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

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

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

Agenda

1. Apologies

2. Public Forum

3. Items not on the Agenda

4. Order of Business

5. Declaration of Conflicts of Interest

6. Minutes

Minutes to be Confirmed

6.1 Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 30 June 2023 4

6.2 Extraordinary Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 22 August 2023 4

6.3 Civil Defence Emergency Management Group (CDEMG) Hearings Panel - Group Plan 2023- 2028 Hearings Minutes - 4 September 2023 4

6.4 Civil Defence Emergency Management Group (CDEMG) Hearings Panel - Group Plan Hearings 2023- 2028 Deliberations Minutes - 4 September 2023 4

7. Reports

7.1 Bay of Plenty CDEM Group 2023/24 Annual Plan Dashboard - First Quarter Reporting Schedule 30 June – 30 September 2023 4

Attachment 1 - 29-09-2023 Emergency Management Bay of Plenty Annual Plan Dashboard - Joint Committee - June to September 2023 4

Attachment 2 - 29-09-2023 Bay of Plenty CDEM Group Training KPI 4

7.2 Bay of Plenty Civil Defence Emergency Managment Group - Controller & Recovery Manager Statutory Appointments 4

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 29 September 2023 4

Attachment 2 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 29 September 2023 4

7.3 Draft Bay of Plenty CDEM Group Annual Report 2022-2023 4

Attachment 1 - BOPCDEM Group Annual Report 2022-23 DRAFT version 4 JC 4

7.4 Bay of Plenty CDEM Group Plan 2023-2028 Development - Joint Committee Hearings Sub-committee Amendments Report 4

Attachment 1 - Draft Bay of Plenty Civil Defence Emergency Management Group Plan 2023-28 4

Attachment 2 - Public Submissions - Panel Recommondations 4

Attachment 3 - National Emergency Managment Agency Technical Review - Panel Recommondations 4

7.5 Bay of Plenty Civil Defence Emergency Management Group Delegations Manual 4

Attachment 1 - Draft Bay of Plenty CDEM Group Delegations Manual 4

7.6 Regional Safety and Rescue Services Fund Review - Coordinating Executive Group Recommendations 4

Attachment 1 - Appendix 1 - Funding Criteria for RSRS 4

Attachment 2 - Appendix 2 - Funding Allocation for RSRS 4

Attachment 3 - Appendix 3 - Survey responses re-funding allocation 4

7.7 Bay of Plenty New Zealand Response Teams Directed Gap Analysis and Business case 4

Attachment 1 - FINAL_ NZRT gap analysis 2023 4

Attachment 2 - FINAL Business NZRT Case May 2023 4

7.8 Emergency Management Bay of Plenty Workforce Planning 2023-2024 4

7.9 Cyclone Gabrielle Report

This item will be distributed under a separate cover.

7.10 Update - Director, Emergency Management Bay of Plenty

Presented by: Clinton Naude - Director, Emergency Management Bay of Plenty

7.11 Update - National Emergency Management Agency (NEMA) - 29 September 2023 4

8. Consideration of Items not on the Agenda

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

30 June 2023

Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing: Friday 30 June 2023, 10:00 am

Venue: Rotorua Lakes Council, Council Chambers, 1061 Haupapa Street, Rotorua

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)

Rotorua Lakes Council (RLC):

Deputy Mayor Sandra Kai Fong (Alternate)

Tauranga City Council (TCC):

Commissioner Bill Wasley (Alternate)

Whakatāne District Council (WDC):

Mayor Victor Luca; Deputy Mayor Lesley Immink (Alternate) (via Zoom)

Bay of Plenty Regional Council Toi Moana (BOPRC):

Cr Malcolm Campbell

National Emergency Management Agency (NEMA)

Observer Lily Foulds

In Attendance: KDC: Russell George - Chair of Coordinating Executive Group (CEG) & Chief Executive Officer

Emergency Management Bay of Plenty (EMBOP): Mark Crowe – Acting Director; Stace Tahere - Acting Planning Manager; Cara Gordon – Principal Advisor, Emergency Management; Lisa Glass – Senior Advisor, Communications; Julian Reweti – Principal Advisor - Recovery; Theo Ursum – Advisor Planning

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

RLC: Bruce Horne – Resiliency Manager

TCC: Paula Naude -Manager – Community Development & Emergency Management (via Zoom); Liz Oliver – Advisor. Emergency Management

WBOPDC: Jo Lynskey, Senior Emergency Management Advisor

Apologies: Commission Chair Anne Tolley; Mayor Tania Tapsell; Cr Ron Scott and Commissioner Bill Wasley for lateness.

