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

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

15 December 2023

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



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	5 April 2024
Report Writer:	Clinton Naude, Director, Emergency Management Bay of Plenty
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	Advise of the appointment of Chair and Deputy Chair to the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the remainder of the 2022 - 2025 Triennium

Appointment of the Chair and Deputy Chair to the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the remainder of 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 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, Appointment of the Chair and Deputy Chair to the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the remainder of the 2022 - 2025 Triennium.

2 Acknowledges the appointment of Fiona McTavish, Chief Executive Officer, Bay of Plenty Regional Council Toi Moana as Chair and Marty Grenfell, Chief Executive Officer, Tauranga City Council, as Deputy Chair of the Bay of Plenty Civil Defence Emergency Management Coordinating Executive Group for the remainder of the 2022 - 2025 Triennium.

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

Russell George, Chief Executive Officer, Kawerau District Council served as Chair of the Bay of Plenty CDEM CEG until the end of his contract as Chief Executive Officer effective 31 October 2023.

The Bay of Plenty Chief Executive’s Forum subsequently appointed Fiona McTavish, Chief Executive Officer, Bay of Plenty Regional Council Toi Moana as Chair of the Bay of Plenty CDEM CEG for the remainder of the 2022 - 2025 Triennium.

3. Appointment of Deputy Chair to the Bay of Plenty CDEM Coordinating Executive Group

Since Fiona McTavish, Chief Executive Officer, Bay of Plenty Regional Council Toi Moana was serving as the Deputy Chair of the Bay of Plenty CDEM CEG until appointment to the role of Chair, the Bay of Plenty CDEM CEG, at its meeting held on 1 March 2024, elected Marty Grenfell, Chief Executive, Tauranga City Council, as Deputy Chair of CEG.

4. Considerations

4.1 Risks and Mitigations

There are no significant risks associated with this matter.

4.2 Climate Change

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

4.3 Implications for Māori

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

4.4 Community Engagement

Engagement with the community is not required as the matter is of a procedural nature.

4.5 Alignment with Strategic Framework

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

4.6 Financial Implications

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



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	5 April 2024
Report Writer:	Julian Reweti, Principal Advisor, Recovery
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To present the review findings highlighting the key outcomes, challenges, and lessons learnt as part of the recovery from the Whakaari White Island eruption that occurred on 9 December 2019.

Review of the Whakaari White Island Eruption Recovery

Executive Summary

Connecting People Ltd (Sandra James), supported by Simplexity (Jane Rollin), were commissioned to undertake the Whakaari / White Island Eruption Recovery review.

Recovery from the Whakaari/White Island eruption in December 2019 was assessed by the reviewers as effective and consistent with legislation and the guidance provided by the National Emergency Management Agency, and in accordance with the Bay of Plenty CDEM Group Plan.

The review findings identify a number of learnings that would assist in improving future recovery governance, management and operations.

Recommendations

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

1 Receives the report, Review of the Whakaari White Island Eruption Recovery.

1. Background

On the 9th of December 2019, Whakaari / White Island erupted while 47 people were on the island, resulting in a number of people losing their lives or receiving life changing injuries. The event has had multiple effects on the Whakatāne community as well as the national and international victims, their friends and families.

The Bay of Plenty Civil Defence Emergency Management (CDEM) Group Recovery Manager was responsible for leading recovery and was supported by the Whakaari/White Island Recovery Leader’s Group (the Leader’s Group) at the time.

The Whakaari / White Island Recovery Leaders Group identified a key objective to undertake a review on the recovery approach taken and outcomes achieved to date with key learnings identified. Members agreed for a need for a recovery review to identify key outcomes, challenges and lessons identified. Focus on Lessons learnt as a part of the recovery to provide an opportunity to review Emergency Management Recovery plans to ensure learnings are incorporated into future recovery approaches.

2. Scope of Review

2.1 Recovery Period Timeline

The scope of the review period included actions carried out from 20 December 2019 (the date of handover of response to recovery) to 14 January 2022 (the date when the “Whakaari / White Island – Transition Plan was authorised by the Director, Emergency Management Bay of Plenty.

