Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing:             Friday 15 December 2023, 10:00 am

Venue:                         Tōtara Room, Whakatāne District Council, Ground floor, Commerce Street, Whakatāne and via Zoom (Audio Visual Meeting)

Chairperson:               Mayor Faylene Tunui – Kawerau District Council

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

Members:                    Ōpōtiki District Council (ODC):

Deputy Mayor Shona Browne, observer on behalf of Mayor Moore

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)

WBOPDC

Deputy Mayor John Scrimgeour (Alternate) (via Zoom)

National Emergency Management Agency (NEMA)

Observer Lily Foulds, Regional Emergency Management Advisor

In Attendance:            Emergency Management Bay of Plenty (EMBOP): Clinton Naude – Director; Mark Crowe – Manager, Operations; Theo Ursum – Advisor, Planning; Cara Gordon – Principal Advisor, Emergency Management; Jason Wharewera – Advisor, Capability Development; Kieran Miller – Senior Advisor, Planning; Ben Neave – Advisor, Planning; Andrea Thompson – Executive Assistant; Callum Van De Weyer – Summer Assistant

BOPRC: Cr Lyall Thurston; Fiona McTavish – Deputy Chair of Coordinating Executive Group (CEG) and Chief Executive Officer; Reuben Fraser – General Manager, Regulatory Services (via Zoom); Merinda Pansegrouw – Committee Advisor

ODC: Stace Lewer, Chief Executive

Tauranga City Council (TCC): Marty Grenfell, Chief Executive (Via Zoom)

Other: Paul Hunter - Advisor Risk Reduction, Fire and Emergency New Zealand

Apologies:                  Commission Chair Anne Tolley (TCC), Commissioner Bill Wasley, Alternate (TCC); Mayor Tania Tapsell (RLC); Deputy Mayor Sandra Kai Fong, Alternate (RLC); Mayor David Moore (ODC); Cr Tom Brooks, Alternate (ODC); Deputy Mayor Aaron Rangihika, Alternate (KDC)

Declaration of Public Recording

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

Recording of Meeting:        Civil Defence Emergency Management - Joint Committee Meeting - 15 December 202 (youtube.com)

Opening Karakia

Provided by the Chair, Mayor Faylene Tunui.

1.     Apologies

Resolved

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

1          Accepts the apologies from Commission Chair Anne Tolley, Commissioner Bill Wasley, Mayor Tania Tapsell, Deputy Mayor Sandra Kai Fong, Mayor David Moore, Cr Tom Brooks and Deputy Mayor Aaron Rangihika as tendered at the meeting.

Campbell/Denyer

CARRIED

2.     Declaration of Conflicts of Interest

None declared.

3.     Minutes

Minutes to be Confirmed

3.1

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 29 September 2023

 

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 - 29 September 2023 as a true and correct record.

Denyer/Campbell

CARRIED

 

4.     Reports

Decisions Required

4.1

Bay of Plenty CDEM Group - First Quarter Reporting Schedule 30 June to 30 September 2023

Presented by: Clinton Naude, Director EMBOP.

Key Points:

·       Activities progressed well for the first quarter (30 June to 30 September 2023); activities were mostly on track/completed

·       For local reporting on local work programmes, territorial authorities were welcome to present reports to the Joint Committee via EMBOP

·       Group Training Statistics (KPI 1) – progressed well: clarified that the blue areas on the graph highlighted where further attention would be required to achieve the 60% training goal.

In Response to Questions:

·       Governance overview of training statistics would be useful; local emergency management offices could provide further information to elaborate/clarify the reasons for lagging behind (challenges could range from staff movement/numbers/unavailability due to Long Term Plan commitments)

·       Commended Whakatāne District Council for the appointment of a second Emergency Management Officer

·       Was confident that Group Training Statistics (KPI 1) was on track.

 

Resolved

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

1        Receives the report, Bay of Plenty CDEM Group - First Quarter Reporting Schedule 30 June to 30 September 2023.

Luca/Denyer

CARRIED

 

4.2

Bay of Plenty Civil Defence Emergency Management Group - Controller Statutory Appointment

Tabled Document 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 15 December 2023: Objective ID A4565306   

Presented by: Clinton Naude, Director EMBOP.

Key Points:

·            Tabled an updated Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers

·            Confirmed that the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group had endorsed the appointment of Nassah Rolleston-Steed as Alternate Group Controller at its meeting on 24 November 2023.

 

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 Statutory Appointment;

2.     Approves the appointment of Nassah Rolleston-Steed, Principal Advisor, Policy and Planning, Bay of Plenty Regional Council as Alternate Group Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s26(2) of the CDEM Act 2002.

