Bay of Plenty Civil Defence Emergency Management Group Joint Committee Agenda

NOTICE IS GIVEN that the next meeting of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee will be held in Rotorua Lakes Council, Council Chambers, 1061 Haupapa Street, Rotorua on:

Friday 5 July 2024 COMMENCING AT 10:00am

This meeting will be recorded.

This meeting will be recorded and uploaded to Bay of Plenty Regional Council’s website Bay of Plenty Regional Council - YouTube. Further details on this can be found after the Terms of Reference within the Agenda.

Fiona McTavish

Chief Executive, Bay of Plenty Regional Council Toi Moana

Administering Authority

26 June 2024

 

 



 

Bay of Plenty Civil Defence
Emergency Management Group

Membership

Chairperson

Mayor Faylene Tunui (Kawerau District Council)

Deputy Chairperson

Mayor James Denyer (Western Bay of Plenty District Council)

Members

 

Bay of Plenty Regional Council

Councillor Malcolm Campbell

Councillor Ron Scott (Alternate)

Kawerau District Council

Deputy Mayor Aaron Rangihika (Alternate)

Ōpōtiki District Council

Mayor David Moore

Councillor Tom Brooks (Alternate)

Rotorua Lakes Council

Mayor Tania Tapsell

Deputy Mayor Sandra Kai Fong (Alternate)

Tauranga City Council

Commission Chair Anne Tolley

Commissioner Bill Wasley (Alternate)

Western Bay of Plenty District Council

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

Purpose and Role

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

Power to Act

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

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

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

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


 

Recording of Meetings

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

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

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee                5 July 2024

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

Agenda

Opening Karakia

1.       Apologies

2.       Public Forum

3.       Items not on the Agenda

4.       Order of Business

5.       Declaration of Conflicts of Interest

6.       Public Excluded Business to be Transferred into the Open

7.       Minutes

Minutes to be Confirmed

7.1      Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 5 April 2024                                                          3

8.       Reports

Decisions Required

8.1      Bay of Plenty Civil Defence Emergency Management Group Statutory Appointments                                                                                           3

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 5 July 2024                                                          3

8.2      Bay of Plenty Civil Defence Emergency Management Group Assurance Framework                                                                                                3

Attachment 1 - Draft BOPCDEM Group Assurance Framework version 0.8 – Feb 24 3

9.       Public Excluded Section

Resolution to exclude the public

Excludes the public from the following parts of the proceedings of this meeting as set out below:

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

Item No.

Subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Grounds under Section 48(1) for the passing of this resolution

When the item can be released into the public

9.1

Update - Whakaari/White Island

Withholding the information is necessary to maintain legal professional privilege.

48(1)(a)(i) Section 7 (2)(g).

On the Chief Executive's approval.

 

Decisions Required

9.1      Update - Whakaari/White Island

10.     Public Excluded Business to be Transferred into the Open

11.     Readmit the Public

12.     Reports (continued)

Information Only

8.3      Correspondance Received                                                                      3

Attachment 1 - 2024.06.10 Hon Mark Mitchell - Julian Reweti Letter of Acknowledgement                                                                                                                3

Attachment 2 - National Award of Commendation - Julian Reweti                              3

8.4      Government Inquiry into the Response to the North Island Severe Weather Events                                                                                        3

Attachment 1 - Government Inquiry into the Response to the North Island Severe Weather Events - Recommendations                                                                                3

8.5      Bay of Plenty CDEM Group - Fourth Quarter Reporting Schedule 30 March – 30 June 2024                                                                               3

Attachment 1 - 2024-06-18 Emergency Management Bay of Plenty Annual Plan Dashboard - CDEMG JC                                                                                                       3

Attachment 2 - 2024-06-18 Emergency Management Bay of Plenty Training KPI Reporting - CDEMG JC                                                                                                        3

8.6      Whakatāne District Council - Emergency Management Quarterly Report Q2 23-24                                                                                       3

8.7      Update - Director Emergency Management Bay of Plenty                  3

8.8      National Emergency Management Agency (NEMA) Update Bay of Plenty CDEM Joint Committee 05 July 2024                                         3

13.     Consideration of Items not on the Agenda

 

Closing Karakia


 Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

5 April 2024

 

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing:             Friday 5 April 2024, 10:00am

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

Tauranga City Council (TCC):

Commission Chair Anne Tolley

Whakatāne District Council (WDC):

Mayor Victor Luca

Bay of Plenty Regional Council Toi Moana (BOPRC):

Cr Malcolm Campbell, Cr Ron Scott (Alternate)

Rotorua Lakes Council (RLC):

Deputy Mayor Sandra Kai Fong (Alternate) (via Zoom)

National Emergency Management Agency (NEMA):

