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

Bay of Plenty Civil Defence Emergency Management Group Joint Committee 27 September 2024

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

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 July 2024 9

8. Reports

Decisions Required

8.1 Membership Update: Confirmation of appointment to the Bay of Plenty CDEM Group Joint Committee 18

8.2 Joint Committee Roles, Responsibilities, Delegations and CDEM System Overview 21

8.3 Bay of Plenty Civil Defence Emergency Management Group Statutory Appointments 35

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 27 September 2024 38

8.4 Amendment to Standing Orders: Virtual Attendance at Meetings 39

Attachment 1 - Amendments - Standing Orders 44

Attachment 2 - Supplementary Order Paper - Local Government Electoral Legislation Bill - 18 July 2023 46

8.5 Appointment Policy for Controllers and Recovery Managers 47

Attachment 1 - Draft Policy Appointment Recovery Managers and Controllers 51

8.6 Draft Bay of Plenty CDEM Group Annual Report 2023 - 2024 81

Attachment 1 - DRAFT BOPCDEM Group Annual Report 2023-24 84

8.7 Bay of Plenty CDEM Group Annual Plan 2024 - 2025 100

Attachment 1 - DRAFT BOPCDEM Group Annual Plan 2024-25 V1.1 103

8.8 Bay of Plenty CDEM Group Training KPI Measurement 122

Information Only

8.9 Presentation: Bay of Plenty Regional Council Natural Hazards Management

8.10 Verbal Update: Director, Emergency Management Bay of Plenty

Presented by: Mark Crowe - Director, Emergency Management Bay of Plenty

8.11 National Emergency Management Agency (NEMA) Update Bay of Plenty CDEM Joint Committee - 27 September 2024 128

Presented by: Lily Foulds - Regional Emergency Management Advisor NEMA

8.12 Tauranga City Council Emergency Management Update Report - 27 September 2024 130

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	Public Excluded Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 5 July 2024	As noted in the relevant Minutes.	As noted in the relevant Minutes.	To remain in public excluded.
9.2	Whakaari White Island Coronial Inquiry	Withholding the information is necessary to maintain legal professional privilege.	48(1)(a)(i) Section 7 (2)(g).	On the Chief Executive's approval.

Minutes to be Confirmed

9.1 Public Excluded Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 5 July 2024

Decisions Required

9.2 Whakaari White Island Coronial Inquiry

10. Public Excluded Business to be Transferred into the Open

11. Readmit the Public

12. Consideration of Items not on the Agenda

Closing Karakia

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

5 July 2024

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

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.

1. Apologies

Resolved

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.

Kai Fong/Denyer

CARRIED

2. Order of Business

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.

4. Public Excluded Section

Resolved

Resolution to exclude the public

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

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
4.1	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.

Wasley/Kai Fong

CARRIED

5. Minutes

5.1

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

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 - 5 April 2024 as a true and correct record.

Kai Fong/Denyer

CARRIED

6. Reports

Decisions Required

6.1

Bay of Plenty Civil Defence Emergency Management Group Statutory Appointments

Presented by: Stace Tahere, Acting 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 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.

Immink/Wasley

CARRIED

6.2

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.

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 Assurance Framework; and

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

Denyer/Moore

CARRIED

Information Only

6.3

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.

Resolved

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.

Kai Fong/Wasley

CARRIED

6.4

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.

Resolved

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.

Kai Fong/Denyer

CARRIED

6.5

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.

Resolved

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.

Wasley/Kai Fong

CARRIED

6.6

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.

Resolved

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.

Immink/Tunui

CARRIED

6.7

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.

Resolved

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

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

Wasley/Kai Fong

CARRIED

6.8

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).

Resolved

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.

Kai Fong/Denyer

CARRIED

7. General Matters

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.

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:	27 September 2024
Report Writer:	Cara Gordon, Principal Advisor, Emergency Management
Report Authoriser:	Mark Crowe, Director, Emergency Management Bay of Plenty
Purpose:	Provide the Bay of Plenty CDEM Group Joint Committee with a single reference document that provides an overview of roles, responsibilities, delegations

Joint Committee Roles, Responsibilities, Delegations and CDEM System Overview

Executive Summary

New Zealand’s Emergency Management arrangements are made up of a number of complex systems with many component parts. These systems have developed over time, with legislation and best practice being developed following lessons from both domestic and international emergency events. Accordingly, the Bay of Plenty Civil Defence Emergency Management arrangements and core roles and responsibilities are detailed across a number of foundational documents.

For the success of the system and in support of our communities it is critical that all parts of the emergency management system work effectively together, communicate openly and proactively and understand their own, and others, roles and responsibilities. This is particularly important as roles and responsibilities shift between agencies and individuals, before, during and after emergencies.

Recommendations

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

1 Receives the report, Joint Committee Roles, Responsibilities, Delegations and CDEM System Overview.

1. Background

The July 2024 Tauranga City Council elections resulted in new members joining the Bay of Plenty CDEM Group Joint Committee. Acknowledging this new membership and noting the number of key documents and polices that have been passed by the Joint Committee this triennium, an opportunity was identified to undertake a collective briefing of all members.

Emergency Management Bay of Plenty staff were requested to develop a briefing paper that provided Bay of Plenty CDEM Group Joint Committee with a single reference document that provides an overview of key roles, responsibilities, delegations.

2. Foundational Documents

This report has been developed using a number of core reference documents, a summary of these documents is provided below.

2.1 Civil Defence Emergency Management Act

The Civil Defence Emergency Management Act 2002 (CDEM Act) provides the core legislative framework for Civil Defence Emergency Management in New Zealand. The CDEM Act requires the formation of Civil Defence Emergency Management Groups (CDEM Groups) and provides the key structures, functions and powers.