2.1.1 Key Focus Areas

The following outlines the key components required to be covered by the review:

• Governance and Leadership

• Inter-agency interface and coordination

• Communication, Information, and confidentiality

• Iwi relationship, interface, and processes

• Recovery funders and funding

• Recovery planning and operations

• Commemorations and community events

• Recovery exit

• Lessons identified

3. Review Process

3.1 Reviewer

Connecting People Ltd (Sandra James), supported by Simplexity (Jane Rollin) were commissioned to undertake the Whakaari / White Island Eruption Recovery review.

3.2 Review Process

The approach used in the review of the Whakaari / White Island eruption was to interview representatives from stakeholder and agency personnel involved in the recovery, or that had key roles in the Bay of Plenty CDEM Group. In addition, key recovery documents were reviewed.

The information gathered from the interviews and document review were used to compare the recovery arrangements for the Whakaari/White Island eruption with legislated requirements, guidance, and best practice to identify those aspects that worked well, as well as those aspects where it is judged there are opportunities for future recovery activity.

Direct quotes from those interviewed are included in the reviewer’s report.

3.2.1 Challenges during review process

The reviewers identified a number of challenges during the review process. These included ongoing Worksafe, Police and Coronial inquiries at that time and a number of people changing out of recovery or leaving organisations, and Covid-19 refocussing efforts.

4. Challenges and risksConsiderations

4.1 Risks and Mitigations

4.2 Climate Change

The matters addressed in this report focus on recovery learnings and there is no need to consider climate change impacts.

4.3 Implications for Māori

The matters addressed in this report are initially to present the report for discussion. Following reports detailing actions and potential work programmes will .be required to consider implications for Māori. The review highlights significant matters for Māori/Iwi that will need to be considered and addressed.

4.4 Community Engagement

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

However, further engagement with Iwi for ongoing wider recovery planning and readiness is considered necessary.

4.5 Alignment with Strategic Framework

The review aligns with the Civil Defence Emergency Management Act (2002) and National Emergency Management’s Recovery guidelines.

4.6 Financial Implications

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

5. Next Steps

The Bay of Plenty CDEM Coordinating Executive Group has authorised a Whakaari / White Island recovery review action plan to be developed to address the key learnings and manage risks identified by the “Review of the Whakaari / White Island Eruption Recovery Report”.

Attachments

Attachment 1 - 2024-04-05 Joint Committee Appendix 1 Whakaari White Island Recovery Review FINAL 19032024 pdf version ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	5 April 2024
Report Writer:	Graeme Howard, Corporate Planning Lead
Report Authoriser:	Reuben Fraser, General Manager, Regulatory Services
Purpose:	Requests the JC confirm Regional Safety and Rescue Services Funding allocations for the three year period 2022-2024.

Regional Safety and Rescue Services Funding - 2024/25 to 2026/27

Executive Summary

This paper sets out the recommendations from the Regional Safety and Rescue Services (RSRS) Coordinating Executive Group Subcommittee (CEG-SC) following their meeting on 14 March 2024. This meeting was held to consider and allocate funding for applications to the RSRS Fund. The funding will apply for the three year period from 2024/25 to 2026/27.

Funding applications have been received from:

· Surf Life Saving NZ (excl. Tauranga)

· Royal New Zealand Coastguard

· Rotorua Mountain Bike Club

· New Zealand Land Search and Rescue

· Youth Search and Rescue

The RSRS CEG-SC recommends allocating the current funding budgeted of $400,000 per annum to the five applicants. The RSRS CEG-SC also recommends the Regional Council consider increasing the funding budgeted through the Long Term Plan 2024-2034 to support the applicants to deliver RSRS in the Bay of Plenty.

Recommendations

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

1 Receives the report, Regional Safety and Rescue Services Funding - 2024/25 to 2026/27.

2 Confirms the RSRS funding allocation of the current budget of $400,000 in the BOPRC draft Long Term Plan, specifically:

(a) Surf Life Saving NZ excl. Tauranga (SLSNZ), allocate funding of $250,000 per annum for 2024/25, 2025/26 and 2026/27.

(b) Royal New Zealand Coastguard (Coastguard), allocate funding of $71,500 per annum for 2024/25, 2025/26 and 2026/27.