Observer Lily Foulds, Regional Emergency Management Advisor

In Attendance:            By Invitation: Hon Mark Mitchell, Minister for Emergency Management and Recovery; David Gawn, Chief Executive Officer, National Emergency Management Agency; Prof Tom Wilson, Chief Science Advisor, National Emergency Management Agency (Via Zoom); Nico Fournier – Volcanologist, Te Pū Ao - GNS Science (Via Zoom); Sandra James – Connecting People Limited

Emergency Management Bay of Plenty (EMBOP): Clinton Naude – Director; Mark Crowe – Manager, Operations; Stace Tahere – Manager, Planning; Cara Gordon – Principal Advisor, Emergency Management; Lisa Glass – Team Leader, Communications and Engagement; Theo Ursum – Advisor, Planning; Julian Reweti – Principal Advisor, Recovery; Jason Wharewera – Advisor, Operations; Rob McLean – Advisor, Operations; Kieran Miller – Senior Advisor, Planning; Bruce Rutherford – Advisor, Operations; Andrea Thompson – Executive Assistant

Tauranga City Council (TCC): Marty Grenfell, Deputy Chair of Coordinating Executive Group (CEG) and Chief Executive

BOPRC: Chairman Doug Leeder; Reuben Fraser – General Manager, Regulatory Services; Merinda Pansegrouw – Committee Advisor

WDC: Mike Avery, Local CDEM Controller

RLC: Bruce Horne – Lead for Emergency Capability and Resilience

KDC: Lee Barton – Manager Economic & Community Development (via Zoom).

Apologies:                  Mayor Tania Tapsell, Deputy Mayor Lesley Immink (Alternate) and for early departure, Mayor James Denyer and Commission Chair Anne Tolley.

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 - 5 April 2024 (youtube.com)  

Opening Karakia

Provided by the Stace Tahere – Manager, Planning.

 

Members acknowledged the passing of Cr Richard Crawford, WBOPDC Councillor representing the Maketū-Te Puke Ward, former Te Puke Community Board Chair and former Te Puke firefighter, who would be remembered for his community spirit and service.

 

1.     Apologies

Resolved

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

1        Accepts the apologies from Mayor Tania Tapsell and Deputy Mayor Lesley Immink (Alternate), and for early departure, Mayor James Denyer and Commission Chair Anne Tolley.

Campbell/Tolley

CARRIED

2.     Order of Business

With the agreement of members, the order of business was amended as follows:

·      Item 6.1, “Confirmation of minutes”, was considered after conclusion of item 7.12.

·      Item 7.8 “Bay of Plenty CDEM Group Plan 2024-2029 – Adoption of Group Plan” was considered after item 7.2.

3.     Declaration of Conflicts of Interest

None.

4.     Reports

4.1

Address by the Minister for Emergency Management and Recovery, Hon Mark Mitchell

Introduced by: Chair, Mayor Faylene Tunui and presented by Minister for Emergency Management and Recovery, Hon Mark Mitchell.

Key Points – Hon Mark Mitchell:

·    General observations regarding emergency management/recovery matters as incoming Minister

·    Important to receive feedback from regional leaders in terms of how New Zealand needed to prepare moving forward regarding emergency management capability at a national/regional/local level

·    Referred to the recently released Independent Review Report undertaken by Mike Bush (Bush International Consulting Limited) into the Hawke’s Bay Civil Defence Emergency Management (CDEM) Group’s response to Cyclone Gabrielle. Report had identified numerous local and regional key lessons

·    Government Inquiry into the response to the 2023 North Island Severe Weather Events (including Cyclone Gabrielle) headed by former Governor-General Sir Jerry Mateparae to be released 23 April 2023

·    Government had decided not to proceed with the existing Emergency Management Bill (to be withdrawn from Select Committee). Intended to introduce a new substantive Bill this term, alongside considering system improvements using existing mechanisms in the Civil Defence Emergency Management Act 2002 and non-legislative levers

·    Highlighted the need for developing a common operating platform/system (i.e. a comprehensive communications system)

·    Possible substantive changes to be included in the new Emergency Management Bill may inter alia include clearly defining the chains of command/role clarification for community groups/recognising iwi participation in emergency responses/capability building

·    Invited members to provide feedback into the next round of the new Emergency Management Bill.