Declaration of Public Recording

Committee members were reminded that the meeting was being recorded and 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 - 30 June 2023 - YouTube

Opening Karakia

Provided by Stace Tahere - Acting Planning Manager.

1. Apologies

Resolved

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

1 Accepts the apologies from Commission Chair Anne Tolley, Mayor Tania Tapsell, Cr Ron Scott, and for lateness from Commissioner Bill Wasley, as tendered at the meeting.

Campbell/Kai Fong

CARRIED

2. Items not on the Agenda

2.1

Bay of Plenty Civil Defence Emergency Management Group Local Recovery Manager Amendments

Resolved

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

1 Accepts the report ‘Bay of Plenty Civil Defence Emergency Management Group Local Recovery Manager Amendments’ for inclusion in this agenda and notes that the reason it cannot be deferred to the next meeting is to enable updating of Schedule 1 of the Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers.

Denyer/Kai Fong

CARRIED

3. Order of Business

Noted that the item not on the agenda, report Bay of Plenty Civil Defence Emergency Management Group Local Recovery Manager Amendments would be considered as the last item on the agenda.

4. Declaration of Conflicts of Interest

None advised.

5. Minutes

Minutes to be Confirmed

5.1

Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes - 31 March 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 - 31 March 2023 as a true and correct record.

Kai Fong/Denyer

CARRIED

10:07am – Commissioner Bill Wasley entered the meeting.

6. Reports

Decisions Required

6.1

Bay of Plenty CDEM Group Plan 2023-2028 Approval for Public Consultation

Presentation - Bay of Plenty Civil Defence Emergency Management Group Plan 2023-2028: Objective ID A4419635

Presented by Mark Crowe, Acting Director - Emergency Management Bay of Plenty and Cara Gordon, Principal Advisor, Emergency Management.

Key Points - Staff:

· Provided a summary of the key changes incorporated into the draft Bay of Plenty Civil Defence Emergency Management (CDEM) Group Plan 2023-2028 (the Group Plan)

· Following feedback, some changes led to direct changes in the Group Plan (rephrasing/additions), others were incorporated into other documents/plans (e.g. media training/training/exercise attendance that had been included in the Training Calendar)

· Key changes included the following:

o Increased community centric focus

o Significant changes to language/tone

o Inclusion of “Our Story” - adding experiences/lessons learnt

o Graphic elements/translations to follow alongside public consultation, allowing the community to feedback on the text of this version of the draft

o Maintaining the role of the Group Plan as a strategic document

o Reduction key themes:

§ Effective communication with communities

§ Develop an understanding within communities of the ability/inability to mitigate (“Where do we want to be”)

§ Support for Joint Committee’s role as an advocate for change in risk reduction policy; however balanced with the context of localism

o Readiness:

§ How to deliver these strategic objectives/ensure everyone was in a position to undertake their roles in an emergency

§ Increased training for elected officials (priority to be media training/understanding of role of lead agencies)

§ Response staff to be properly trained/qualified; contingency planning for staff unavailability; engagement with agencies; effective communication; volunteer management

§ Feedback incorporated into a range of plans/work programmes (Training Plan, Bay of Plenty Response Coordination Plan, Volunteer Management Plans etc)

§ Rephrasing content to show intent to grow and maintain capacity/capability rather than starting from a low base line

o Response:

§ Recognising the role of elected officials in emergencies

§ Reflecting on lessons learnt/past experiences

§ Building trust with communities

o Recovery:

§ Addition of objective 1: “The Bay of Plenty CDEM Group coordinates effectively with communities, partners, stakeholders, iwi and volunteer groups and supports them to undertake their recovery actions”

§ Additional focus on Recovery Funding/expenditure section

§ Additional reflection on the pressure of recovery/Bay of Plenty lessons learnt.