The CDEM Act 2002 is supported and enabled though the National CDEM Plan Order 2015, and the National Disaster Resilience Strategy 2019.

2.2 Bay of Plenty Civil Defence Emergency Management Group Constitution

The Bay of Plenty Civil Defence Emergency Management Group Constitution is the core establishment document for the Bay of Plenty CDEM Group. The constitution:

· Sets out the purposes, functions, powers, and duties of the Group and its Members in accordance with the requirements of the Act,

· Provides for the administrative arrangements of the Group, and

· Sets out the rules relating to the conduct and operation of the Group.

2.3 Bay of Plenty CDEM Group Partnership Agreement

The Bay of Plenty CDEM Group Partnership agreement details the operational arrangements for the CDEM Group. The partnership agreement was signed in June 2019 by the Bay of Plenty CDEM Group Joint Committee, it is intended to be in force for 10 years.

The partnership agreement provides a detailed breakdown of roles and responsibilities across all 4Rs of emergency management. (Reduction, Readiness, Response and Recovery). This breakdown includes services provided for the collective (by Emergency Management Bay of Plenty), and by individual Local Authorities.

	Collective CDEM Group Services	Local Authority CDEM Services
Governance	Bay of Plenty CDEM Group Joint Committee	Individual Regional, City & District Councils
Service Delivery	Emergency Management Bay of Plenty	Council Emergency Management staff
Funding	CDEM Regional Targeted Rate	Council budgets

2.4 Bay of Plenty CDEM Group Plan 2024-29

Section 48 of the CDEM Act requires every CDEM Group to prepare and approve a Civil Defence Emergency Management Group Plan (Group Plan).

The Group Plan sets the strategic direction for the Bay of Plenty CDEM Group and its members as a collective. It allows the CDEM Group to set collective priorities and gives direction to each member when developing their own individual council plans. This approach recognises the diverse needs of different communities and helps ensure we are not taking a ‘one size fits all’ approach.

The Bay of Plenty CDEM Group Partnership Agreement 2019 is incorporated by reference into the Group Plan. This gives it the same standing as the Group Plan in legislation.

2.5 Bay of Plenty CDEM Group Delegations Manual 2024

The Delegations Manual provides for both:

· Delegations by the Joint Committee e.g. Delegating functions and powers provided to the CDEM Group (Joint Committee) under the CDEM Act 2002 to appropriate staff, and

· Internal CDEM Group delegations e.g. financial delegations in response.

The Delegations Manual also includes an introduction to the CDEM Group and the various functions and powers of the different bodies comprising the emergency management system for the Bay of Plenty as these provide important context to the delegations. Under the CDEM Act the majority of powers and functions are provided directly to specific roles and so do not need to be specifically delegated the Delegations Manual.

2.6 Administering Authority Services Document for Civil Defence Emergency Management (CDEM) August 2021

Section 23 of the CDEM Act establishes the Bay of Plenty Regional Council as the administering authority for the Bay of Plenty CDEM Group. The Administering Authority Services Document for Civil Defence Emergency Management defines the services that will be provided by BOPRC as the administrating Authority for the Bay of Plenty CDEM Group.

Acknowledging the Partnership Agreement details roles and responsibilities for all parties, this document is limited to clarifying the reporting relationships and the extend of the ‘administrative and related services’ provided by BOPRC in its role as administrating authority under Section 24 of the CDEM Act.

3. Roles and Responsibilities BEFORE an Emergency (Reduction and Readiness)

The Bay of Plenty CDEM Group is part of New Zealand’s Emergency Management System (below). The Group maintains relationships with central government through the National Emergency Management Agency along with regional and local partners.

The CDEM Groups structure includes:

· Bay of Plenty CDEM Group Joint Committee

· Coordinating Executive Group

· Member Local Authorities

· The Administering Authority (Bay of Plenty Regional Council)

· CDEM Group Office (Emergency Management Bay of Plenty)

The interrelationships between these entities are provided in the diagram below. Additional detail on each entities roles and responsibilities provided in the following section.

3.1 Bay of Plenty CDEM Group Joint Committee

The Bay of Plenty CDEM Group Joint Committee is the political and governance function for the collective of councils who make up the CDEM Group.

Prior to an emergency the Joint Committee works to ensure a collective approach to:

· Risk reduction

· Emergency Management Capacity

· Community Resilience

As functions of the CDEM Group are delivered both individually (by individual councils) and for the collective (by Emergency Management Bay of Plenty), the Joint Committee have a dual governance role looking to both the coordination of individual functions and the delivery of collective functions.

The Department of the Prime Minister and Cabinet has developed this guide which provides additional information on the role of Elected Officials Before an emergency.

3.2 Coordinating Executive Group and its subcommittees

The Bay of Plenty CDEM Group Coordinating Executive Group (CEG), provides executive oversight for the CDEM Group. Membership includes Council CEOs and senior agency and emergency services representatives.

The functions of CEG include providing advice to and implementing decisions of the CDEM Group and overseeing the CDEM Group Plan (s20(2) of the CDEM Act).

In support of its functions, and the CDEM Group, CEG has established a number of subcommittees:

· Regional Emergency Management Coordination Committee (REMCC) – the REMCC is the primary planning and coordination mechanism for emergency services and core response agencies on emergency management issues prior to an emergency.

· Welfare Coordination Group (WCG) – WCG is the planning and coordination mechanism for welfare services agencies prior to an emergency. WCG works across 9 subfunctions:

o registration,

o needs assessment,

o inquiry,

o care and protection services for children and young people,

o psychosocial support,

o household goods and services,

o shelter and accommodation,

o financial assistance, and

o animal welfare.

