cyclone Gabrielle Disaster Relief Fund.

3. Re-opens the application process for applications to the Bay of Plenty CDEM Group Cyclone Gabrielle Disaster Relief Fund (remaining amount of $100 000) from member Local Authorities who have communities impacted by Cyclone Gabrielle.

Brooks/Kai Fong

CARRIED

Information Only

4.7

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.

Resolved

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

1. Receives the report, Cyclone Gabrielle Response.

Brooks/Denyer

CARRIED

12:34pm – Councillor Brooks withdrew from the meeting.

4.8	Verbal Update - Director, Emergency Management Bay of Plenty Presentation Emergency Management - Directors Update - Joint Committee Meeting - 2023-03-31: Objective ID A4350482
	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.
	Item for Staff Follow Up: · Staff to continue with the Emergency Management Weekly Updates to Joint Committee members.
	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

4.9

Update - National Emergency Management Agency (NEMA)

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.

Confirmed

Mayor Faylene Tunui

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:	30 June 2023
Report Writer:	Cara Gordon, Principal Advisor, Emergency Management and Theo Ursum, Advisor, Planning
Report Authoriser:	Mark Crowe, Acting Director - Emergency Management Bay of Plenty
Purpose:	For the Joint Committee to approve the Draft CDEM Group Plan for Public Consultation and select a Joint Committee subcommittee for the public hearings.

Bay of Plenty CDEM Group Plan 2023-28 Approval for Public Consultation

Executive Summary

The Bay of Plenty CDEM Group Plan 2018-2023 sets the strategy and direction for the Bay of Plenty CDEM Group over a five-year period.

The draft Bay of Plenty CDEM Group Plan 2023-2028 has been developed and has been endorsed by both the Coordinating Executive Group Local Authorities Subcommittee and the Coordinating Executive Group for public consultation (at their meeting on 28 April 2023 and 02 June 2023 respectively).

A Joint Committee workshop was held on 16 June 2023 to inform the Members of the draft Group Plan and provide Members with an opportunity to feedback on the draft Group Plan.

Approval for the draft Group Plan to go to public consultation is being sought from the Joint Committee. The public consultation (submission and hearing phase) period is scheduled for mid-July to mid-August.

Recommendations

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

1 Receives the report, Bay of Plenty CDEM Group Plan 2023-28 Approval for Public Consultation;

2 Approve the draft Bay of Plenty CDEM Group Plan 2023-2028 for public consultation; and

3 Nominate at least three representatives from the Joint Committee to hear submissions on behalf of the Bay of Plenty CDEM Group.

1. Background

The Draft Bay of Plenty CDEM Group Plan 2023-2028 sets the strategy and direction for the Bay of Plenty CDEM Group over a five-year period.

The Group Plan review was initiated in early 2022 with a series of workshops being undertaken with CDEM Group Members and partner agencies. The focus of the Group Plan development then transitioned to community and Iwi engagement to ensure the Group Plan reflected the needs and requirements of the Group, its partners, and the community.

2. Group Plan Review – Governance Sign Off

Following opportunities for the Coordinating Executive Group Local and Authorities and Coordinating Executive Group to provide feedback, both groups have given their endorsement to the 2023-2028 Draft Bay of Plenty CDEM Group plan to go to public consultation.

A Joint Committee workshop was then held on 16 June 2023 to inform the Members of the draft Group Plan and provide Members with an opportunity to feedback on the draft Group Plan.

The next step involves seeking approval from the Joint Committee to proceed with the public consultation phase.

2.1 Feedback received from Joint Committee workshop 16 June 2023

At the Joint Committee workshop the facilitators informed the members on the draft Bay of Plenty CDEM Group Plan. Discussions were held amongst members with a number of key themes were identified:

1. The importance of not losing sight of “the people” and our communities amongst all the plans/policies.

2. Shifting the tone of the document to tell our Bay of Plenty story, “make it our own and reflect who we are - make it ours!!”

3. Show the knowledge we have gained, impacts endured, and lessons learnt throughout the many responses and recoveries we have experienced in the Bay of Plenty – including the addition of a timeline of emergency events

4. Previous events both in the Bay of Plenty and nationally have shown that we can best support our communities when appropriate emergency management staff, systems, plans, policies, and procedures are in place, and when we ensure roles and responsibilities are clear and understood.