Key Point - Members:

· In terms of organisational readiness, requested that communication training for elected members be added to page 50 of the Group Plan, under the section “Where do we want to be in five years’ time”, fourth bullet point, by adding “CDEM Elected Members and support staff understand, are prepared for, and….”.

Nominations for the appointment of Hearings Panel members to hear submissions on behalf of the Bay of Plenty CDEM Group from the public on the draft Bay of Plenty CDEM Group Plan 2023-28:

The Chair called for nominations for the appointment of Hearings Panel members.

Mayor James Denyer nominated Mayor Faylene Tunui and Deputy Mayor Sandra Kai Fong; Councillor Malcolm Campbell seconded the nomination.

Deputy Mayor Sandra Kai Fong nominated Mayor James Denyer, Commissioner Bill Wasley seconded the nomination.

Three nominations were received for the Hearings Panel: Mayor Faylene Tunui; Mayor James Denyer and Deputy Mayor Sandra Kai Fong.

Resolved

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

1 Receives the report, Bay of Plenty CDEM Group Plan 2023-28 Approval for Public Consultation;

2 Approves the draft Bay of Plenty CDEM Group Plan 2023-2028 for public consultation; subject to the inclusion of the following amendment:

· Page 50 of the Group Plan, 4^th bullet point – to add “CDEM Elected Members and support staff understand, are prepared for, and….”.

Wasley/Denyer

CARRIED

3 Appoints the following three representatives to the Hearings Panel to hear submissions from the public on the draft Bay of Plenty CDEM Group Plan 2023-28 on behalf of the Bay of Plenty CDEM Group:

• Mayor Faylene Tunui;

• Mayor James Denyer;

• Deputy Mayor Sandra Kai Fong.

Wasley/Campbell

CARRIED

6.2

Bay of Plenty Civil Defence Emergency Management Annual Plan 2023/2024

Presented by Stace Tahere, Acting Planning Manager.

Key Points:

· The Annual Plan aligned with the 2023/2024 financial year and addressed both the 2018/2023 and 2023/2028 CDEM Group Plans. Its development accordingly had to strike a balance between reflecting the 2018/2023 Group Plan priorities as the current strategic document, and working towards the new Group Plan scheduled for approval in December 2023

· Annual Plan 2023/2024 had been reformatted to align with the 2023/2028 Group Plan’s five workstreams and objectives (Reduction, Readiness, Response, Recovery and Monitoring and evaluation).

Key Points - Members:

· Encouraged alignment of the 2023-2028 Group Plan with the newly introduced bilingual terms that had been included in the Annual Plan 2023/2024 to ensure consistency; noted that graphics and translations would be incorporated into the Group Plan after conclusion of public consultation process

· With reference to the Bay of Plenty CDEM Group Budget (page 20 of the Annual Plan), suggested that consideration be given to the inclusion of a qualifying statement regarding the importance of resilience for the benefit of the public.

Key Point - Staff:

· Advised that the confirmed budget, as approved by councils as part of their recent Annual Plan processes, would be added to page 20 of the Annual Plan.

Resolved

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

1 Receives the report, Bay of Plenty Civil Defence Emergency Management Annual Plan 2023/2024; and

2 Approves the Bay of Plenty Civil Defence Emergency Management Annual Plan 2023/2024, subject to the inclusion of (1) updated budget figures and (2) that consideration be given to the inclusion of a qualifying statement regarding the importance of resilience on page 20 (budget) of the Annual Plan.

Campbell/Kai Fong

CARRIED

6.3

Changes to the Bay of Plenty Civil Defence Emergency Management Group Controller

Presented by Russell George - Chair of Coordinating Executive Group (CEG).

Resolved

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

1 Receives the report, Changes to the Bay of Plenty Civil Defence Emergency Management Group Controller;

2 Approves the change to the appointment of Group Controller to by name as set out in the CDEM Act 2002, Section 26(1);

3 Approves the appointment by the Bay of Plenty Civil Defence Emergency Management Group Joint Committee of Mark Crowe, Manager Operations as Group Controller of Bay of Plenty Civil Defence Emergency Management as defined under Section 26(1) of the CDEM Act 2002; and

4 Approves the rescindment of Clinton Naude, Director Emergency Management Bay of Plenty as Group Controller of Bay of Plenty Civil Defence Emergency Management.