· Lifelines Group - the Bay of Plenty lifelines group brings together critical infrastructure providers contribute to joint initiatives to mitigate natural hazards and threats, reducing risk to Bay of Plenty infrastructure and communities.

3.3 Member Local Authorities

All member local authorities have core emergency management functions prior to an emergency. Many of these functions are not undertaken under a CDEM “banner” but are instead the core functions of councils that reduce the risk or prepare communities for emergencies. This includes

· Regional, City and District plans that work to reduce the natural hazard risk

· Flood protection schemes

· Climate change mitigation

· Iwi/hapū/marae engagement

· Community building, community engagement and education

· The development of community spaces

· Management of storm water networks and potable water resilience

· Local roading development and maintenance

· Building management including the management of earthquake prone buildings

· Coastal regeneration work

In addition to these core council functions councils work to develop emergency response capability prior to an emergency, a key focus of this work is Emergency Operation Centre capability.

Most Councils employ Emergency Management Staff to undertake some of these functions. For effective coordination of CDEM functions, all emergency management staff are required to work collaboratively with the Director of Emergency Management Bay of Plenty.

While roles and responsibilities are provided for in the Partnership Agreement, detailed work programmes are detailed in individual Long-Term Plans, Annual Plans, Asset Management Plans and Community Engagement plans. These plans provide details of individual Councils work priorities, projects, budget, and key performance indicators.

3.4 Administrating Authority (Bay of Plenty Regional Council)

Under Section 24 of the CDEM Act 2002, the role of the Administering Authority is to provide administrative and related services that may from time to time be required by the CDEM Group.

The full services provided by Bay of Plenty Regional Council are detailed in both the:

· Service Level Agreement between Bay of Plenty Civil Defence Emergency Management (CDEM) Group and Bay of Plenty Regional Council - as required by the Bay of Plenty Civil Defence Emergency Management Constitution, and

· Bay of Plenty Civil Defence Emergency Management Group Partnership Agreement

The core functions delivered by the Bay of Plenty Regional Council as administrating authority are:

· Proving governance services to the Bay of Plenty CDEM Group, including agendas and minutes for Joint Committee meetings, and

· Employing, on behalf of the CDEM Group, the staff for Emergency Management Bay of Plenty which operates in support of all CDEM Group members. This arrangement is reflected in the partnership agreement “In addition to being the administrating authority, the Bay of Plenty Regional Council will also serve as the employing agency of all EMBOP staff on the terms and conditions of employment and job descriptions negotiated.”

3.4.1 Emergency Management Bay of Plenty (Group Emergency Management Office)

Emergency Management Bay of Plenty (EMBOP), as the Group Emergency Management Office, is provided for under the National Emergency Management Agency Guidance - CDEM Directors Guideline 1/02 The Formation of CDEM Groups.

The detailed role and responsibilities of EMBOP are provided for in the Partnership Agreement. EMBOPs core role is to deliver functions on behalf of all council in the CDEM Group. EMBOP has a staff of approximately 20 and is led by a Director. Note – unlike Controller and Recovery Managers the role of Director is not a statutory appointment but is rather an administrative position.

4. Roles and Responsibilities DURING an Emergency (Response)

During an emergency response reporting lines and accountabilities shift. The interrelationships between these key positions are provided in the diagram below. Additional detail on roles and responsibilities are included in the following section.

4.1 Bay of Plenty CDEM Group Joint Committee

During an emergency Elected Officials have critical roles leading their communities. In particular the Mayor, Chair of the Joint Committee and their deputies take on additional responsibilities, these include:

· Making or extend a state of local emergency declaration:

o Factsheet: Declaring a State of Local Emergency

o Quick Guide to Declaring a state of Local Emergency

o Declaration form templates

o Hard copy declaration packs (made up of the links above) will be provided at the Joint Committee meeting alongside this paper. The intent is that these packs will be kept at members’ homes to enable a declaration to be signed remotely if travel following an emergency is not possible.

· supporting the controller

· demonstrating leadership and maintaining public confidence during the emergency by having a visible presence in the community

· represent their local authority politically

· make media comment (in partnership with the Controller)

· liaise with external agencies including central government and local iwi

· receive visiting VIPs

· maintain liaison with regional leaders.

The Department of the Prime Minister and Cabinet provides additional information on the role of Elected Officials in a Response, this guide is primarily focused on the role of the Mayor, Joint Committee Chairperson, and deputies.

4.2 Group Controller

The CDEM Act requires the Group Controller, during a state of local emergency, to direct and co-ordinate the emergency response. The Act confers powers on the Group Controller to enable them to undertake this role and function.

The CDEM Act also requires the Group Controller to perform any functions or duties delegated to the Group Controller by the Civil Defence Emergency Management Group. In the Bay of Plenty the CDEM Group has delegated Section 17(1)(d) respond to and manage adverse effect of emergencies in its areas. This delegation reflects standard practice in New Zealand where Group Controllers lead the emergency response prior to a state of emergency being declared and in emergencies where a state of emergency is not required.

Note these arrangements apply in emergencies where CDEM is the lead agency (Geological, Metrological or infrastructure failure), or on agreement with the lead agency.

4.3 Coordinating Executive Group and its subcommittees

The Coordinating Executive Group does not have a functional role in emergency response. However, the Group Controller will engage with the CEG Chair who provides executive oversight and the ability to engage with CEG members to address issues if required.

CEG Subcommittees undertake key functions in response, the Regional Emergency Management Coordination Committee (REMCC), Welfare Coordination Group (WCG), and Lifelines Group all become key operational committees supporting the response.