Key Points – Members:

·    Acknowledged particularly the following suggestions by the Independent Review Report undertaken by Mike Bush:

o that consideration be given to reviewing the current guidance requiring declarations to be physically signed; supported that provision be made for verbal and/or online approval of emergency declarations

o the importance of establishing reliable detection and early warning systems that were resilient to outages and provided adequate warning of potential or pending disasters

·    Importance of flexibility by the New Zealand Police, to respond, adapt, have a pragmatic approach to emergency management responses, irrespective of a hierarchical system 

·    Highlighted the cost implications for local councils/ratepayers to provide adequate resources for training and capability building; expressed the need for central government to consider directing funding to assist national capability building

·    Importance of embedding local knowledge when incorporating recommendations from various reviews to ensure fit for purpose legislation

·    Highlighted general challenges relating to insurance/processes

·    Required leadership/national direction in term of spatial planning/land use as current legislative environment has limited mechanisms to prioritise risk reduction.

 

10:55am – Commission Chair Anne Tolley withdrew from the meeting.

 

4.2

Correspondence

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.

2        Receives the letter from the Chairperson of the Governance and Administration Committee regarding the Emergency Management Bill dated 31 January 2024, advising the deadline for the bill had been extended from March 2024 to December 2024

3        Notes the letter by Mayor Faylene Tunui, Chair Bay of Plenty CDEM Group Joint Committee, addressed to the Minister for Emergency Management and Recovery, Hon Mark Mitchell, “Invitation to visit the Bay of Plenty and attend the Bay of Plenty Civil Defence Group Joint Committee” dated 7 February 2024.

Denyer/Luca

CARRIED

 

4.3

Bay of Plenty CDEM Group Plan 2024-2029 - Adoption of Group Plan

 

Presented by Clinton Naude, Director, Emergency Management Bay of Plenty and  Cara Gordon Principal Advisor, Emergency Management.

 

Resolved

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

1     Receives the report, Bay of Plenty CDEM Group Plan 2024-2029 - Adoption of Group Plan.

2     Receives the letter from Hon Mark Mitchell, Minister of Emergency Management and Recovery, titled Draft Bay of Plenty CDEM Group Plan 2024-29 (Attachment 1);

3     Revokes the Bay of Plenty CDEM Group Plan 2018-23 as per section 56(3) of the Civil Defence Emergency Management Act 2002;

4      Approves replacing the Bay of Plenty CDEM Group Plan 2018-23 with the Bay of Plenty CDEM Group Plan 2024-2029, as per section 56(3) of the Civil Defence Emergency Management Act 2002.

Denyer/Luca

CARRIED

 

4.4

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

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, 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, Bay of Plenty Regional Council Toi Moana as Chair and Marty Grenfell, Chief Executive, 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.

Luca/Campbell

CARRIED

 

4.5

Review of the Whakaari White Island Eruption Recovery

Presentation Whakaari White Island Review - 5th April 2024 FINAL: Objective ID A4636812   

Introduced by: Clinton Naude, Director, Emergency Management Bay of Plenty and presented by: Julian Reweti, Principal Advisor, Recovery and Sandra James, Connecting People Ltd.

Key Points – Sandra James:

·    Presented the “Review of the Whakaari/White Island Eruption Recovery” Report

·    Highlighted key outcomes, challenges, and lessons learnt as part of the recovery from the Whakaari/White Island eruption that occurred on 9 December 2019

·    Acknowledged the severity of the event/those who passed away/those injured or still suffering ongoing trauma and pain.

Key Points - Staff:

·    The review findings had identified a number of learnings that would assist in improving future recovery governance, management and operations

·    Next step: Bay of Plenty CDEM Coordinating Executive Group had authorised a Whakaari/White Island recovery review action plan to be developed to address the key learnings and manage risks identified by the report.

Key Point - Members:

·    Supported psychological support for individuals that, due to the nature of their involvement in an event, were repetitively exposed/reliving a traumatic events, be incorporated as a key learning.

 

Resolved

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

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

Luca/Denyer

CARRIED

 

4.6

Whakaari/White Island Monitoring Verbal Update – Prof Tom Wilson NEMA

Introduced by: Clinton Naude, Director, Emergency Management Bay of Plenty and presented by Prof Tom Wilson - Chief Science Advisor, NEMA, supported by Nico Fournier – Volcanologist, Te Pū Ao - GNS Science.

Key Points:

·    Update on the current status of monitoring Whakaari/White Island

o Whakaari/White Island was currently in a reasonably quiet state of activity

o Limited ability to monitor the volcano (monitoring via instrumentation installed 24/7 on the ground/data assessed by teams of experts in real time)

o Instrumentation on Whakaari/White Island was heavily damaged by the 2019 eruption and had degraded over time to the extent that monitoring no longer took place

o Was unable to access Whakaari/White Island due to owners’ reluctance to allow access to the Island for the purpose of maintaining equipment

o Currently monitoring Whakaari/White Island via flights every few weeks/satellite techniques/working with partner agencies such as MetService

o Was unable to monitor activity in real time; was however able to provide a broad indication of the general level of activity

o Would be unable to confirm or deny any eruption/confirm the likelihood of eruptions in a timely fashion

o Highlighted the risk associated for aviation activities, maritime operations in the area, and to a lower extent a risk to communities on the coast due to possible ash fall