Denyer/Kai Fong

CARRIED

6.4	Bay of Plenty Civil Defence Emergency Management Group Cyclone Gabrielle Disaster Relief Fund - Application Round 2 Presented by EMBOP Principal Advisor, Recovery, Julian Reweti, and Western Bay of Plenty District Council Senior Emergency Management Advisor, Jo Lynskey.

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 Cyclone Gabrielle Disaster Relief Fund - Application Round 2; and

2 Approves the allocation of a further amount of $100,000 to the Western Bay of Plenty District Council from the Bay of Plenty CDEM Group – Cyclone Gabrielle Disaster Relief Fund.

Wasley/Campbell

CARRIED

Information Only

6.5

Bay of Plenty CDEM Group 2022/23 Annual Plan Dashboard as at 25 May 2023

Presented by Stace Tahere, Acting Planning Manager.

Key Point:

· Pointed out that following the adoption of the impending Group Plan 2023-2028, reporting processes relating to the Annual Plan Dashboard would be amended as follows:

o Reporting on progress by territorial local authorities would be directly to their respective elected members;

o Progress on the Annual Plan Dashboard would be from a Group perspective, providing progress on group activities only.

Key Point - Members:

· Noted that individual council representatives would liaise with their respective members of staff to populate dashboards for reporting to individual local territorial local authorities where required.

Resolved

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

1 Receives the report, Bay of Plenty CDEM Group 2022/23 Annual Plan Dashboard as at 25 May 2023.

Luca/Kai Fong

CARRIED

6.6

Update - Director, Emergency Management Bay of Plenty

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

Key Points:

· Whakaari/White Island Trial was set to commence 10 July 2023 and last for a period of 16 weeks

· Emergency Management Bill passed its first reading and would progress to select committee stage

· Bay of Plenty CDEM Group Annual Report 2022 – 2023 (summarising the activities of the Bay of Plenty Civil Defence Emergency Management (CDEM) Group over the 2022-2023 financial year against the outcomes of the Bay of Plenty CDEM Group Plan and Annual Plan), would be presented to the Joint Committee for approval at its September 2023 hui

· Media training for elected members to be made available to members/alternates in due course

· Development of a road map to support elected members in their emergency management role would include elements such as a presentation on lead agencies.

Resolved

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

1 Receives the verbal update by the Director, Emergency Management Bay of Plenty.

Kai Fong/Luca

CARRIED

6.7

Update - National Emergency Management Agency (NEMA)

Presented by Lily Foulds, Regional Emergency Management Advisor - National Emergency Management Agency/Te Rākau Whakamarumaru.

Key Points:

· Encouraged members to make submissions on the Emergency Management Bill whilst before select committee to ensure better outcomes for emergency management

· NEMA was aware of the Future of Local Government Report (He piki tūranga, he piki kotuku), and as the next step, the Department of Internal Affairs would work alongside local authorities to provide the relevant information

· Government inquiry into response announced: Cabinet had decided to establish a government inquiry under the Inquiries Act 2013 to review the response to the severe weather events. This was in addition to NEMA’s “After-Action Review” of the North Island Severe Weather Events that took place on 27 January and 14 February 2023

· Cyclone Gabrielle Welfare Support Grant: Applications for this Grant had been extended to 31 August 2023 (intended to reimburse emergency costs that had already been incurred by marae, iwi, and recognised community organisations caring for people who were affected, displaced, or isolated during the state of national emergency).

Key Points - Members:

· Future of Local Government Report: Highlighted the importance of considering future proofing in emergency management reforms

· Emergency Management Bill was silent on the aspect of funding; required due attention as funding was significant to enable communities to be ready/prepared/recover

· Acknowledged that it was important for the Group to provide feedback on the Emergency Management Bill to address concerns raised by the Joint Committee based on past learnings.