4.4 Member Local Authorities

Member local authorities will activate Emergency Operations Centres or incident management teams in an emergency response, Emergency Operational Centres provide critical support to communities during an emergency and are led by a Local Controller (see below).

In an emergency response Local Authority CEOs will led their organisation to support the response effort. This will include a focus on:

· the continuity of core council functions e.g. obligations as a Lifeline utility

· Ensuring appropriate staffing for the Emergency Operations Centre.

In addition to the roles detailed above for the Joint Committee, elected representatives whose area has been impacted by the emergency have a key role in community leadership by:

· being there to identify high level needs of the community

· directing community members towards the right place to get the support they need

· acting as a conduit for information as requested by the Controller or Public Information team

· dispelling rumours, correcting information and validating issues

· considering recovery issues

4.4.1 Local Controller

Section 27 of the CDEM Act allows CDEM Groups to appoint to the role Local Controller. Local Controllers operate at Territorial Authority Level and have access to the powers of the Group Controller in a state of emergency.

The Delegations Manual delegates Section 17 (d) “respond to and manage the adverse effects of emergencies in its area” to Local Controllers. This provides authority to Local Controller to lead the response to emergencies both prior to a state of emergency being declared and in emergencies where states of emergencies are not required.

Local Controllers will therefore lead the local emergency response and have access to the powers of the Group Controller in a state of emergency.

Note: Local Controllers must follow the direction of the Group Controller in an emergency.

4.5 Administrating Authority (Bay of Plenty Regional Council)

As Administrating Authority, the Bay of Plenty Regional Council has no line management authority over the Group Controller. However, BOPRC does have functions to monitor expenditure and implement appropriate financial actions/guidance where required. Note: Group Controllers have a delegation of $200,000 per transaction to enable response actions.

4.5.1 Emergency Management Bay of Plenty

During an emergency EMBOP Staff will undertake functional roles in the GECC or be deployed to support Council EOCs.

5. Roles and Responsibilities AFTER an Emergency (Recovery)

Recovery structures following an emergency are not a one size fits all model and need to be designed to meet the needs of communities following an emergency event. Recoveries are generally more localised as much recovery is done within territorial authorities, and functions are often transitioned into council BAU over time. However, larger recovery efforts may require multi council models with regional coordination.

5.1 Bay of Plenty CDEM Group Joint Committee

Governance structures in recovery can differ but it is anticipated that the Joint Committee will form a key part of any recovery governance in the Bay of Plenty. It is likely that recovery governance arrangements will include Joint Committee members and, as we have seen in Cyclone Gabrielle Governance models, Iwi and Coordinating Executive Group representation. A core focus of any recovery governance will be ensuring communities are being effectively supported and the coordination of activities across councils.

5.2 Group Recovery Manager

The role of the Group Recovery Manager will be dependent on the recovery structures activated. However, may include:

· Leading the regional recovery/Group recovery office if established

· Supporting, guiding, or directing Local Recovery Managers

· Utilizing powers under the CDEM Act 2002 during a transition period

5.3 Coordinating Executive Group and its subcommittees

The role of the Coordinating Executive Group and its subcommittees will depend on the recovery governance structures implemented.

5.4 Member Local Authorities

Member local authorities will establish Local Recovery Offices to provide critical support to communities after an emergency. Local Recovery offices are led by a Local Recovery Manager (see below). If required, the Bay of Plenty Regional Council may also set up a Regional Recovery Office to support and coordinate the regional recovery effort.

In addition to the roles detailed above for the Joint Committee, elected representatives whose area has been impacted by the emergency have a key role in community leadership by:

· Listening to the community – this may include being the voice of the community, being the eyes and ears ‘on the ground’, gathering the views and concerns from the community and feed them into the recovery process.

· Using your local knowledge – you understand the culture, thoughts/opinions and information that can contribute to local awareness and help identify problems and vulnerabilities.

· Supporting those working on recovery – by encouraging and supporting recovery teams working within the community; working with Public Information Management teams and communicating key messages or providing credible advice.

· Political leadership – ensuring appropriate scrutiny and provision of resources to the recovery team; championing the issues of your community to the local authority and recovery team.

The Department of the Prime Minister and Cabinet has developed this guide which provides additional information on the role of Elected Officials after an emergency.

5.4.1 Local Recover Manager

Section 29 of the CDEM Act allows CDEM Groups to appoint to the role Local Recover Managers. Local Recovery Managers operate at Territorial Authority level and have access to powers during a transition period.

The Delegations Manual delegates Section 17 (1)(e) “Plan and carry our recovery activities” to Local Recovery Managers. Local Recovery Managers will therefore lead the local recovery effort and also have access to the powers of a transition period.

Note: Local Recovery Manager must follow the direction of the Group Recovery Manager in an transition period.

5.5 Administrating Authority (Bay of Plenty Regional Council)

As Administrating Authority, the Bay of Plenty Regional Council has no line management authority over the Group Recovery Manager. However, BOPRC does have functions to monitor expenditure and implement appropriate financial actions/guidance where required. Note: Recovery Managers have a delegation of $200,000 per transaction to enable initial recovery actions.

5.5.1 Emergency Management Bay of Plenty

Emergency Management Bay of Plenties role following an emergency will depend on the recovery structures established, however may include:

· take on advisory functions supporting recovery offices

· providing or seconding staff to recovery offices

· Holding the position of Group Recovery Manager including interim use of transition powers

6. Considerations

6.1 Risks and Mitigations

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

6.2 Climate Change

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

6.3 Implications for Māori

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

6.4 Community Engagement

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

6.5 Alignment with Strategic Framework

This report provides an overview of the strategic framework, it does not propose or make changes to this framework.

6.6 Financial Implications

This report does not include any budget implications.

7. Next Steps

This paper is for information only, there are no current intended next steps.