This feedback received has been incorporated into the draft Bay of Plenty Group plan.

Please note that additional images and visuals will be incorporated into the draft Group plan subsequent to the public consultation phase, as part of the graphic design process, prior to the Joint Committee signing off the Draft for Ministerial review in September.

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. 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 CDEM Group Plan work programme and the Group Plan itself.

3.3 Implications for Māori

The Bay of Plenty CDEM Group Plan draft acknowledges the value the Māori worldview brings through the value placed on community ties and connections; understanding natural and social history; enduring perspectives and understandings; and the inter-connectedness of all things.

3.4 Community Engagement

Bay of Plenty CDEM Group Plan review is to conduct the formal phase of community engagement: public consultation. The submissions and hearing process for the Public Consultation is due to begin in July 2023. This will include a one-month period where interested persons can submit on the draft revised Group Plan, followed by a hearing, if requested, in early September 2023.

3.5 Alignment with Strategic Framework

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

3.6 Financial Implications

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

4. Next Steps

4.1 Formal public consultation, Ministerial Review and sign off on Draft Group plan

Public consultation is scheduled for mid-July to mid-August and includes a technical review from the National Emergency Management agency. The submission period will be open for one month as required under Sec 52 (2) of the Civil Defence Emergency Management Act (2002).

The Act also requires, amongst other aspects, that submitters can be heard by the body to which the submissions are made. A hearing is required to be scheduled which includes a hearing panel consisting of the Group, or a subgroup or committee of the Group.

The hearing(s) is scheduled for early September and will require a panel of at least three members of the Joint Committee. The role of the hearing panel will be to:

• hear from the submitters who wish to present their submission,

• deliberate on the points that have been raised in the submissions, and

• make recommendations following deliberations.

The Joint Committee is requested to nominate at least three representatives from the Joint Committee to hear submissions on behalf of the Bay of Plenty CDEM Group.

A detailed project timeline provided below:

DATE	Milestone
28 April	Coordinating Executive Group Local Authorities Subcommittee meeting to endorse draft Group Plan for public consultation. COMPLETE
2 June	Coordinating Executive Group meeting to endorsed draft Group Plan for public consultation. COMPLETE
16 June	Joint Committee Group Plan Workshop – 3 hours COMPLETE
30 June	Joint Committee to: · endorse draft Group Plan for public consultation. · 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 to approve any amendments incorporated into the draft Group plan from the public hearings and approve the Draft Plan for Ministerial review. 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

Attachments

Attachment 1 - 20230620 Bay of Plenty CDEM Group - Draft Group Plan 2023-2028 V2.6 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	30 June 2023
Report Writer:	Stace Tahere, Kaiarahi Maori (Senior Advisor, Maori Planning)
Report Authoriser:	Mark Crowe, Acting Director - Emergency Management Bay of Plenty
Purpose:	Present the Bay of Plenty CDEM Group Annual Plan 2023-2024 for endorsement.

Bay of Plenty Civil Defence Emergency Management Annual Plan 2023/2024

Executive Summary

The DRAFT Bay of Plenty CDEM Group Annual Plan 2023-2024 (the Annual Plan) sets out the Bay of Plenty CDEM Group’s key operational work-streams, projects, and initiatives. The activities are linked to the delivery of the groups strategic objectives as set out in the new for 2023 Draft Bay of Plenty CDEM Group Plan 2023-2028 (the Group Plan).

Recommendations

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

1 Receives the report, Bay of Plenty Civil Defence Emergency Management Annual Plan 2023/2024.

2 Approves the Bay of Plenty Civil Defence Emergency Management Annual Plan 2023/2024.

1. Background

1.1 This Annual Plan is designed to serve as a guide for all Bay of Plenty CDEM Group members in the conduct of their business to collaboratively achieve specific outcomes on behalf of Bay of Plenty communities via the detailing of the key deliverables for the 2023-2024 financial year.

1.2 This Annual Plan is focused on collective activities across the Group and those activities delivered by Emergency Management Bay of Plenty with, or on behalf of councils. This Annual Plan then sits alongside member council Long Term Plans and Annual Plans which detail individual council activities and aligns with the responsibilities under the Bay of Plenty CDEM Partnership Agreement 2019.