(d) New Zealand Land Search and Rescue (LandSAR), allocate funding of $20,000 per annum for 2024/25, 2025/26 and 2026/27.

3 Recommend the Youth Search and Rescue (YSAR) application is:

(a) transferred for consideration though the BOPRC Community Initiatives Fund (CIF) in the LTP 2024-2034

(b) If YSAR are unsuccessful under CIF, recommend YSAR is allocated RSRS funding of $8000 per annum, with each of the other four RSRS funding recipients having their funding reduced by $2000 per annum.

4 Recommends to the Bay of Plenty Regional Council that it include additional funding for RSRS through the Long Term Plan 2024-2034, based on inflation being applied to the original RSRS funding of $400,000, starting in 2022/23 as set out in Table 1 of this report.

Note: Inflation values may be adjusted based on BOPRC inflation value updates through the finalisation of the LTP 2024.

1. Background

Through the Bay of Plenty Regional Council (BOPRC) Long Term Plan (LTP) 2021-2031, the Regional Safety and Rescue Services (RSRS) fund was established to enable a centralised approach to fund RSRS services in the Bay of Plenty Region.

Following a request by BOPRC, the Civil Defence Emergency Management Group (CDEMG) Joint Committee (JC) confirmed that RSRS funding will be:

· Overseen by CDEMG and,

· Considered by a sub-committee of the Coordinating Executive Group (CEG) who will make recommendations to the Joint Committee on funding applications received.

The first RSRS funding round was held in early 2022, five applications were received, and the available funding was allocated by CDEMG for 2022/23 and 2023/24. A request for additional funding was made by CDEMG in 2022 to the BOPRC Annual Plan 2022/23, BOPRC confirmed funding levels remained at $400,000 per annum.

In 2023, a review of the RSRS fund was carried out and provided to CDEMG. Through this review, CDEMG recommended to Regional Council an increase in RSRS funding in line with inflation. In developing the draft LTP 2024-2034, BOPRC considered the level of funding for RSRS. The guidance provided was for RSRS funding to remain at $400,000 per annum. This is funded via a targeted rate.

2. RSRS funding for period, 1 July 2024 to 30 June 2027

The RSRS fund opened for the three-year funding period, 1 July 2024 to 30 June 2027, on 5 February and closed on the 23 February 2024 with an available budget of $400,000 per annum.

In total, five applications were received with the total funding applied for exceeding the BOPRC 2024-2034 LTP budget. The five applicants are identical to those who applied and received funding through the previous funding round in 2022.

3. Summary RSRS funding allocations 2024

The Regional Safety and Rescue Services Coordinating Executive Group Subcommittee (CEG-SC) met on 14 March 2024 to consider the five funding applications and make recommendations to the JC regarding the allocation of funds.

Table 1 below sets out the funding requested, the CEG-SC recommended funding allocation for the current budget, and also funding allocation should funding be increased in line with inflation.

The additional funding is based on inflation being applied to the original RSRS funding of $400,000, starting in 2022/23. Note: Inflation values below are estimates and may be adjusted based on BOPRC inflation value updates through the finalisation of the LTP 2024.

Table 1: RSRS 2024 funding round summary

	2024 RSRS funding round (3 years)
Application	RSRS Funding applications			CDEM-SC allocation of budgeted funding			CDEM - SC additional funding recommended - inflation cost estimate.
	RSRS Funding applications			CDEM-SC allocation of budgeted funding
	2024/25	2025/26	2026/27	2024/25	2025/26	2026/27	2024/25	2025/26	2026/27
Funding Applications
Surf Lifesaving NZ (Excl. Tauranga)	$496,920	$539,243	$579,256	$250,000	$250,000	$250,000	$56,875	$62,500	$70,000
Coastguard	$200,000	$200,000	$200,000	$71,500	$71,500	$71,500	$16,266	$17,875	$20,020
Rotorua Mountain Bike Club	$69,000	$80,000	$80,000	$58,500	$58,500	$58,500	$13,309	$14,625	$16,380
Land Search and Rescue	$33,000	$33,000	$33,000	$20,000	$20,000	$20,000	$4,550	$5,000	$5,600
Youth Search and Rescue*	$8,000	$8,000	$8,000	$0	$0	$0	$0	$0	$0
Total Costs	$806,920	$860,243	$900,256	$400,000	$400,000	$400,000	$91,000	$100,000	$112,000