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	27 September 2024
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Mark Crowe, Director, Emergency Management Bay of Plenty
Purpose:	To approve the appointment of Civil Defence Emergency Management (CDEM) Alternative Group Controller 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 Coordinating Executive Group (CEG) is requested to endorse 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;

2 Approves the appointment of Stace Tahere, Operations Manager, Emergency Management Bay of Plenty as Alternative Group Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s26(2) 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 Emergency Management Bay of Plenty

Mark Crowe, Director, Emergency Management Bay of is seeking endorsement of Stace Tahere, Acting Planning Manager, Emergency Management Bay of Plenty as Alternative Group Controller for the Bay of Plenty CDEM Group under Section 26(2) of the CDEM Act 2002.

Stace is also currently appointed in September 2023 as Alternative Group Recovery Manager for the Bay of Plenty CDEM Group.

Stace is a professional emergency manager with 20 years of experience across the New Zealand Defence Force, Local Government and Emergency Management sector. He has worked internationally, nationally, and regionally holding emergency management roles within the Royal New Zealand Military Police and the Manawatu-Whanganui Regional Council prior to moving to Emergency Management Bay of Plenty in 2018.

Stace brings extensive operational experience to the Alternate Group Controller role, having worked in major New Zealand responses in the past 12 years including Cyclone Gabrielle, COVID-19, 2019 Whakaari/White Island Eruption, 2010 and 2011 Christchurch Earthquakes.

Stace holds a bachelor’s degree in resource and environmental planning and has completed the Response and Recovery Aotearoa New Zealand (RRANZ) Response & Recovery leadership Development Programme.

Stace has been the Acting Manager Planning, Emergency Management Bay of Plenty for the past 2 years and was appointed Alternative Group Recovery Manager in September 2023,

Recently Stace has been successful in being appointed as Manager Operations, Emergency Management Bay of Plenty.

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.

3.5 Alignment with Strategic Framework

This report addresses the statutory requirements of the Bay of Plenty CDEM Group under the CDEM Act (2002), to appoint Group / Local Controllers.

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.

Attachments

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 27 September 2024 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	27 September 2024
Report Writer:	Merinda Pansegrouw, Committee Advisor
Report Authoriser:	Steve Groom, Governance Manager Mark Crowe, Director, Emergency Management Bay of Plenty
Purpose:	To confirm amended Standing Orders to allow for virtual attendance at Bay of Plenty Civil Defence Emergency Management Group Joint Committee meetings

Amendment to Standing Orders: Virtual Attendance at Meetings

Executive Summary

The Bay of Plenty Civil Defence Emergency Management Group Joint Committee at the commencement of the 2022-2025 Triennium, confirmed the Standing Orders to be used for the conduct of meetings to be those of the administrating authority, Bay of Plenty Regional Council Toi Moana (Regional Council).

The Regional Council at its meeting held on 12 September 2024 adopted amended Standing Orders with the inclusion of remote participation (attending via audio or audiovisual link) to continue to count towards quorum at its meetings once the Severe Weather and Emergency Recovery Legislation Bill provisions lapse on 30 September 2024.

This report asks the Bay of Plenty Civil Defence Emergency Management Group (CDEMG) Joint Committee to consider the adoption of the amended set of Standing Orders.

Recommendations

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

1 Receives the report, Amendment to Standing Orders: Virtual Attendance at Meetings;

2 Confirms the amended Standing Orders to be used for the conduct of its meetings, as adopted by the administrating authority (Bay of Plenty Regional Council Toi Moana) at its meeting held on 12 September 2024, to allow for virtual attendance at meetings (Refer Attachment 1);

3 Notes that a 75% majority vote is required to adopt the amended Standing Orders.

1. Introduction

At its first meeting following a local authority triennial election, the Bay of Plenty Civil Defence Emergency Management Group (CDEMG) is required to confirm its standing orders for the three-year term of the triennium.

Under Clause 12.2 of the Bay of Plenty Civil Defence Emergency Management Group Constitution 2013 (the Constitution) representatives may agree to use other standing orders in accordance with the provisions of Section 19 (1) of the Civil Defence Emergency Management Act 2002 (CDEM Act).

Section 19 (1) of the Civil Defence Emergency Management Act (CDEM) 2002 states that if three quarters of the representatives of the CDEMG agree, they may follow standing orders other than the New Zealand Standard for standing orders.

The CDEMG accordingly, at its 16 December 2022 meeting, confirmed that the Standing Orders to be used for the conduct of meetings to be those of the administrating authority (Regional Council) adopted by the Regional Council on 24 November 2022.

1.1 Legislative Changes

Schedule 7, clauses 23 – 25B of the Local Government Act 2002 (LGA) provide the legislative parameters for the conduct of Council and Committee meetings and outline what constitutes a quorum for the conduct of meetings. Council’s current version of Standing Orders is based on these provisions in the LGA, and the current version of Standing Orders (Standing Orders 11.1, 13.8 and 13.9) provides for remote participants at Council and Committee meetings to be able to participate and vote in meetings, but not be counted towards quorum. Standing Orders 13.11 and 13.12 provide for other aspects of remote attendance.

During the COVID-19 pandemic and most recently during the Cyclone Gabrielle response, the Government enacted temporary provisions in the LGA to allow for remote participants (via audio or audiovisual link) to also count toward quorum to enable councils to continue to conduct their business when the ability to meet in person and meet this legislative requirement was restricted.

On 30 September 2024, the latest temporary provisions enacted by Central Government during the Cyclone Gabrielle response will expire. However, an amendment to the LGA was enacted on 30 August 2024, providing for all participants (in person and remote) to count towards quorum if a territorial authority’s Standing Orders allow for it.