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

2. Focus of the Plan

2.1 As this Annual Plan aligns with the 2023/2024 financial year it will operate across both the 2018/2023 and 2023/2028 CDEM Group Plans. Its development has therefore had to strike a balance between reflecting the 2018/2023 Group Plan priorities as our current strategic document, and ensuring we are working towards the new Group Plan when it is approved in December 2023. The priorities of both the current and draft CDEM Group Plans were therefore considered during the development of the 2023/2024 Annual Plan.

The 2023/2024 Annual Plan has been reformatted to align with the 2023/2028 Group Plans five workstreams and their objectives:

• Reduction

• Readiness

• Response

• Recovery

• Monitoring and evaluation

This change was made to allow better alignment of the Annual Plan activities with the Group Plan, and to improve the ability to monitor the Groups delivery of the Group Plan.

2.2 The 2023/2024 Annual Plan also takes a more targeted approach to the activities included in the plan, previous iterations of the Annual Plan have outlined activities that are considered normal business or ‘BAU’. While these activities need to be achieved, they have no measurable outcome. Therefore, for this year’s Annual plan, many of these activities have been relocated into a separate “Annual Deliverables” section.

3. Considerations

3.1 Risks and Mitigations

Risks and mitigations for individual activities within the Annual Plan will be managed by the Activity owner and will be included in the owner’s project planning.

3.2 Climate Change

While Climate Change has not been specifically mentioned in the Annual Plan, it is recognised as a hazard and as such is encompassed in the Bay of Plenty CDEM Groups workstreams on education and mitigation of hazards. The impacts of Climate Change are recognised in the Bay of Plenty hazard Scape Report 2014, which will be reviewed as part of the development of the 2023-2028 Bay of Plenty CDEM Group Plan.

3.3 Implications for Māori

The Bay of Plenty CDEM Group will continue to build relationships and partnership with Māori. This is a significant priority of the Bay of Plenty CDEM Group, which is why the new for 2023 Group Plan outlines a Te Ao Māori approach to Emergency Management which allows the group to work in a collaborative, holistic way. This plan also outlines a number of mechanisms for more effectively engaging iwi in emergency management.

3.4 Community Engagement

The Annual Plan is informed by the community engagement undertaken during the development of the Bay of Plenty CDEM Group Plan and ongoing engagement by emergency management staff at the Group and Local levels.

3.5 Alignment with Strategic Framework

The Annual Plan has been developed with consideration to the Bay of Plenty CDEM Partnership Agreement as well as linking to delivery of strategic objectives as set out in the Bay of Plenty CDEM Group Plan 2023-2028.

3.6 Financial Implications

3.6.1 Current Budget

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

3.6.2 Future Budget

2023-2024 budgets are in the process of being confirmed through Councils Annual Planning process.

4. Next Steps

Bay of Plenty Civil Defence Emergency Management Joint Committee approve the Bay of Plenty Civil Defence Emergency Management Annual Plan 2023/2024 and it be made public and shared on the website and with partner agencies.

Attachments

Attachment 1 - 2023-06-30 - DRAFT BOPCDEMG Group Annual Plan 23-24 - for Joint Committee ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	30 June 2023
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Mark Crowe, Acting Director - Emergency Management Bay of Plenty
Purpose:	To request approval for the appointment and rescindment of Group Controller for the Bay of Plenty Civil Defence Emergency Management Group

Changes to the Bay of Plenty Civil Defence Emergency Management Group Controller

Executive Summary

Section 26(1) of the CDEM Act 2002, requires that the Bay of Plenty CDEM Group must appoint, either by name or by reference to the holder of an office, a suitably qualified and experienced person to be the Group Controller for its area.

The Bay of Plenty CDEM Group Plan 2018-2023 provides for the appointment of the Group Controller by reference to the position of Director, Emergency Management Bay of Plenty. With a recent review of Emergency Management Bay of Plenty office, it is proposed to amend the current approach to Group Controller statutory appointments.

The Bay of Plenty Civil Defence Emergency Management Group Joint Committee is requested to approve the change to appointing process of the Group Controller to be by name rather than reference a position.

The Bay of Plenty Civil Defence Emergency Management Group Joint Committee is also requested to approve the appointment of a new Group Controller and rescind the appointment of the Director of Emergency Management Bay of Plenty as Group Controller.