Funding Available
RSRS Budget – Target Rate funded	$400,000	$400,000	$400,000	$400,000	$400,000	$400,000
Total Funding available	$400,000	$400,000	$400,000	$400,000	$400,000	$400,000

Balance	-$406,920	-$460,243	-$500,256	$0	$0	$0	-$91,000	-$100,000	-$112,000

*CEG-SC recommend that the Youth Search and Rescue application is transferred for consideration under the BOPRC Community initiatives Fund though the LTP 2024-2034, if unsuccessful, CEG-SC recommends that this application receive RSRS funding of $8000 per annum, with each of the four RSRS funding recipients having their funding reduced by $2000 per annum.

3.1 Previous RSRS funding allocations

For illustrative purposes, the table below shows the funding applications, and funding allocation from the previous funding round in 2022.

		2022 funding round (2 years)
Application		RSRS Funding applied for		CDEM-JC Funding Allocation
Application	2021/22	2022/23	2023/24	2022/23	2023/24
Funding Applications
Surf Lifesaving NZ (Excl. Tauranga)	$292,000	$349,738	$358,754	$327,000	$333,000
Coastguard		$100,000	$100,000	$20,000	$20,000
Rotorua Mountain Bike Club		$80,000	$80,000	$80,000	$80,000
Land Search and Rescue		$30,000	$30,000	$20,000	$20,000
Youth Search and Rescue		$96,500	$120,000	$4,000	$4,000
Total Costs	$292,000	$656,238	$688,754	$451,000	$457,000

Funding
RSRS Budget – Target Rate funded	$400,000	$400,000	$400,000	$400,000	$400,000
RSRS Reserve	$0	$54,000	$54,000	$51,000	$57,000
Total Funding allocated	$292,000	$454,000	$454,000	$451,000	$457,000

TR reserve balance	$108,000	-$148,238	-$288,754	$57,000	$0

During the previous funding round in 2022, reserve funding of $108,000 was available from the previous year. This reserve was fully allocated by CDEMG over the 2022/23 and 2023/24 years.

4. Summary of Funding applications and Recommendations

Prior to the CEG-SC meeting on 14 March, applications were reviewed by BOPRC staff, and a summary of each application was provided to the CEG-SC to support their discussions. This information is included as Appendix 1.

Overall, the applications were well prepared and provided evidence to support the applications. Larger organisations such as SLSNZ and Coastguard provided greater detail in their applications. However, all applications showed alignment to the objectives of the RSRS Fund and a history of service delivery that gave confidence in the organisations’ ability to deliver the services set out in their applications.

A summary of each of the five funding applications and CEG-SC recommendations are outlined below. Further detail on each application is included as Appendix 1.

4.1 Surf Lifesaving NZ (SLSNZ) Excl. Tauranga

SLSNZ are seeking funding to continue the Paid Lifeguard Services at locations across the BOP. This application excludes the five Tauranga beach locations as these are funded directly by Tauranga City Council. SLSNZ provided details for a more comprehensive evidence-based service, as well as service focused on core service delivery similar to what is currently provided. Details are provided in the table below:

Service seeking funding

Where Service is provided (Council area)

Funding Requested

When are services provided

Lifeguard Supervision programme across the BOP region

Region Wide

2024/25: $60,000

2025/26: $63,000

2026/27: $63,150

All year

Paid Lifeguard Service at specific BOP beaches (excl. Tauranga)

WBOPDC

· Waihi Beach

· Island View

· Bowentown

· Maketu Beach

· Pukehina Beach

WDC

· Ōhope Beach

· Ōhope Campground

ODC

· ODC Beaches

Evidence based.

2024/25: $436,920

2025/26: $476,243

2026/27: $516,106

Core service delivery

2024/25: $382,790

2025/26: $417,741

2026/27: $457,792

Services are provided over the summer months; dates vary per beach.

4.1.1 Assessment summary

This was a strong application supported by clear evidence and budgets of the services provided and the demands for services. A number of Councils across the region have supported surf lifesaving services for a number of years and built up a strong understanding of the benefits the service provides to the community.