On 30 August 2023, the Local Government Electoral Legislation Bill received royal assent. Amongst changes to the Local Electoral Act 2001, this Bill also sought permanent amendments to the LGA provisions around quorum requirements in the supplementary order paper dated 18 July 2023 in the Explanatory Note section (as per Attachment 2). As a result of the Bill, once the provisions enacted by the Severe Weather and Emergency Recovery Legislation Bill lapse, from 1 October 2024, member attendance by audio link or audio-visual link at Council and Committee meetings will count towards quorum if a territorial authority’s Standing Orders allow for this.

The LGA enables councils to manage provisions for remote participation through their Standing Orders themselves and makes the changes enabled throughout the COVID-19 pandemic and the Cyclone Gabrielle response permanent.

1.2 Updated Changes to Regional Council Standing Orders

On 12 September 2024 Regional Council adopted the following minor amendments to Standing Orders 11 and 13 to maintain the Council’s current practice of holding hybrid meetings (a meeting with both virtual and physical attendees) and lower the risk of meeting cancellation due to lack of quorum once the temporary provisions enabling this have lapsed.

Further adopted changes relevant to the CDEMG are:

· Approval to attend a meeting via electronic means is no longer required, although prior notice is preferable to facilitate the necessary practical arrangements.

· The Chairperson no longer needs to be physically present at a hybrid meeting to undertake the Chair’s duties.

Extract from the Regional Council Minutes of 12 September 2024 (item 6.9, Amendment to Standing Orders: Virtual Attendance at Meetings):

1. Receive the report, Amendment to Standing Orders: Virtual Attendance at Meetings.

2. Approve the following amendments to Council’s Standing Orders (refer Attachment 1):

(i) Amend the Definition Section to read “Present at the meeting to constitute quorum means the member is to be present (in person or via audio/audiovisual link)”;

(ii) Amend Standing Order 11.1 (Council Meetings) to read: “The quorum for a meeting of the council is:

(iii) Half of the members present (in person or via audio/audiovisual link), where the number of members (including vacancies) is even; and

(iv) A majority of the members present (in person or via audio/audiovisual link), where the number of members (including vacancies) is odd.”;

(v) Amend Standing Order 13.8 (Member’s status: quorum) to read “Members who attend meetings by electronic link will be counted as present for the purposes of a quorum.”;

(vi) Amend Standing Order 13.9 (Member’s status: voting) to read “Where a meeting has a quorum, determined by the number present (in person or via audio/audiovisual link), the members attending by electronic link can vote on any matters raised at the meeting.”;

(vii) Amend Standing Order 13.11 (Conditions for attending by audio or audio-visual link) to read: “Noting standing order 13.7, members may attend meetings by electronic link, either generally or for a specific meeting, if the technology allows”;

(viii) Amend Standing Order 13.12 (Request to attend by audio or audio-visual link) by replacing the word ‘request’ with ‘notification’; AND

(ix) Amend Standing Order 13.10 (Chairperson’s duties) by deleting the sentence “If the Chairperson is attending by audio or audio-visual link, then chairing duties will be undertaken by the Deputy Chair, or a member who is physically present” [in the event of a hybrid meeting];

3. Notes that a 75% majority vote is required to amend Standing Orders.

These changes have been incorporated into the Standing Orders and are available via this link: Bay of Plenty Regional Council Standing Orders 2022-2025.

2. Benefits of Proposed Amendments to Standing Orders

It is recommended that the CDEMG adopts the amended Standing Orders to be used for the conduct of its meetings to allow for virtual attendance at meetings.

The benefits of the amended Standing Orders/virtual attendance are as follows:

· It will allow for remote participation to be counted towards a quorum.

· The Chairperson no longer needs to be physically present at a hybrid meeting to undertake the Chair’s duties.

· Alignment with the CDEMG’s current practice of holding hybrid meetings as required.

· There is less risk of a meeting being cancelled due to lack of quorum

· In the event of an emergency, the CDEMG would be able to hold fully remote meetings and continue to conduct its business when the ability to meet in person is restricted.

3. Considerations

3.1 Risks and Mitigations

Although there is an element of risk that the Council’s chosen audiovisual system/technology could fail, such risk can be mitigated by members attending via other means, e.g. mobile phone or a landline.

3.2 Climate Change

Reducing members’ meeting travel will have a positive impact on carbon emissions.

3.3 Implications for Māori

This matter is of a procedural nature and does not have a direct implication for Māori.

3.4 Community Engagement

Engagement with the community is not required as the recommended decision as it is of a procedural nature.

3.5 Financial Implications

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

4. Next Steps

The amended Standing Orders adopted by Regional Council on 12 September 2024, is publicly available on the Council’s website.

By adopting the amended Standing Orders, remote participation by members will continue to count towards quorum at CDEMG meetings once the Severe Weather and Emergency Recovery Legislation Bill provisions lapse on 30 September 2024.

Attachments

Attachment 1 - Amendments - Standing Orders ⇩

Attachment 2 - Supplementary Order Paper - Local Government Electoral Legislation Bill - 18 July 2023 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	27 September 2024
Report Writer:	Cara Gordon, Principal Advisor, Emergency Management
Report Authoriser:	Mark Crowe, Director, Emergency Management Bay of Plenty
Purpose:	To seek approval of the updated Bay of Plenty CDEM Group Policy for the Appointment of Controllers and Recovery Managers

Appointment Policy for Controllers and Recovery Managers

Executive Summary

The 2023 – 2024 EMBOP work programme included the development of a Bay of Plenty CDEM Controllers and Recovery Managers Policy for appointment and a guide to professional development. These have been developed by Emergency Management Bay of Plenty in consultation with Controllers and Recovery Managers across the region.