Resolved

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

1 Receives the verbal update by National Emergency Management Agency representative, Lily Foulds.

Denyer/Kai Fong

CARRIED

6.8

Presentation – Tsunami Research Trip to Japan

Presentation Japan Tsunami Research Trip Joint Committee 30 June PDF: Objective ID A4411247

Presented by Liz Oliver, Advisor. Emergency Management - Tauranga City Council and Jo Lynskey, Senior Emergency Management Advisor - Western Bay of Plenty District Council.

Key Points - Presentation:

· Provided background to the earthquake response on 11 March 2011 when a magnitude 9 earthquake struck on the northeast coast of Honshu on the Japan Trench (Great Tōhoku Earthquake)

· A tsunami generated by the earthquake arrived at the coast within 30 minutes

· Highlighted three key learnings from recent Japan Tsunami Research Trip:

o Importance of planning

o Resilience was strengthened when it was shared

o Resilience was an iterative process.

Key Points - Members:

· Acknowledged that there were several key learnings from Japan’s earthquake/tsunami response:

o Importance of preparedness/planning

o Having an appropriate resourcing/funding mechanism to recover, facilitated by central government

o Correct spatial planning/appropriate zoning was significant

o Warned against complacency

o Key for individual residents to have contingency plans in place

o Critical not to respond in silos – but for partners to cooperatively prepare

· Deemed New Zealand’s Climate Emergency as a ‘slow ongoing emergency event’ that required due attention/response/funding

· Thanked staff for the valuable information/sharing of learnings

· Suggested that the learnings be shared with the National Emergency Management Agency, via the NEMA representative in attendance.

Resolved

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

1 Receives the Presentation, Tsunami Research Trip to Japan.

Kai Fong/Wasley

CARRIED

7. Consideration of Items not on the Agenda

7.1	Bay of Plenty Civil Defence Emergency Management Group Local Recovery Manager Amendments
	Presented by Mark Crowe, Acting Director - Emergency Management Bay of Plenty. This report was distributed under separate cover.
	Key Point- Staff: · Report to the Joint Committee to follow to update the appointment of Kawerau District Council Alternative Local Recovery Manager.
	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 Amendments; 2 Rescinds the appointment of Anita Brown as Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, Western Bay of Plenty District Council; and 3 Appoints Rod Barnett as Local Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, Western Bay of Plenty District Council as defined under s30 of the Civil Defence Emergency Management Act 2002. Campbell/Denyer CARRIED

Closing Karakia

Provided by Stace Tahere - Acting Planning Manager.

11:45 am – the meeting closed.

Confirmed

Mayor Faylene Tunui

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

Extraordinary Bay of Plenty Civil Defence Emergency Management Group Joint Committee Minutes

22 August 2023

Extraordinary Bay of Plenty Civil Defence Emergency Management Group Joint Committee

Open Minutes

Commencing: Tuesday 22 August 2023, 4:00 pm

Venue: 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

Rotorua Lakes Council (RLC):

Mayor Tania Tapsell

Tauranga City Council (TCC):

Commissioner Bill Wasley (Alternate)

Whakatāne District Council (WDC):

Mayor Victor Luca

Bay of Plenty Regional Council Toi Moana (BOPRC):

Cr Malcolm Campbell, Cr Ron Scott (Alternate)

National Emergency Management Agency (NEMA)

Lily Foulds (Observer)

In Attendance: Emergency Management Bay of Plenty (EMBOP): Mark Crowe – Acting Director

BOPRC: Reuben Fraser – General Manager, Regulatory Services; Tone Nerdrum Smith – Senior Advisor, Governance; Merinda Pansegrouw – Committee Advisor

Apologies: Commission Chair Anne Tolley, Deputy Mayor Lesley Immink (Alternate); Deputy Mayor Sandra Kai Fong (Alternate)

Declaration of Public Recording

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

Recording of Meeting: Extraordinary BOP Civil Defence Emergency Management Group Joint Committee - 22 August 2023 - YouTube

Opening Karakia

Provided by Mayor Faylene Tunui.