Campbell/Luca

CARRIED

 

4.3

Bay of Plenty CDEM Group Plan 2023-2028 Development, Ministerial Review Feedback Report

 

Presented by: Clinton Naude, Director EMBOP.

Key Points:

·       The draft Bay of Plenty Civil Defence Emergency Management (CDEM) Group Plan 2023-2028 (the Plan) had been submitted to the office of the Minister for Emergency Management prior to the election in October 2023

·       Following the election and the establishment of the new government in November 2023, the Plan had been referred to the office of the new Minister of Emergency Management and Recovery

·       Expected feedback to be available for the next meeting of the Joint Committee, scheduled for 5 April 2024

·       No risks were associated with the delay as legislation allowed for the continuation of the current Group Plan

·       Since the Plan was scheduled to be adopted in 2024, the Joint Committee would be requested to consider an amendment to the date of the Plan, changing it to the “2024-2029 Group Plan”.

 

Recommendation

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

1.      Notes the verbal update on the current status of the Bay of Plenty CDEM Group Plan 2023-2028 Development, Ministerial Review.

Tunui/Denyer

CARRIED

 

4.4

Bay of Plenty Civil Defence Emergency Management (CDEM) Group Delegations Manual 2023-2028

Presented by: Clinton Naude, Director EMBOP and Cara Gordon, Principal Advisor, Emergency Management.

Key Points:

·       The Delegation Manual was approved at the 29 September 2023 Joint Committee Meeting with one outstanding query regarding the ability to further delegate the appointment/replacement of Controllers/Recovery Managers, with the purpose of speeding up this process during a state of emergency

·       Following legal advice and input received from the National Emergency Management Agency, it had been clarified that legislation only provided for the delegation of power to replace a primary Group Controller/Recovery Manager with appointed alternatives.

Key Points - Members:

·       Concurred that the process to replace Group Controllers/Recovery Managers with a person appointed under subsection 26(2) during a state of emergency should be as easy/quick as possible

·       Supported the principle of delegating the authority to the CDEM Group Chairperson, in consultation with at least two members of the CDEM Group.

 

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 Delegations Manual 2023-2028; and

2.      Approves the Bay of Plenty CDEM Group Delegations Manual 2023-2028.

Denyer/Campbell

CARRIED

 

4.5

Bay of Plenty Civil Defence Emergency Management (CDEM) Group submission on the Emergency Management Bill

Presented by: Clinton Naude, Director EMBOP and Cara Gordon, Principal Advisor, Emergency Management.

Key Points:

·       Updated members on the status of the new Emergency Management Bill that was intended to replace the current CDEM Act 2002; the Bill had passed its first reading in Parliament and was passed to the Select Committee. Public submissions closed on 3 November 2023.

Key Point - Members:

·       Acknowledged that with the recent change of government, potential changes to the Bill/process could be anticipated.

 

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 submission on the Emergency Management Bill, noting that the Emergency Management Bill was currently under review by the new government.

Luca/Campbell

CARRIED

 

4.6

Briefing to the Incoming Minister of Emergency Management and Recovery

Presented by: Clinton Naude, Director EMBOP and Cara Gordon, Principal Advisor, Emergency Management.

Key Points:

·       Hon Mark Mitchell had been sworn in as the Minister of Emergency Management and Recovery

·       In this role, Minister Mitchell would receive a Briefing to the Incoming Minister (BIM) from the National Emergency Management Agency

·       This briefing would be supported by a BIM from the Bay of Plenty CDEM Group that was focused on providing an overview of the Bay of Plenty CDEM Group, its roles and functions.

Key Points - Members:

·       With reference to “Our Story – A history of emergencies” (Page 78 of the Agenda), suggested an amendment to include reference to the 2005 Awatarariki Managed Retreat Programme at Matatā

·       Taking into consideration the significant volume of information provided to incoming ministers, suggested that the BIM be kept as short as possible, focusing on key matters only (excluding generic civil defence topics)

·       BIM to focus on high-level/local information, with the inclusion of an invitation to meet

·       Suggested that the BIM also be shared with local Members of Parliament and local councillors

·       Supported the inclusion of the charts.

In response to Questions:

·       An event was planned for 2024 involving all Bay of Plenty Members of Parliament, to be hosted by the Chair and Deputy Chair of the Joint Committee, similar to the Civil Defence Emergency Management Seminar for Elected Officials held in 2022.

