Open Minutes
Commencing: Friday 5 July 2024, 10:00am
Venue: Rotorua Lakes Council, Council Chambers, 1061 Haupapa Street, Rotorua 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
Tauranga City Council (TCC):
Commissioner Bill Wasley
Whakatāne District Council (WDC):
Deputy Mayor Lesley Immink (via Zoom)
Rotorua Lakes Council (RLC):
Deputy Mayor Sandra Kai Fong (Alternate)
National Emergency Management Agency (NEMA):
Observer Lily Foulds - Regional Emergency Management Advisor)
In Attendance: Emergency Management Bay of Plenty (EMBOP): Stace Tahere – Acting Director; Cara Gordon – Principal Advisor, Emergency Management; Lisa Glass – Team Leader, Communications and Engagement; Julian Reweti – Principal Advisor, Recovery; Andrea Thompson – Executive Assistant
TCC: Marty Grenfell, Deputy Chair of Coordinating Executive Group (CEG) and Chief Executive
Bay of Plenty Regional Council Toi Moana (BOPRC): Reuben Fraser – Acting Chief Executive; Merinda Pansegrouw – Committee Advisor
WDC: David Bewley - General Manager Development and Environment Services (via Zoom)
NEMA:
Jenna Rogers - Deputy Chief Executive Strategic Enablement (For Item 9.1) (Via Zoom)
By Invitation: Ben Green - Emergency Management Group Manager, Te Kaunihera O Te Tairāwhiti - Gisborne District Council (Via Zoom)
Te Puni Kōkiri (TPK): Shane Hona - Advisor/Kaitohutohu
Apologies: Mayor Victor Luca (WDC)
Mayor Tania Tapsell (RLC)
Commission Chair Anne Tolley (TCC)
Cr Malcolm Campbell (BOPRC)
Cr Ron Scott (Alternate) (BOPRC)
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: BOP Civil Defence Emergency Management Group Joint Committee Meeting - 5 July 2024 (youtube.com)
Opening Karakia
Provided by the Stace Tahere – Acting Director, Emergency Management Bay of Plenty.
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Accepts the apologies from Mayor Victor Luca, Mayor Tania Tapsell, Commission Chair Anne Tolley, Cr Malcolm Campbell and Cr Ron Scott (Alternate) tendered at the meeting. CARRIED |
With the agreement of members, the order of business was amended as follows:
· Public Excluded Item 9.1 (Update - Whakaari/White Island) to be considered after item 6 (Public Excluded Business to be Transferred in to the Open).
3. Declaration of Conflicts of Interest
None declared.
10:07am – Mayor Moore entered the meeting.
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Resolution to exclude the public 1 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:
CARRIED |
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Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 5 April 2024 |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Confirms the Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 5 April 2024 as a true and correct record. CARRIED |
Decisions Required
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Bay of Plenty Civil Defence Emergency Management Group Statutory Appointments |
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Presented by: Stace Tahere, Acting Director, Emergency Management Bay of Plenty. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the report, 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. CARRIED |
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Bay of Plenty Civil Defence Emergency Management Group Assurance Framework Presented by: Stace Tahere, Acting Director, Emergency Management Bay of Plenty. Key Points - Staff: · Following adoption of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group Plan 2024-2029, (outlining monitoring and evaluation requirements to ensure alignment with strategic goals), the proposed Assurance Framework would provide guidelines for conducting assurance activities/supporting continuous improvement/reinforcing accountability · Would assist both the CDEM Coordinating Executive Group and Joint Committee in overseeing implementation of its plan/ensuring progress towards objectives/goals. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the report, Bay of Plenty Civil Defence Emergency Management Group Assurance Framework; and 2 Approves the Bay of Plenty CDEM Group Assurance Framework 2024. CARRIED |
Information Only
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Correspondence Received Presented by: Stace Tahere, Acting Director, Emergency Management Bay of Plenty. Julian Reweti, Principal Advisor - Recovery, Emergency Management Bay of Plenty was invited to join members at the table. Key Points - Members: · Congratulated Julian on his recent Australasian Institute of Emergency Services Commendation and acknowledged his mahi · Thanked him for his contribution to Recovery and service to communities in Aotearoa/New Zealand · Particular mention was made of Julian’s work in the Bay of Plenty region and his contribution to major events to support recovery efforts such as the Edgecumbe floods, the Whakaari/White Island eruption, the Auckland Anniversary floods, and Cyclone Gabrielle · Commended Julian for his dedication and commitment. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the report, Correspondence 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. CARRIED |
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Government Inquiry into the Response to the North Island Severe Weather Events Presentation Minister Brief - SIG EM System Workshop - 21-23 May 2024 - Key Points for BOPCDEMG Joint Committee 5 July 2024 PDF: Objective ID A4715781 ⇨ Introduced by: Stace Tahere, Acting Director, Emergency Management Bay of Plenty; presented by Ben Green - Emergency Management Group Manager, Te Kaunihera O Te Tairāwhiti - Gisborne District Council (Via Zoom). Key Points - Staff: · Provided background to the final report of the Government Inquiry into the Response to the North Island Severe Weather Events (NISWE), publicly released by Minister for Emergency Management and Recovery, the Hon Mark Mitchell in April 2024 · Purpose of the inquiry was to ensure that the design of New Zealand’s emergency management system was appropriate to support readiness/responses · Department of Prime Minister and Cabinet (DPMC) was leading the work to deliver the Government’s response to the NISWE Inquiry; CDEM Group Managers had been provided the opportunity to present to the DPMC on their perspectives on the report · CDEM Group Managers agreed that the same presentation be presented to all CDEM Group Joint Committees. Ben Green, CDEM Group Manager for Tairāwhiti was in attendance to share the Emergency Management Special Interest Group’s (EMSIG) views. Minute Note: Copy of the speaking notes (PowerPoint Presentation) presented by Ben Green attached to the minutes. Key Points – Ben Green: · Was supportive of the key finding that the current emergency management system was