1. Apologies

Resolved

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

1 Accepts the apologies from Commission Chair Anne Tolley and Alternate Deputy Mayor Sandra Kai Fong, as tendered at the meeting;

Campbell/Moore

CARRIED

2 Accepts the apology from Alternate Deputy Mayor Lesley Immink, as tendered at the meeting.

Luca/Tunui

CARRIED

2. Items not on the Agenda

2.1

Leave of Absence: Chairperson Mayor Tunui for BOP Civil Defence Emergency Management Joint Committee Meeting 29 September 2023 (Verbal Update)

This item was not included in the Agenda as the information was not available at the required time.

Resolved

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

1 Accepts the late item, Leave of Absence: Chairperson Mayor Tunui for BOP Civil Defence Emergency Management Joint Committee Meeting 29 September 2023 (Verbal Update);

2 Notes that the item was not included in the Agenda as the information was not available at the required time; and

3 Agrees that the item cannot be delayed as the timeline necessitates an update prior to the next scheduled meeting.

Denyer/Moore

CARRIED

3. Declaration of Conflicts of Interest

None advised.

4. Reports

Decisions Required

4.1

Appointment of a Replacement Hearings Panel Member: Bay of Plenty CDEM Group Plan 2023-2028

Nominations for the appointment of a replacement Hearings Panel member to hear submissions on behalf of the Bay of Plenty CDEM Group from the public on the draft Bay of Plenty CDEM Group Plan 2023-28:

The Chair called for nominations for the appointment of a replacement member to the Hearings Panel.

Nominated: Mayor Tania Tapsell

By: Mayor Moore/Commissioner Wasley

No further nominations were received.

Resolved

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

1 Receives the report, Appointment of a Replacement Hearings Panel Member: Bay of Plenty CDEM Group Plan 2023-2028;

2 Notes that Deputy Mayor Sandra Kai Fong is no longer available to serve as a Hearings Panel member to hear submissions on the draft Bay of Plenty CDEM Group 2023-2028 on behalf of the Bay of Plenty CDEM Group;

Tunui/Denyer

CARRIED

3 Appoints Mayor Tania Tapsell to the Hearings Panel to hear submissions on the draft Bay of Plenty CDEM Group Plan 2023-28 on behalf of the Bay of Plenty CDEM Group, alongside Mayor Faylene Tunui and Mayor James Denyer.

Moore/Wasley

CARRIED

5. Consideration of Items not on the Agenda

5.1

Leave of Absence: Chairperson Mayor Tunui for BOP Civil Defence Emergency Management Joint Committee Meeting 29 September 2023 (Verbal Update)

Resolved

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

1. Notes that Chairperson Mayor Faylene Tunui will be on leave for the 29 September 2023 Bay of Plenty Civil Defence Emergency Management Group Joint Committee meeting and that the Deputy Chair, Mayor James Denyer will chair the meeting.

Wasley/Luca

CARRIED

6. Closing Karakia

Provided by Mayor Faylene Tunui.

4:12 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:	29 September 2023
Report Writer:	Andrea Thompson, Executive Assistant
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To appoint/rescind Civil Defence Emergency Management (CDEM) Group/Local Controllers and Recovery Managers for the Bay of Plenty Civil CDEM Group

Bay of Plenty Civil Defence Emergency Managment Group - Controller & Recovery Manager Statutory Appointments

Executive Summary

The CDEM Act (2002) requires the statutory appointment of Group/Local Controllers and Recovery Managers.

The Joint Committee is requested to appointment and rescind the appointments

of Group /Local Controllers and Recovery Managers.

Recommendations

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

1 Receives the report, Bay of Plenty Civil Defence Emergency Managment Group - Controller & Recovery Manager Statutory Appointments.

2 Appoints Chris Brewer as Alternative Group Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s26(2) of the CDEM Act 2002.

3 Appoints Adele Henderson as Local Controller for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s27(1) of the CDEM Act 2002.

4 Appoints Stace Tahere as Alternative Group Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s29(2) of the CDEM Act 2002.

5 Rescinds the appointment of Aimee McGregor and Glenn Sutton as local Recovery Managers 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.

Bay of Plenty CDEM Coordinating Executive Group have met on the 25 August 2023 and endorsed the appointments of Chris Brewer and Adele Henderson.