The Coordinating Executive Group has approved the Bay of Plenty CDEM Group Guide to the development of Controllers and Recovery Managers and has endorsed the Bay of Plenty CDEM Group Draft Policy for the Appointment of Controllers and Recovery Managers.

Recommendations

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

1 Receives the report, Appointment Policy for Controllers and Recovery Managers;

2 Notes the development of a Bay of Plenty CDEM Group Guide to the development of Controllers and Recovery Managers;

3 Approves the Bay of Plenty CDEM Group Draft Policy for the Appointment of Controllers and Recovery Managers;

4 Revokes all previous Bay of Plenty CDEM Group Controller and Recovery Manager Appointment Policies.

1. Background

The 2023 – 2024 EMBOP work programme included the development of a Bay of Plenty CDEM Controllers and Recovery Managers Policy for appointment and a guide to professional development. The main drivers for this work included the identification of a lack of ongoing training for Controllers and Recovery Managers, and the lack of a consistent approach to appointment.

This draft framework was discussed with Controllers and Recovery Manager at forums and was disseminated for feedback. This feedback has now been reviewed and incorporated as appropriate.

2. Bay of Plenty CDEM Group Guide to the Development of Controllers and Recovery Managers

Controllers, Recovery Managers, and advisors play a crucial role in facilitating and guiding communities through the process of response and recovery before, during, and after emergencies.

Establishing a comprehensive development pathway is essential to enhance their skills, knowledge, and abilities to effectively navigate the complex landscape of response and post-disaster recovery.

The Bay of Plenty CDEM Group Guide to the Development of Controllers and Recovery Managers outlines a structured development pathway to ensure Controllers and Recovery Managers are well-equipped to lead successful response and recovery efforts. The pathway includes a focus on:

· Foundational Training

· Specialised Training

· Leadership and Management Skills

· Technology Integration

· Experiential Learning

· Continuous Professional Development

The training pathway is then broken down into:

· Key competencies and training for appointment

· Training/development required post appointment

· Ongoing Development

Acknowledging that individuals will enter the role of Recovery Manager or Controller with different skill sets, this pathway can be tailored for the specific requirements of each individual appointed. This will be done between the appointee and a mentor. On agreement of a pathway, a timeframe for completion will also be set. This timeline will depend on course availability and development needs.

3. Bay of Plenty CDEM Group Policy for the Appointment of Controllers and Recovery Managers

The purpose of this policy is to outline the processes required for the appointment of Controllers and Recovery Managers, and their roles within the Bay of Plenty Civil Defence Emergency Management Group. It replaces the:

· Policy for the Appointment and Development of Recovery Managers February 2017 vs 1.0 and amendments

· Policy for the Appointment and Development of Controllers May 2013 Vs 2.7 and amendments.

This policy covers:

· The identification and nomination process

· The instatement process

· Functional relationship both between Controllers and Recovery Managers and their relationship with Governance

· Organisational and Individual Commitments & Duties

This policy does not alter or change the Bay of Plenty CDEM Groups role in appointing Controllers and Recovery Managers under the CDEM Act 2002. Instead, this policies intent it to provide the Joint Committee with assurance that all Controllers and Recovery Managers are appropriately and consistently nominated in advance of their appointment by the Joint Committee.

4. Considerations

4.1 Risks and Mitigations

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

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 addressed in this report are of a procedural nature and there is no need to consider climate implications for Māori.

4.4 Community Engagement

The matters addressed in this report are of a procedural nature and there is no need to undertake community engagement.

4.5 Alignment with Strategic Framework

The advice in this report aligns with the Bay of Plenty CDEM Groups strategic framework and legislative functions.

4.6 Financial Implications

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

5. Next Steps

If approved, the Bay of Plenty CDEM Group Policy for the Appointment of Controllers and Recovery Managers will be implemented by member councils.

Attachments

Attachment 1 - Draft Policy Appointment Recovery Managers and Controllers ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	27 September 2024
Report Writer:	Theo Ursum, Advisor, Planning
Report Authoriser:	Mark Crowe, Director, Emergency Management Bay of Plenty
Purpose:	To present the draft Bay of Plenty CDEM Group Annual Plan 2024-2025 for approval by the BOPCDEM Group Joint Committee.

Bay of Plenty CDEM Group Annual Plan 2024 - 2025

Executive Summary

In advance of the 31 May 2024 Coordinating Executive Group, at the request of Fiona McTavish as Coordinating Executive Group (CEG) Chair, the DRAFT Bay of Plenty CDEM Group Annual Plan 2024-2025 (the Annual Plan) was removed from the agenda.

This decision noted, a number of key recently released reports including the Government Inquiry into the Response to the North Island Severe Weather Events (April 2024) whose outputs had not been incorporated. Further, Council Long Term Plans had been delayed, and a desire to more fully consider and target the priorities of the CDEM Group over the coming 12 months.

To ensure Council engagement on this revised Annual Plan was undertaken it was decided to hold further decisions with the Coordinating Executive Group Local Authorities (CEG LA) at their July meeting.

The CEG LA formally endorsed the proposed approach for drafting the Annual Plan. Subsequently, via out-of-cycle paper the CEG LA further reviewed and officially endorsed the draft of the Annual Plan for the 2024-2025 period.

The BOPCDEM Coordinating Executive Group endorsed the Draft BOP CDEM Group Annual Plan 2024-2025 on 4 September 2024 for approval by the BOPCDEM Group Joint Committee.