4.1.2 CEG-SC – Funding Allocation recommendations

Recommend that SLSNZ are allocated $250,000 per annum of the available budget.

Recommend that BOPRC include additional RSRS funding for SLSNZ in the BOPRC Long term Plan 2024-2034 as identified in Table 1 of this report.

4.2 Royal New Zealand Coastguard (Coastguard)

Coastguard are seeking $200,000 per annum for three years to support the service delivery of seven Coastguard units across the Bay of Plenty. Units are: Maketu, Ōpōtiki, Rotorua Lakes, Tauranga, Waihau Bay (Communications unit only), Whakatāne, Waihi Beach.

Funding would be split evenly across two areas as summarised in the table below.

Service seeking funding

Where Service is provided (Council area)

Funding requested

When are services provided

Unit operational costs, particularly fuel, repairs, and maintenance costs

Region wide

2024/25: $100,000

2025/26: $100,000

2026/27: $100,000

All year round - 24/7, 365 days a year

Costs associated with coordination of regional marine search and rescue services and volunteer support costs

Region wide

2024/25: $100,000

2025/26: $100,000

2026/27: $100,000

Costs associated with coordination of regional marine search and rescue services and volunteer support costs

4.2.1 Assessment summary

Allocating funding to Coast Guard will directly support the delivery of an RSRS service that extends across the region. There is a demonstrated need for the service which is shown by the existing levels of service use.

4.2.2 CEG-SC – Funding Allocation recommendations

Recommend that Coastguard are allocated $71,500 per annum of the available budget.

Recommend that BOPRC include additional RSRS funding for Coastguard in the BOPRC Long term Plan 2024-2034 as identified in Table 1 of this report.

4.3 Rotorua Mountain Bike Club Incorporated (RMTBC)

RMTBC are seeking $69,000 in 2024/25 and $80,000 in the following two years to fund contractors, Peak Safety Ltd, to provide the professional medics who operate the First Response Unit (FRU) that operates in the Whakarewarewa Forest in the Rotorua Lakes District.

The total cost of the service is approximately $144,000 per annum. In 2022, the RSRS Fund allocated $80,000 per annum to support the service for 2022/23 and 2023/24.

Service seeking funding

Where Service is provided (Council area)

Funding requested

When are services provided

Rotorua Mountain Bike Club First Response Service

Rotorua Lakes Council

2024/25: $69,000

2025/26: $80,000

2026/27: $80,000

All year round. Seven days a week.

4.3.1 Assessment summary

Allocating funding to RMTBC will directly support the delivery of a localised RSRS service. There is a demonstrated need for the service which is shown by the existing levels of service use. The service coordinates effectively with St Johns and appears to provide a more responsive and more cost-effective option than alternatives (e.g. St Johns) due to the local specialised knowledge of the medics.

4.3.2 CEG-SC – Funding Allocation recommendations

Recommend that RMTBC are allocated $58,500 per annum of the available budget.

Recommend that BOPRC include additional RSRS funding for RMTBC in the BOPRC Long term Plan 2024-2034 as identified in Table 1 of this report.

4.4 Land Search and Rescue (LandSAR)

LandSAR are seeking $33,000 per annum for three years to support the service delivery of seven Coastguard units across the Bay of Plenty. Funding would be allocated to support the following units; Search & Rescue Rotorua Inc, Tauranga Land Search and Rescue Inc, Whakatāne Land Search and Rescue Inc.

In 2022, the RSRS Fund allocated $20,000 per annum to support the service for 2022/23 and 2023/24.

Service seeking funding	Where Service is provided (Council area)	Funding requested	When are services provided
Search & Rescue Rotorua Inc.	Lakes District Council	2024/25: $11,000 2025/26: $11,000 2026/27: $11,000	All year round
Tauranga Land Search and Rescue Inc.	Tauranga District Council	2024/25: $11,000 2025/26: $11,000 2026/27: $11,000	All year round
Whakatane Land Search and Rescue Inc.	Whakatane District Council	2024/25: $11,000 2025/26: $11,000 2026/27: $11,000	All year round

4.4.1 Assessment summary

Allocating funding to LandSAR will directly support the delivery of a RSRS service that extends across the region. There is a demonstrated need for the service which is shown by the existing levels of service use.