Recommendations

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

1 Receives the report, Changes to the Bay of Plenty Civil Defence Emergency Management Group Controller;

2 Approves the change to the appointment of Group Controller to by name as set out in the CDEM Act 2002, Section 26(1);

3 Approves the appointment by the Bay of Plenty Civil Defence Emergency Management Group Joint Committee of Mark Crowe, Manager Operations as Group Controller of Bay of Plenty Civil Defence Emergency Management as defined under Section 26(1) of the CDEM Act 2002;

4 Approves the rescindment of Clinton Naude, Director Emergency Management Bay of Plenty as Group Controller of Bay of Plenty Civil Defence Emergency Management.

1. Background

Section 26(1) of the Civil Defence Emergency Management Act 2002 provides for a Civil Defence Emergency Management Group to appoint persons to be a Group Controller Section 26(1) of the CDEM Act 2002, requires that the Bay of Plenty CDEM Group must appoint, either by name or by reference to the holder of an office, a suitably qualified and experienced person to be the Group Controller for its area.

The Bay of Plenty CDEM Group Plan 2018-2023 provides for the appointment of the

Group Controller by reference to the position of Director, Emergency Management

Bay of Plenty.

2. Proposed Change in the Bay of Plenty CDEM Group Controller Model

Following discussions between the Chair of the Bay of Plenty CDEM Coordinating Executive Group, the CEO of the Bay of Plenty Regional Council, and the Director, Emergency Management Bay of Plenty, it was agreed that the role of Group Controller would be separated out from the role of Director, Emergency Management Bay of Plenty.

This change is intended to allow for the role of Director, Emergency Management Bay of Plenty to have a higher strategic focus on CDEM, with the Group Controller operational focus being incorporated into the role of Manager, Operations within Emergency Management Bay of Plenty. Noting that the Manager, Operations currently serves as an appointed alternate Group Controller under section 26(2) of the CDEM Act 2002.

The Bay of Plenty Regional Council has undertaken an administrative review of the positions of Director, Emergency Management Bay of Plenty and Manager, Operations to provide for this proposed change.

3. Considerations

3.1 Risks and Mitigations

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

3.2 Climate Change

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

3.3 Implications for Māori

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

3.4 Community Engagement

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

3.5 Alignment with Strategic Framework

This report addresses the statutory requirements of the Bay of Plenty Civil Defence Emergency Management Group under sections 26(1) of the Civil Defence Emergency Management Act (2002), to appoint a suitably qualified and experienced person to perform the functions and duties and exercise the powers of Group Controller.

3.6 Financial Implications

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

4. Next Steps

Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers will be updated to reflect the appointments/rescindments and published on the Bay of Plenty Civil Defence Emergency Management Group website.

Attachments

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 30 June 2023 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	30 June 2023
Report Writer:	Julian Reweti, Principal Advisor, Recovery
Report Authoriser:	Mark Crowe, Acting Director - Emergency Management Bay of Plenty
Purpose:	The Bay of Plenty Civil Defence Emergency Management (CDEM) Group Joint Committee are required to consider applications to the Bay of Plenty CDEM Group – Cyclone Gabrielle Disaster Relief Fund

Bay of Plenty Civil Defence Emergency Management Group Cyclone Gabrielle Disaster Relief Fund - Application Round 2

Executive Summary

The Bay of Plenty has been designated $200,000 towards a disaster relief fund which has been allocated to the Bay of Plenty CDEM Group for management and distribution across the Bay of Plenty rohe.

Applications were invited from member Local Authorities who have communities impacted by Cyclone Gabrielle.

One initial application was received from the Western Bay of Plenty District Council

that was approved at the Bay of Plenty Joint Committee on 31 March 2023 to the value of $100,000

The Western Bay of Plenty District Council have now assessed further applications made to their Council and now present to the Bay of Plenty Joint Committee for consideration. The value of the second round of applications is $100,000.

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 Cyclone Gabrielle Disaster Relief Fund - Application Round 2; and

2 Approves the allocation of a further amount of $100,000 to the Western Bay of Plenty District Council from the Bay of Plenty CDEM Group – Cyclone Gabrielle Disaster Relief Fund.