Recommendations

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

1 Receives the report, Bay of Plenty CDEM Group Annual Plan 2024 – 2025;

2 Approves the Draft Bay of Plenty CDEM Group Annual Plan 2024-2025.

1. Background

1.1 This Annual Plan is designed to serve as a guide for all Bay of Plenty CDEM Group members in the conduct of their business to collaboratively achieve specific outcomes on behalf of Bay of Plenty communities.

1.2 It details the key deliverables for the 2024-2025 financial year.

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

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

1.5 The focus of the plan is set by the Bay of Plenty CDEM Group Plan 2024-2029. The Annual Plan also takes a more targeted approach to the activities included in the Plan.

1.6 This Plan has undergone a fundamental change in terms of reporting. The 2024 – 2025 Annual Plan will no longer report on EMBOP Annual Maintenance activities.

1.7 The focus for this financial year will be reporting against key activities that address the recommendations made in recently released reports such as the Government Inquiry into the Response to the North Island Severe Weather Events. However, this Annual Plan allows capacity to support additional workstreams identified in association with this review work.

2. Consultation

The Annual Plan has been developed by Emergency Management Bay of Plenty Staff in consultation with CEGLA members. At the meeting on 26 July, the Coordination Executive Group Local Authorities endorsed the approach of developing this Annual plan.

During an out of sequence CEGLA meeting, the draft annual plan was discussed and endorsed to be presented to CEG.

The BOPCDEM Coordinating Executive Group endorsed the Draft Annual Plan on 4 September for approval by the BOPCDEM Group Joint Committee.

3. Considerations

3.1 Risks and Mitigations

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

3.2 Climate Change

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

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

3.5 Alignment with Strategic Framework

This report addresses the statutory requirements of the Bay of Plenty CDEM Group under the CDEM Act (2002). This report aligns with the Bay of Plenty CDEM Group Plan 2024-2029.

3.6 Financial Implications

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

4. Next Steps

Following approval from the Group Joint Committee, the Annual Plan will be adopted and operationalised.

Attachments

Attachment 1 - DRAFT BOPCDEM Group Annual Plan 2024-25 V1.1 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	27 September 2024
Report Writer:	Tara Cooper, Senior Advisor, Operations
Report Authoriser:	Mark Crowe, Director, Emergency Management Bay of Plenty
Purpose:	To provide Joint Committee members with an update of the training statistics for the previously approved KPI.

Bay of Plenty CDEM Group Training KPI Measurement

Executive Summary

This report serves to inform and update Joint Committee members on the current training statistics against the KPI measuring approach.

Recommendations

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

1 Receives the report, Bay of Plenty CDEM Group Training KPI Measurement.

1. Background

As part of the Local Authority LTP development process, the CDEM Group training KPI’s were reviewed. In support of this, EMBOP ran workshops with council representatives, as nominated by CEGLA, to establish how the Group would measure the training KPI “The city/district/region is prepared for and can respond to an emergency”. These workshops established a collective view that this KPI needed to focus on people, and their training levels, facilities, tools, and resources. With an initial focus on lifting capability of staff (particularly those in leadership positions) not simply increasing the numbers of names on the roster. Tools and resources were not included in this KPI as they are measured through the annual EOC/ECC audit process.

1.1 CEG Recommendations for Future Reports

The Bay of Plenty CDEM Group Training KPI Measurements were reported to the

Coordinating Executive Group on 4 September 2024 and recommend the following

amendment to the report:

• To report the current KPI percentile only of 80%.

• To report the number of trained staff over and above the KPI requirements.

This has been updated for this report.

2. KPI Measuring Approach

The focus of this KPI is to measure the capacity of Emergency Operations and Coordination Centre (EOC/ECC) staff through the attendance and completion of training courses.

Originally this KPI was made up of two components. Along with undertaking the relevant training for each role, all staff were required to engage with CDEM annually by completing a minimum of 8 hours ongoing professional development.

Due to the issues with recording engagement accurately, this has been removed from the KPI measurement. From 1 July 2024, the KPI will be measured solely against training completions.

2.1 KPI Requirements

The KPI is made up of two groups, the Incident Management Team (IMT) and function staff. The number of staff required has been identified per one shift for each group. This is outlined in the table below:

Councils are required to plan for a set number of shifts dependant on the size of the council with the number of trained staff required increasing over time. These are identified in the table below:

From 1 July 2024, councils should have reached the 80% KPI in accordance with the CEG directive and will now be working to achieve the 100% KPI requirement by 2031.

2.2 KPI Measurement Statistics

The KPI statistics were previously reported as IMT staff and total staff trained. This added the IMT staff required to the number of function staff required. The reporting will now focus on IMT staff and function pool staff as separate statistics to provide a clearer representation of the requirements to meet the KPI.

The KPI statistics as per 12 September 2024 are displayed via the below graphs for IMT staff and function pool staff. The statistics are reported based on the Capacity Planning held in the ITM training system. Council Emergency Manager Officers are responsible for making sure the Capacity Plan reflects the correct staff for each council and Emergency Management Bay of Plenty (EMBOP) are responsible for uploading the training records for courses arranged by EMBOP.

The graphs outline how each council is tracking against the 2024-2031 80% KPI relative to the figures in the above table. This is represented in the graphs as:

• Total Trained

• Total Needed to Meet 80% KPI

3. Training Courses

The following Table outlines the courses run by Emergency Management Bay of Plenty for this reporting Period:

4. Considerations

4.1 Risks and Mitigations

There is no significant risk associated in this report as the matter addresses is of a statistical nature.

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 addressed in this report are of a procedural nature and there is no implications for Maori.

4.4 Community Engagement

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

4.5 Alignment with Strategic Framework

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

4.6 Financial Implications

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

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	Mayor Mahé Drysdale Deputy Mayor Jen Scoular (Alternate) Councillor Kevin Schuler (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