·    Recent work undertaken to progress management of the risk

o GNS Science and the Civil Aviation Authority of New Zealand had escalated the risk with NEMA

o A next step, was exploring potential options for obtaining access to Whakaari/White Island and other risk management options

o Had convened a multi-agency group (representative of all central government agencies with roles and responsibilities) to explore in detail mechanisms/pathways of getting back on the Island; main aim was developing a sustainable long-term risk management plan for Whakaari/White Island – this work was still in progress

o To address the current enhanced risk due to the lack of monitoring in the aviation space, as a short-term risk management measure, a NOTAM (Notice to Airmen) had been filed with the Civil Aviation Authority of New Zealand to alert aircraft pilots of the potential hazard along this flight route/location

o In terms of maritime operations, Emergency Management Bay of Plenty is coordinating with the Bay of Plenty Harbour Master and is currently developing a workstream (hazard map) in liaison with GNS Science to create awareness/educate the public accordingly.

Key Point - Members:

·    Supported ongoing monitoring of Whakaari/White Island; highlighted the importance of monitoring the Island as the active volcano posed an ongoing threat, both locally and regionally

·    Acknowledged the owners of Whakaari/White Island not allowing access due to possible liability; as a privately owned off-shore island, Whakaari/White Island, fell under the obligations of the Health and Safety at Work Act

·    Supported further conversation to pursue solutions to enable effective real-time monitoring of Whakaari/White Island.

11:57am - Mayor Denyer withdrew from the meeting. 

 

Resolved

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

1        Receives the verbal update on Whakaari/White Island Monitoring Update – Prof Tom Wilson NEMA .

Luca/Campbell

CARRIED

 

4.7

National Catastrophic Planning – Prof Tom Wilson NEMA

Introduced by: Clinton Naude, Director, Emergency Management Bay of Plenty, presented by Prof Tom Wilson - Chief Science Advisor, NEMA and David Gawn, Chief Executive Officer, NEMA.

Key Points:

·    Provided an overview of the national catastrophic planning (CATPlan) programme

·    NEMA was developing an All-of-Government Catastrophic Handbook, which would provide initial direction for the National Controller/Controllers (and partner agencies) to establish and run an effective national response

·    Highlighted aspects by means of a scenario planning relevant for the Bay of Plenty Region (Hikurangi-M9.1 CATPlan Scenario)

·    “Catastrophic” meant complex events, complex systems and complex decisions

o Would be beyond current arrangements/thinking/experience/ imagination

o Would overwhelm technical/social systems/resources/degrade or disable governance structures and strategic and operational decision making functions

o Differed from emergencies; they exceeded business as usual emergency management systems and capability design parameters

·    Risk was compounding in hazard prone areas because hazard events were occurring more often (rising sea and more energetic climate)/continued to build and intensify development in these areas

·    Relative vulnerability of people, property and infrastructure was growing

·    Climate change may also lead to greater frequency of events in short succession and compounding socio-economic pressures

·    Increasing number of complexity of responses and pressure on traditional risk transfer mechanism, so increasing need to focus on risk reduction

·    Was critical to understand risks, in all their complexity

·    Understanding how to reduce risks was essential

·    Understanding and working within the complexities of communities

·    Assured members of the Joint Committee that catastrophic planning was being taken seriously at Central Government level; programme was being informed by science

·    Highlighted the interdependencies of regions; All-of-Government Catastrophic Handbook to serve as a guideline for all to ponder and commence associated contingency planning/understanding the science/the effect

·    To support this thinking, next step - Exercise Rū Whenua 2024, a Tier 4 (national) exercise under the National CDEM Exercise Programme and a national exercise on the Interagency National Exercise Programme, to be conducted over three dates in 2024; 12 June, 26 June, and 10 July 2024.

 

Resolved

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

1        Receives the verbal update, National Catastrophic Planning – Prof Tom Wilson NEMA.

Luca/Campbell

CARRIED

 

4.8

Update - National Emergency Management Agency (NEMA) - April 2024

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

Key Point:

·    Noted that the verbal update by the Minister for Emergency Management and Recovery, Hon Mark Mitchell, on the status of the Emergency Management Bill, had superseded the information included in the report.

 

Resolved

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

1        Receives the report, Update - National Emergency Management Agency (NEMA) - April 2024.

Campbell/Luca

CARRIED

 

4.9

Bay of Plenty Civil Defence Emergency Management Group -  Local Recovery Manager Rescindment

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

 

Resolved

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

1        Receives the report, Bay of Plenty Civil Defence Emergency Management Group -  Local Recovery Manager Rescindment;

2        Approves the rescindment of Anna Hayward, Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group as defined under s30(1).