 

 

Resolved

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

1.     Receives the report, Briefing to the Incoming Minister of Emergency Management and Recovery;

2.     Approves the Draft Briefing to the incoming Minister of Emergency Management and Recovery, with the inclusion of the proposed amendments; and

3.     Supported that the Briefing to the incoming Minister of Emergency Management and Recovery be kept brief.

Tunui/Denyer

CARRIED

 

4.7

Bay of Plenty CDEM Group Tsunami Ready Programme Update

Presentation 1 - Tsunami Ready Programme 15.12.2023 PDF: Objective ID A4565302   

Presented by: Clinton Naude, Director, EMBOP and Kieran Miller – Senior Advisor, Planning.

Key Points: Presentation

·            Progress on the tsunami evacuation zone maps, regional tsunami inundation modelling and the tsunami impact assessment

·            Summary of further projects associated with the Tsunami Ready Programme.

Key Points - Members:

·            Emphasised that as part of the tsunami education programme, it would be important to work closely with teachers

·            Stressed the importance of education/preparedness at retirement homes/elderly/people with disabilities

·            Acknowledged that parents might have children in different schools, with some schools not within tsunami evacuation zones. Highlighted the importance of coordination/having a linked plan

·            Emphasised the value of a “joint-up” approach: with having the same warning system for different events, communities needed to understand the appropriate response to the relevant event; communications/messaging therefore needed to be clear

·            Encouraged members of the public to ensure that families had tailormade household emergency plans, co-designed with relevant schools.

In Response to Questions:

·            Supported local adaptation of tsunami maps as it demonstrated local support/buy-in, but would still require use of standardised maps to accommodate tourists/visitors

·            Tsunami evacuation zone maps were released for the Bay of Plenty Region at the beginning of October 2023 – link to maps: Documents: Bay of Plenty Civil Defence (bopcivildefence.govt.nz).

 

Resolved

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

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

2.     Approves the next phase of key projects to be delivered in the Tsunami Readiness Programme as outlined in the report, Bay of Plenty CDEM Group Tsunami Ready Programme Update; and

3.     Commits their respective Local Authorities to leading and/or supporting as identified the key projects to be delivered in the Tsunami Readiness Programme as outlined in the report, Bay of Plenty CDEM Group Tsunami Ready Programme Update.

Campbell/Denyer

CARRIED

 

4.8

Cyclone Gabrielle Disaster Relief Funding Report

Presented by: Clinton Naude, Director, EMBOP.

Key Points:

·            Reminded of the background to the Cyclone Gabrielle Disaster Relief Fund (the Fund): the Bay of Plenty was designated $200K which was allocated to the Bay of Plenty Civil Defence Emergency Management Group for management/distribution across the rohe

·            Following invitations extended to all member Local Authorities impacted by Cyclone Gabrielle, only one application was received from the Western Bay of Plenty District Council (WBOPDC). The full allocation of $200K was accordingly allocated to WBOPDC

·            Purpose of report was for WBOPDC to report on how the $200K contribution from the Fund was distributed and what process was used to determine/allocate the funding.

Key Points - Members:

·       Given the cost of insurance, expressed the view that the concept of a third party insurance for disasters recovery could further be explored by local government

·       In terms of the key role that the Joint Committee played in recovery, and based on past challenges to access retrospective funding, this concern could be raised with the new Minister of Emergency Management and Recovery as part of the process of briefing incoming ministers.

 

Resolved

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

1          Receives the report, Cyclone Gabrielle Disaster Relief Funding Report; and

2          Directs the Director Emergency Management Bay of Plenty to provide a final report to the National Emergency Management Agency on the spending of the Bay of Plenty CDEM Group Cyclone Gabrielle Disaster Relief Fund.

Tunui/Campbell

CARRIED

Information Only

4.9

Presentation: Bay of Plenty CDEM Group Regional Fuel Plan

Presentation 2 - Bay of Plenty CDEM Group Fuel Plan - JC Presentation - 2023-12-15: Objective ID A4565304   

 

Presented by: Mark Crowe - Manager, Operations, EMBOP.

Key Points:

·        Purpose of the Bay of Plenty CDEM Group Fuel Plan was to ensure that critical fuel customers who were providing important community services could maintain fuel supply and continue their work in the event of a fuel supply disruption

·        Plan was developed in consultation with local councils and Lifeline utility agencies via the Bay of Plenty Lifeline Utilities Group

·        Plan highlighted roles/responsibilities of agencies during fuel shortages/mechanisms and processes for managing fuel shortages as well as critical fuel customers in the region and fuel prioritisation during a major fuel disruption

·        At a local authority level, it was recommended that a map/list of major sites potentially requiring generator fuel to support local/regional coordination of re-fuelling critical lifeline utilities and community sites be maintained

·        Encouraged local authorities to undertake a desktop analysis/review of level of readiness of mechanisms/local fuel plans/providers in their respective rohe.