4.4.2 CEG-SC – Funding Allocation recommendations

Recommend that LandSAR are allocated $20,000 per annum of the available budget.

Recommend that BOPRC include additional RSRS funding for LandSAR in the BOPRC Long term Plan 2024-2034 as identified in Table 1 of this report.

4.5 Youth Search and Rescue

YSAR are seeking $8,000 per annum for three years as a contribution to the costs for supporting the development of trained Search and Rescue (SAR) and Emergency Management volunteers.

In 2022, the RSRS Fund allocated $4,000 per annum to support the service for 2022/23 and 2023/24.

Service seeking funding	Where Service is provided (Council area)	Cost to fund	Funding requested	When are services provided
Training Costs	Region Wide	2024/25: $29,160 2025/26: $30,180 2026/27: $31,236	2024/25: $8,000 2025/26: $8,000 2026/27: $8,000	N/A
Branch Support Coordinators Regional coordinator This follows our model of one branch support/coordinator for every four branches, with an annual budget of $25k, including vehicle expenses.	Region Wide	2024/25: $20,000 2025/26: $20,000 2026/27: $20,000		N/A
Operating Costs	Region Wide	2024/25: $76,044 2025/26: $78,705 2026/27: $81,460		N/A

4.5.1 Assessment summary

The work that is planned to be delivered by YSAR under this application is an important way to build the number, capability, diversity of volunteers available to support emergency management and search and rescue services across the BOP.

However, YSAR are not responsible for direct delivery of RSRS services to the community. As a result, the application does not fully meet the eligibility criteria for the RSRS fund. As such it may be appropriate to shift this application into the Community Initiatives Fund that BOPRC runs through the LTP process.

4.5.2 CEG-SC – Funding Allocation recommendations

Recommend this application is transferred for consideration under the BOPRC Community Initiatives Fund (CIF) as part of the LTP 2024-2034 due to not fully meeting the RSRS funding criteria. If unsuccessful under CIF, CEG-SC recommends that this application receives RSRS funding of $8000 per annum, with each of the other four RSRS funding recipients having their funding reduced by $2000 per annum.

5. Considerations

5.1 Risks and Mitigations

Centralised funding of RSRS services is intended to help support service providers to deliver services to the community in a more efficient way. If the RSRS funding allocation does not proceed, there is a risk that the level of service provided to the community for services such as Surf Lifesaving may be reduced and/or the cost of supporting those services may revert to individual District and City Councils.

5.2 Climate Change

There are no specific Climate Change implications as a result of this report.

5.3 Implications for Māori

Māori receive the same benefits of RSRS services as the rest of the community, there are no specific implications for Māori as a result of this report.

5.4 Community Engagement

The approach for funding RSRS services has been developed following consultation with the community across the BOP including feedback from the general public, Councils and Service Providers and Councils.

5.5 Alignment with Strategic Framework

Funding providers of Regional Safety and Rescue Services supports community wellbeing through supporting a number of vital safety and rescue services to local people in our community, and visitors to our region.

5.6 Financial Implications

This paper requests that the Joint Committee confirms the allocation of funding for RSRS that is currently budgeted for through the draft BOPRC LTP 2024-2034.

It also requests the JC consider recommending to BOPRC an increase in the budget for RSRS funding as part of the BOPRC LTP 2024-2034. Any increase in funding would be expected to be funded via an increase in the RSRS Targeted Rate.

6. Next Steps

Subject to Joint Committee confirming the recommendations set out in this paper, BOPRC staff will draft information for consideration though the BOPRC LTP Deliberations advising of the RSRS funding allocations of the existing budget and the Joint Committee recommendations on any additional funding sought.

Final funding allocations, including whether to allocate additional funding above the $400,000 per annum currently budgeted, will be subject to confirmation through the finalisation of the BOPRC LTP 2024-2034.

Following the adoption of the BOPRC LTP 2024-2034, and setting of targeted rates for RSRS funding in June 2024, BOPRC staff will work with funding recipients to complete the funding agreements including clear milestones/deliverables.

Attachments

Attachment 1 - Summary of RSRS Applications provided to CEG-SC ⇩

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