Luca/Campbell

CARRIED

 

4.10

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

Presented by: Bay of Plenty Regional Council Toi Moana General Manager, Regulatory Services, Reuben Fraser.

Key Points:

·    The Regional Safety and Rescue Services (RSRS) Coordinating Executive Group Subcommittee consisted of representatives from the following agencies/councils: Emergency Management Bay of Plenty, Fire and Emergency New Zealand, Hato Hone St John, New Zealand Police, Bay of Plenty Regional Council Toi Moana, Rotorua Lakes Council and Western Bay of Plenty District Council

·    Proportions recommended in the report were based on formulas applied over the past years.

 

Resolved

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.

(c)  Rotorua Mountain Bike Club (RMTBC), allocate funding of $58,500 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.

Campbell/Tunui

CARRIED

 

4.11

Bay of Plenty CDEM Group - Third Quarter Reporting Schedule 30 December 2023 - 30 March 2024

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

 

Resolved

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

1        Receives the report, Bay of Plenty CDEM Group - Third Quarter Reporting Schedule 30 December 2023 - 30 March 2024.

Tunui/Kai Fong

CARRIED

 

4.12

Update - Director Emergency Management Bay of Plenty

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

Key Points:

·      New Zealand Response Team (NZRT) 16

o Tauranga (NZRT16) underwent their national accreditation process over the weekend of 22–24 March 2024

o The full accreditation report had since been received and was being processed to incorporate some corrective actions

o Commended the volunteers for their commitment and dedication, being of service to their community and working over a long-weekend, submitting their skills to a rigorous auditing process

o Feedback regarding the re-accreditation certificate to be provided in due time.

 

 

Resolved

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

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

Campbell/Moore

CARRIED

5.     Minutes

Minutes to be Confirmed

5.1

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 15 December 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 - 15 December 2023 as a true and correct record.

Tunui/Luca

CARRIED

 

Closing Karakia

Provided by Stace Tahere – Manager, Planning.

12:43 pm – 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 July 2024

Report Writer:

Andrea Thompson, Executive Assistant

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

To appoint a Civil Defence Emergency Management (CDEM) Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group

 

 

Bay of Plenty Civil Defence Emergency Management Group Statutory Appointments

 

Executive Summary

The Civil Defence Emergency Management (CDEM) Act 2002 requires the statutory appointment of Group/Local Controllers and Recovery Managers by the Bay of Plenty CDEM Group Joint Committee.

The Bay of Plenty CDEM Group Joint Committee is requested to approve the appointments of Group/Local Controllers and Recovery Managers for the Bay of Plenty CDEM Group. 

 

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 Statutory Appointments; and

2        Approves the appointment of Dr Leny Woolsey, Manager Strategy and Performance, Whakatāne District Council as Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s30(1) of the CDEM Act 2002.

 

1.       Background

The CDEM Act 2002 provides for a CDEM Group to appoint persons to be Group/Local Controllers and Recovery Managers.

All appointments of statutory positions are required to be endorsed by the Bay of Plenty CDEM Coordinating Executive Group and approved by the Bay of Plenty CDEM Group Joint Committee.

 

2.       Statutory Appointments

2.1      Whakatāne District Council

Stephanie O’Sullivan, Chief Executive, Whakatāne District Council has advised that the Whakatāne District Council has on the 14 March approved the nomination of Dr Leny Woolsey, Manager Strategy and Performance as Local Recovery Manager for the Bay of Plenty CDEM Group under Section 30(1) of the CDEM Act (2002).

Dr Leny Woolsey has a background in major event management and prior to joining the council was in the senior management team at the University of Auckland Business School, she holds an Executive MBA and PhD in Leadership and Governance. Dr Leny Woolsey has extensive experience in leading change projects, she is a strategic thinker and able to make and communicate decisions effectively under pressure.

The Bay of Plenty CDEM Coordinating Executive Group endorsed the nomination Dr Leny Woolsey at the meeting of 31 May 2024.

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 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 the CDEM Act (2002), to appoint Controllers and Recovery Managers.

3.6      Financial Implications

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

4.       Next Steps

The Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers to be uploaded to website.

The Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers  to be uploaded to website.

Attachments

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 5 July 2024  

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

5 July 2024

Report Writer:

Theo Ursum, Advisor, Planning

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

Present the Bay of Plenty CDEM Group Assurance Framework 2024 for adoption.

 

 

Bay of Plenty Civil Defence Emergency Management Group Assurance Framework

 

Executive Summary

The Bay of Plenty CDEM Group Plan 2024-2029 outlines monitoring and evaluation requirements to ensure alignment with strategic goals through regular assessments.