Key Point - Members:

·       Acknowledged the need to ensure at a local authority level, that sufficient fuel sector coordination arrangements/sufficient equipped fuel outlets/action plans were in place in the event of a major disruption to fuel supply.

 

Resolved

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

1          Receives the Presentation: Bay of Plenty CDEM Group Regional Fuel Plan.

Tunui/Campbell

CARRIED

 

4.10

Presentation: Fire and Emergency New Zealand (FENZ): Bay of Plenty Fire Season Outlook

Presentation 3 - Bay of Plenty Wildfire Risk Presentation (1) PDF: Objective ID A4565305   

 

Presented by: Paul Hunter, Advisor Risk Reduction, Fire and Emergency New Zealand (FENZ).

Key Points:

·       Importance of partnerships in fire risk reduction “we are in this together”

·       Collective Strategies: Bay of Plenty Wildfire Response Plan and Bay of Plenty Fire Plan/Ngā Tai ki te Puku

·       Significance of science behind Wildfire Prediction

·       Overview of fire weather (weather data formatted to produce fire weather indices)

·       Bay of Plenty community wildfire risk.

Key Points - Members:

·       Reaffirmed earlier concerns raised regarding fire risk for communities surrounded by forested areas. Spatial planning was critical in this regard

·       Education of communities key in the prevention of fires

·       Acknowledged the value of cross-agency exercises (EMBOP supporting FENZ) and highlighted the importance of a joined-up approach/appropriate messaging/communications.

 

Resolved

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

1          Receives the Presentation: Fire and Emergency New Zealand: Bay of Plenty Fire Season Outlook.

Campbell/Luca

CARRIED

 

4.11

Update - Director, Emergency Management Bay of Plenty

Presented by: Clinton Naude - Director, EMBOP.

Key Points:

·       National Exercise Rū Whenua 2024

o   Tier 4/national exercise under the National Civil Defence Emergency Management Exercise Programme and a national exercise on the Interagency National Exercise Programme, to be led by NEMA

o   The exercise, testing New Zealand’s arrangements for responding to and recovering from a significant Alpine fault earthquake event, would be held over three days:

§  12 June 2024: Phase 1 - Initial impact (functional exercise)

§  26 June 2024: Phase 2 - Sustained response (tabletop exercise)

§  10 July 2024:  Phase 3 - Transition to recovery (tabletop exercise)

o   Bay of Plenty Civil Defence Emergency Management Group invited to participate in the main exercise

o   Was an opportunity to practise/prepare for significant nationwide emergency response requiring coordination and support from across New Zealand.

Key Points - Members:

·       Highlighted the importance of Elected Members familiarising themselves with “AF8” (Alpine Fault magnitude 8), a programme of scientific modelling, coordinated response planning, and community engagement, designed to build resilience to the next Alpine Fault earthquake.

 

Resolved

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

1          Receives the report, Update - Director, Emergency Management Bay of Plenty.

Luca/Tunui

CARRIED

 

4.12

Update - National Emergency Management Agency (NEMA) - December 2023

Presented by: Lily Foulds, Regional Emergency Management Advisor, NEMA.

Key Points - Members:

·       Noted that all parliamentary business, including the Emergency Management Bill, lapsed in September 2023 when Parliament was dissolved with the next Government still to decide whether to reinstate the Bill. Feedback on the reinstatement of the Emergency Management Bill to be provided by NEMA.

 

Resolved

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

1.      Receives the report, Update - National Emergency Management Agency (NEMA) - December 2023.

Denyer/Luca

CARRIED

8.     2023 End of year comments

Key Points - Members:

·       Expressed appreciation to all staff for their dedication/commitment and hard work in keeping the Bay of Plenty’s communities safe

·       Tsunami Research Trip to Japan: thanked Liz Oliver, Advisor. Emergency Management (TCC) and Jo Lynskey, Senior Emergency Management Advisor (WBOPDC) for the relevant/informative presentation and sharing of key learnings from their Japan Tsunami Research Trip with the Whakatāne community

·       Digital connectivity response – East Coast: requested a future update to the Joint Committee in 2024.

Closing Karakia

Provided by Mayor Faylene Tunui.

11:55  – the meeting closed.

 

 

Confirmed                                                                                                                                          

                                                                                                                             Mayor Faylene Tunui

Chairperson, Bay of Plenty Civil Defence Emergency Management Group Joint Committee