1. Background

On 21 February 2023, Hon Kieran McAnulty, Minister of Emergency Management announced further Disaster Relief Funds for communities impacted by Cyclone Gabrielle with funding being provided to Northland, Auckland, Bay of Plenty, Waikato, Tararua District and Wairarapa. The Bay of Plenty has been designated.

$200,000 which has been allocated to the Bay of Plenty CDEM Group for management and distribution across the Bay of Plenty rohe.

After the Bay of Plenty Joint Committee deliberations on the 31st March 2023, the Committee approved the application from the Western Bay of Plenty District Council for $100,000.

The Western Bay of Plenty have now assessed a second round of applications to the fund for $100,000 for the Committee’s consideration.

No other applications have been received from other member local authorities.

2. Disaster Relief Fund

2.1 Purpose

Disaster Relief Funds provide an additional way to help local communities recover from emergencies. Local communities and councils are best placed to know their own needs, so each local authority has discretion in setting its own criteria for how the funds are disbursed. Section 33.5 of the Guide to the National Civil Defence Emergency Management Plan 2015 outlines expectations for the use of Government contributions. This includes an expectation that fund administrators will address not only the needs of affected individuals and families, but also those of community organisations and marae and their associated facilities and infrastructure.

2.2 Criteria

It is important to note that the use of the Cyclone Gabrielle Disaster Relief Fund is subject to eligibility criteria.

• The fund is ring-fenced to support those in the Bay of Plenty affected by Cyclone Gabrielle.

• The fund is intended to support and meet the needs of affected individuals, families, community organisations, small businesses, and marae. Please see Attachment 1, Fact Sheet: Government financial support to local authorities during an emergency – Disaster Relief Fund for examples of how disaster relief funds can be used.

• The fund must not be used for council’s administrative or businesses costs and are not intended to replace other existing funding sources. (Please see attached Fact Sheet: Government financial support to local authorities during an emergency – Disaster Relief Fund for examples of other existing funding sources.)

• The Bay of Plenty CDEM Group will be required to report back on its expenditure, outlining how funds were spent and the rationale, within six months of receiving this fund. Please see Attachment 2, Process for payment of Disaster Relief Fund contributions and reporting on expenditure.

• Any money that is not spent is to be returned to the Crown.

3. Applications

As previously reported to the Committee, all member Local Authorities were invited to submit applications to the Bay of Plenty CDEM Group – Cyclone Gabrielle Disaster Relief Fund to which only the Western Bay of Plenty District Council have made application.

The Western Bay of Plenty District Council has made a second application request to the fund as per letter dated 20 June 2023 from Gary Allis, Deputy Chief Executive, Western Bay of Plenty District Council see Attachment 3. Also attached is the high-level fund application distribution (Attachment 4).

If the request is approved, then this will close the fund from future applications unless monies are not fully expended.

4. Considerations

4.1 Risks and Mitigations

The relevant Local Authority receiving a contribution from the Bay of Plenty CDEM Group – Cyclone Gabrielle Disaster Relief Fund is to ensure that all payments made are in accordance with Section 33.5 of the Guide to the National Civil Defence Emergency Management Plan 2015 which outlines expectations for the use of Government contributions.

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 allocation of funds to impacted Marae/Iwi are considered in the applications from the relevant Local Authority.

4.4 Community Engagement

The allocation of funds to impacted communities are considered in the applications from the relevant Local Authority.

4.5 Alignment with Strategic Framework

This report aligns to the Guide to the National Civil Defence Emergency Management Plan 2015

4.6 Financial Implications

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

5. Next Steps

Any allocations of funding approved by the Bay of Plenty CDEM Group Joint Committee will be transferred to the relevant Local Authority on receipt of an invoice.

The relevant Local Authority will be required to provide a high-level report on payments made, including the purpose of these payments, within six months of receiving the contribution.

Attachments

Attachment 1 - Disaster Relief Funds Factsheet ⇩

Attachment 2 - Bay of Plenty Disaster Relief Fund Letter from National Emergency Management Agency - Process of Payment ⇩

Attachment 3 - 2023-06-20 - Application to the Bay of Plenty Civil Defence Emergency Management Group Cyclone Gabrielle Disaster Relief Fund for $100,000 - FINAL ⇩

Attachment 4 - Status Report Distaser Relief Funding ⇩

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	Deputy Mayor John Scrimgeour (Alternate)
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