The Assurance Framework provides guidelines for conducting assurance activities, supporting continuous improvement, and reinforcing accountability.

It aids the CDEM Coordinating Executive Group and Joint Committee in overseeing plan implementation and ensures progress towards objectives and goals.

 

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 Assurance Framework; and

2        Approves the Bay of Plenty CDEM Group Assurance Framework 2024.

 

1.       Background

The new Bay of Plenty CDEM Group plan 2024-2029 outlines Monitor and evaluation requirements of the Group. The Assurance Framework will assist the Group assurance and continuous improvement processes. 

The approved Group Plan provides a clear direction and set of objectives and serves as a benchmark against which underlying plans and processes can be evaluated. Through regular assessments and performance monitoring, the organisation can ensure that its plans are aligned with the strategic goals.

The Assurance Framework establishes guidelines and provides the Group with a uniform approach for conducting assurance activities. It equips the Group and stakeholders with a framework for regularly reporting, reviewing and evaluating performance of the CDEM Group and its members. The Framework provides a ‘feedback loop’ which is part of the continuous improvement cycle.

The Bay of Plenty CDEM Group Assurance Framework:

1.  Fulfils one of the functions of the Bay of Plenty CDEM Group: monitor and report on compliance within its area with this Act and legislative provisions relevant to the purpose of this Act (CDEM Act 2002, section 17(h)).

2.  Supports the CDEM Coordinating Executive Group and Bay of Plenty CDEM Group Joint Committee in its role overseeing the implementation, development, maintenance, monitoring, and evaluation of the civil defence emergency management group plan. (CDEM Act 2002, section 20)

3.  Ensures that the Group is monitoring the progress made on achieving the Bay of Plenty CDEM Group plan objectives and goals.

Through assurance activities, the Group will ensure continuous improvement by identifying areas for enhancement and implementing corrective measures where necessary. Moreover, these checks will serve to reinforce accountability and promote a culture of excellence within the Group, facilitating its ongoing commitment to quality and efficiency.

 

2.       Collaboration

The Group Assurance Framework project was overseen by Emergency Management Bay of Plenty and facilitated by a project team comprising representatives from Bay of Plenty Regional Council, Tauranga City Council, Western Bay of Plenty District Council, Whakatāne District Council, Kawerau District Council, Ōpōtiki District Council, and Rotorua Lakes District Council.

The Group Assurance Framework was endorsed by the Bay of Plenty CDEM Coordinating Executive Group at the meeting on 31 May 2024.

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 is no need to consider the impacts at this stage.

3.4      Community Engagement

The Assurance Framework activities will be included in the BOPCDEM Group's annual report. This reporting will enhance community confidence and trust (Whakapono) by providing robust evidence of the sector’s strengths in planning for, responding to, and recovering from major and catastrophic disasters and emergencies.

3.5      Alignment with Strategic Framework

The Assurance Framework Plan has been developed to deliver strategic objectives as set out in the Bay of Plenty CDEM Group Plan 2024-2029

3.6      Financial Implications

There are no material unbudgeted financial implications.

4.       Next Steps

After the Assurance Framework receives endorsement, a gap analysis will identify areas where the Group’s assurance activities may not align with or are inconsistent with the desired standards outlined in the framework. Next to this new assurance tools might be developed to align with the Framework. 

An annual Group assurance plan will be formulated to ensure ongoing checks and balances are established.

 

Attachments

Attachment 1 - Draft BOPCDEM Group Assurance Framework version 0.8 - Feb24  

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

5 July 2024

Report Writer:

Merinda Pansegrouw, Committee Advisor

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

For information – inward and outward correspondence

 

 

Correspondance Received

 

Executive Summary

The following correspondence attached for the information of members of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee:

1.  Inward: Letter from Hon Mark Mitchell, Minister for Emergency Management and Recovery, dated 10 June 2024, acknowledging Emergency Management Bay of Plenty, Principal Advisor, Recovery - Julian Reweti’s recent Australasian Institute of Emergency Services Commendation. A photo of Julian Reweti’s  Australasian Institute of Emergency Services Commendation Award included.

 

Recommendations

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

1        Receives the report, Correspondance Received

2        Receives the letter from Hon Mark Mitchell, Minister for Emergency Management and Recovery,  dated 10 June 2024, acknowledging Emergency Management Bay of Plenty, Principal Advisor, Recovery - Julian Reweti’s recent Australasian Institute of Emergency Services Commendation.