not fit for purpose - for the range of risks it may face in the future, across all hazards · The 2017 Ministerial Technical Advisory Group (TAG) Review was a good document and, while the Government’s response in 2018 had some issues (only 72/81 recommendations were agreed to), overall, the findings were sound · Investment had been made at the top of the system with the expectation that it would change the system; this however, was unsuccessful · For transformational change to be delivered, the following changes needed to be made: o Design the system from the bottom (community level) up, not top down o Review investment component, particularly funding models o Invest through either a shared (Central and Local Government) funding model or a centralised (Central Government) funding model to ensure consistency of approach/inter-operability nationwide o In terms of future models, recommended a hybrid model (Mixed Central and Local Government Funding): would be easier to implement/cheaper than centralised model · Highlighted quick wins which would require no significant funding · Provided an overview of the conclusions. Key Points - Members: · With regard to funding settings (Recommendation 13) and the prioritisation of strategic investment in reduction and readiness activities, highlighted the need for communities to be able to access funding fast/immediately when the devastation/need was the highest · Required stronger advocacy at a political level to ensure availability of immediate support. In response to Questions: · Confirmed that processes for implementing recommendations/enhancing the sector were continually being carried out at a local level · Recommendation 12: critical infrastructure entities/river management systems: following the recent Wairoa Flood incident and in the context of the Environment Minister Penny Simmonds signalling a review into river management/flood response practices, assured members that rivers/lakes/streams within the Bay of Plenty area were well managed/regularly monitored and that consents were in place to enable immediate response to threats of floods. Close liaison between the BOPRC Flood Management Team and local territorial authority staff was ongoing. |
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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. CARRIED |
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Bay of Plenty CDEM Group - Fourth Quarter Reporting Schedule 30 March – 30 June 2024 Presented by: Stace Tahere, Acting Director, Emergency Management Bay of Plenty. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the report, Bay of Plenty CDEM Group - Fourth Quarter Reporting Schedule 30 March – 30 June 2024. CARRIED |
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Whakatāne District Council - Emergency Management Quarterly Report Q2 23-24 Introduced by Stace Tahere, Acting Director, Emergency Management Bay of Plenty (EMBOP), presented by David Bewley - General Manager Development and Environment Services (WDC) (via Zoom). Key Points: · WDC was currently undertaking a significant piece of work relating to its Climate Change Adaptation Programme; focussing on climate change risk screening would enable decision makers to make informed decisions on priorities/resource allocation and link with land use planning and emergency management functions · Focus was on readiness/capability development across the 4 Rs (reduction, readiness, response and recovery): was increasing training levels/developing regional consistency in emergency management response activities. In Response to Questions: · EMBOP Staff confirmed that they supported/encouraged monitoring and reporting by member local authorities on progress of respective Local CDEM work programmes and invited the submission of quarterly progress reports to the Joint Committee · Deputy Chair of Coordinating Executive Group (CEG) indicated that the view of CEG on the submission of quarterly progress reports by member local authorities to the Joint Committee could be revisited/endorsed by CEG. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the report, Whakatāne District Council - Emergency Management Quarterly Report Q2 23-24. CARRIED |
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Update - Director Emergency Management Bay of Plenty Presented by: Stace Tahere, Acting Director, Emergency Management Bay of Plenty (EMBOP). In Response to Questions: · Confirmed that New Zealand Response Team 16, currently based at the Tauranga Airport, was the only response team in the region. EMBOP current focus is on growing the capacity of NZRT-16, however, would investigate the need to establish further NZRT’s across the Bay of Plenty (with a focus on the Eastern Bay of Plenty) once this work had progressed. |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the report, Update - Director Emergency Management Bay of Plenty. CARRIED |
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National Emergency Management Agency (NEMA) Update Bay of Plenty CDEM Joint Committee 05 July 2024 Presented by: Lily Foulds Regional Emergency Management Advisor (NEMA) Key Points: · Information relating to the CDEM Resilience Fund, as included on page 72 of the agenda, had been superseded as NEMA had since finalised the Resilience Fund assessments and had allocated funds for to successful projects · Te Arawa Lakes Trust had been awarded funding · Would provide members with an updated report relating to the CDEM Resilience Fund and the outcome of the final decisions/approvals. In Response to Questions: · Acronyms for NCC/NCMC were as follows: National Coordination Centre (NCC) and National Crisis Management Centre (NCMC). |
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That the Bay of Plenty Civil Defence Emergency Management Group Joint Committee: 1 Receives the report, National Emergency Management Agency (NEMA) Update Bay of Plenty CDEM Joint Committee 05 July 2024. CARRIED |
Key Points:
· Acknowledged Stephanie O'Sullivan, Chief Executive, Whakatāne District Council for her mahi and contribution – wished her well in her new role as Chief Executive at Waipā District Council
· Thanked Commission Chair Anne Tolley and Commissioner Bill Wasley for their valuable contribution/participation and wished them well
· Acknowledged the current local government elections processes at both Tauranga City Council and the Western Bay of Plenty District Council (By-Elections: Maketu-Te Puke and Ōmokoroa Community Board).
Closing Karakia
Provided by the Stace Tahere – Acting Director, EMBOP.
11:20am – the meeting closed.
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Chairperson, Bay of Plenty Civil Defence Emergency Management Group Joint Committee