 

Attachments

Attachment 1 - 2024.06.10 Hon Mark Mitchell - Julian Reweti Letter of Acknowledgement

Attachment 2 - National Award of Commendation - Julian Reweti  

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

5 July 2024

Report Writer:

Clinton Naude, Director, Emergency Management Bay of Plenty

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

To provide the Bay of Plenty CDEM Group Joint Committee members with the recommendations of the Government Inquiry into the Response to the North Island Severe Weather Events.

 

 

Government Inquiry into the Response to the North Island Severe Weather Events

 

Executive Summary

Update on final report of the Government Inquiry into the Response to the North Island Severe Weather Events (NISWE).

 

Recommendations

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

1        Receives the report, Government Inquiry into the Response to the North Island Severe Weather Events.

 

1.       Background

On 23 April 2024 the final report of the Government Inquiry into the Response to the North Island Severe Weather Events (NISWE) was publicly released by Minister for Emergency Management and Recovery, the Hon Mark Mitchell.  The purpose of the inquiry was to ensure that the design of New Zealand’s emergency management system is appropriate to support readiness for, and responses to, future emergency events by identifying lesson from three severe weather events that impacts the North Island (Cyclone Hale, Heavy rainfall during Auckland’s Anniversary weekend and Cyclone Gabrielle).  The report identified 14 recommendations (with additional sub-recommendations) across five different categories. 

 

The report may be accessed at https://www.dia.govt.nz/Government-Inquiry-into-the-Response-to-the-North-Island-Severe-Weather-Events

 

 

2.       Summary of Report

The Challenge: Three major weather events in early 2023 exposed vulnerabilities in New Zealand’s emergency management system.

Key Findings:

     “The current emergency management system is not fit for purpose”.

Recommendations:

The report identified 14 recommendations (with additional sub-recommendations) across five different categories. These recommendations are attached as Attachment 1.

3.       Bay of Plenty Context 

It is noted that the Bay of Plenty CDEM Group was mentioned favourably in the report.

 

·    The official emergency management response at a local, regional, and national level varied between regions and across the events.  The Inquiry observed that those CDEM agencies that had carried out effective readiness planning activities prior to the events were better able to respond under the challenging circumstances.  CDEM agencies in Waikato, Tairawhiti and Bay of Plenty implemented their pre-developed plans and processes, worked from existing dedicated spaces, and had the tools to build effective situational awareness. They were also able to draw on their existing relationships and experience from previous events and exercises.

 

·    There is significant variation in how local, regional, and unitary authorities implement their emergency management functions.  Some regions, like the Bay of Plenty, Tairawhiti, and Waikato, had relatively well established and embedded emergency management processes and ways of working at the time of the severe weather events.

·    Councils that had experienced multiple emergencies and development embedded plans and relationships were better able to respond during the severe weather events.  This included councils in the Bay of Plenty and Tairawhiti, which have lessons from the many previous events that have affected the regions.  In many scenarios planning and exercising or work to clarify roles and relationships.  This leaves people less well-prepared to executive their responsibilities in an emergency.

While the favourable commentary is acknowledged, this needs to be considered in context that firstly the impacts of these severe weather events on the Bay of Plenty were not as significant as those on other CDEM Groups and secondly that it is not now assumed that the Bay of Plenty is ready for the next significant emergency event.  A false sense of security can lead to overconfidence about the state of readiness, capacity and capability as referenced in the Hawke’s Bay CDEM Group Response to Cyclone Gabrielle – Independent Review - March 2024.   It would be prudent to learn from all current and past emergency reviews and to ensure the Bay of Plenty is continuously strengthening emergency management systems, capacity, and capability across all phases of emergency management.

 

4.       Next Steps

The Department of Prime Minister and Cabinet (DPMC) will lead the work to deliver the Government’s response to the NISWE Inquiry, for Ministers to consider by September 2024 before it is publicly released.  The response will focus on the emergency management system as a whole, not the performance of individuals of specific groups.

 

Attachments

Attachment 1 - Government Inquiry into the Response to the North Island Severe Weather Events - Recommendations  

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

5 July 2024

Report Writer:

Ben Neave, Advisor, Planning

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

Receive the Bay of Plenty CDEM Group Annual Plan Reporting Dashboard for the Fourth Quarter Reporting Schedule – 30 March – 30 June 2024

 

 

Bay of Plenty CDEM Group - Fourth Quarter Reporting Schedule 30 March – 30 June 2024

 

Executive Summary

The Bay of Plenty CDEM Group 2023/24 Annual Plan Dashboard for the Fourth Quarter Reporting Schedule and Group Training Statistics for 30 March 2024 to 30 June 2024 are attached for the information of members.

 

Recommendations

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

1        Receives the report, Bay of Plenty CDEM Group - Fourth Quarter Reporting Schedule 30 March – 30 June 2024.

 

 

 

Attachments

Attachment 1 - 2024-06-18 Emergency Management Bay of Plenty Annual Plan Dashboard - CDEMG JC

Attachment 2 - 2024-06-18 Emergency Management Bay of Plenty Training KPI Reporting - CDEMG JC  

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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Report To:

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Meeting Date:

5 July 2024

Report Writer:

Clinton Naude, Director, Emergency Management Bay of Plenty

Report Authoriser:

Clinton Naude, Director, Emergency Management Bay of Plenty

Purpose:

To provide the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Joint Committee with an update of key emergency management activities.

 

 

Update - Director Emergency Management Bay of Plenty

 

Executive Summary

This report serves to provide the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Joint Committee with an update of key emergency management activities.

 

Recommendations

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

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

 

 

1.       Summary update on key emergency management activities for Quarter 3.

1.1      Bay of Plenty CDEM Group Annual Plan 2024-2025

The Bay of Plenty CDEM Coordinating Executive Group (CEG) at the meeting on 31 May 2024 resolved to delay the development and finalisation of the Bay of Plenty CDEM Group Annual Plan 2024-2025.

This decision was made due to several key factors.

·      Potential reprioritisation of emergency management functions and activities arising from the pending Government’s response to the Report of the Government Inquiry into the Response to the North Island Severe Weather Events.

·      Alignment with member Local Authorities Long-Term Plans given certain member Local Authorities have an extension on finalising their Long-Term Plans.

·      Alignment with the Government’s priorities for emergency management on the National Emergency Management Agency (NEMA) and the wider emergency management sector.

 

1.2      New Zealand Response Team 16 – Bay of Plenty

The National Emergency Management Agency (NEMA) undertook their initial accreditation review of New Zealand Response Team (NZRT)16 over the weekend of 23/24 March 2024. The team received strong reviews from the accreditation panel with particular regard to skillsets demonstrated and team culture. There was a comprehensive report issued post accreditation including several actions and recommendations for completion. These are being addressed with expectation of final signoff end June 2024 and the team then being deemed operational. 

NZRT 16 is based in Tauranga at the operational base at Tauranga Airport. The team has been provided with two Toyota Hilux 4x4 units from the Bay of Plenty Regional Council vehicle pool. These vehicles are dedicated to the team and will be branded in line with the livery of the vehicles of Emergency Management Bay of Plenty.

Emergency Management Bay of Plenty will investigate the establishment of further NZRT’s across the Bay of Plenty with a focus on the Eastern Bay of Plenty in the 2024-2025 financial year.

New vehicle livery for New Zealand Response Team 16 – Bay of Plenty

1.3      New Zealand Space Weather Response

Space weather relates to the effects of solar activity on the electromagnetic condition in the near-space around the earth. This can cause severe geomagnetic disturbance that could negatively impact information and communications technology (ICT), global navigation satellite system (GNSS) and other crucial infrastructure, including national electricity grids, navigation/operation of aircraft, and the safety of passengers and crew. This natural phenomenon was recently evidenced in the increased solar activity during May 2024.

The Minister for Emergency Management and Recovery has assigned the National Emergency Management Agency (NEMA) as the lead agency for Space Weather response. NEMA will lead a project to develop a (system-wide) NZ Space Weather Response Plan with partner agencies.

Emergency Management Bay of Plenty will be working with the National Emergency Management Agency to understand roles and responsibilities expected of CDEM Groups in the monitoring, alerting and response to space weather.

Understanding space weather, the Australia Bureau of MET has a great set of information explaining what it is and the impacts on various sectors :  SWS - Educational (bom.gov.au)

1.4      Exercise Ru Whenua

On 12 June 2024, along with numerous agencies and CDEM Groups the length of the country, the Bay of Plenty CDEM Group joined the National Emergency Management Agency (NEMA) to participate in exercise Ru Whenua, based on a scenario where an alpine fault rupture greater than magnitude 8 triggers a national emergency. This was the first day of a 3 (non-consecutive) day exercise which focused on the activation of the Group Emergency Coordination Centre (GECC) and the initial response actions.

Controller standup brief

Situation Room

 

2.       Considerations

2.1      Risks and Mitigations

The matters addressed in this report are of a procedural nature.

2.2      Climate Change

This report is procedural in nature.

2.3      Implications for Māori

This report is procedural in nature.

2.4      Community Engagement

This report is procedural in nature.

2.5      Alignment with Strategic Framework

This report aligns with the Bay of Plenty CDEM Group Plan 2024-2029.

 

2.6      Financial Implications

There are no financial implications arising from this report.

 

3.       Next Steps

Progress on key emergency management activities will continue to be monitored and reported.

 

 


Bay of Plenty Civil Defence Emergency Management Group Joint Committee 5 July 2024

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