2. Statutory Appointments

2.1 Bay of Plenty Regional Council

Fiona McTavish, Chief Executive, Bay of Plenty Regional Council has advised that on the 9 August 2023 the Council passed a resolution to approve the nomination of Chris Brewer, Team Leader, People Experience and Projects, as an Alternate Group Controller for the Bay of Plenty CDEM Group under Section 26(2) of the CDEM Act 2002.

Chris has been actively involved in CDEM, having served as the Group Emergency Coordination Centre Operations Manager over numerous events. Chris has been in formal leadership roles at Toi Moana Bay of Plenty Regional Council since 2017 and has significant leadership, mentoring and coaching roles within and outside of Toi Moana including the New Zealand Defence Force Reserve Army.

Chris has completed all pre-requisite courses and is currently attending the Response Leadership Programme offered by Response & Recovery Aotearoa New Zealand (RRANZ).

2.2 Western Bay of Plenty District Council

John Holyoake, Chief Executive, Western Bay of Plenty District Council has advised that on the 16 March 2023 the Council passed a resolution to approve the nomination of Adele Henderson, General Manager, Corporate Services as a Local Controller for the Bay of Plenty CDEM Group under Section 27(1) of the CDEM Act 2002.

Adele has worked in local government for over 15 years. Adele has a very good understanding of the role of Council in an emergency as well as the requirements of a Controller. Whilst working at Napier City Council, Adele undertook the role of Alternate Controller for over 6 years being on call for a week a month.

Adele has completed CIMS4 and would look to undertake the Controller/Recovery Manager training to boost her existing skills and to meet Controller training expectations.

Adele was involved with two emergencies in Napier, including the 2020 Napier flooding incident (although was not required in the Controller role for that event). Adele did participate in the coordinated review of the response to that situation with all emergency management agencies as part of the review undertaken by the Hawkes Bay Regional Council.

Adele is currently General Manager Corporate Services (with a team of approximately 60 staff), leading and motivating her team across multi disciplines.

Adele’s role and responsibility at Council means she works within legislative parameters and is clear about what it requires to meet those including in an emergency.

2.3 Emergency Management Bay of Plenty

Clinton Naude, Director Emergency Management Bay of Plenty nominates Stace Tahere, Acting Manager Planning, Emergency Management Bay of Plenty as an Alternative Group Recovery Manager for the Bay of Plenty Civil Defence Emergency Management Group, as defined under s29(2) of the CDEM Act 2002.

Stace Tahere 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 Recovery Manager role, having worked in major New Zealand responses and areas of recovery 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.

2.4 Rescindments

Rotorua Lakes Council have advised that Aimee McGregor is no longer serving in the role of Local Recovery Manager for the council and request that this appointment be rescinded.

Kawerau District Council have advised that Glenn Sutton has retired from the council and request that his appointment as Local Recovery Manager be rescinded.

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 Civil Defence Emergency Management Act (2002), to appoint a suitably qualified and experienced persons to perform the functions and duties and exercise the powers of Group/Local Controllers and Group/Local Recovery Managers[Insert text]

3.6 Financial Implications

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

All appointed CDEM Controllers and Recovery Managers will be required to undergo the RRANZ Response and Recovery Leadership Programme.

4. Next Steps

The Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers will be updated to reflect the appointment and published on the Bay of Plenty Civil Defence Emergency Management Group website.

The Schedule 1 – Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers will be updated to reflect the appointment and published on the Bay of Plenty Civil Defence Emergency Management Group website.

1. Attachments

Attachment 1 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Controllers 29 September 2023 ⇩

Attachment 2 - Schedule 1 - Bay of Plenty Civil Defence Emergency Management Group Appointed Recovery Managers 29 September 2023 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	29 September 2023
Report Writer:	Cara Gordon, Principal Advisor, Emergency Management
Report Authoriser:	Bay of Plenty CDEM Group Hearings Panel
Purpose:	To present the Bay of Plenty CDEM Group Plan Hearing Panel’s Recommendations to the Bay of Plenty CDEM Group Joint Committee.

Bay of Plenty CDEM Group Plan 2023-2028 Development - Joint Committee Hearings Sub-committee Amendments Report

Executive Summary

· The Bay of Plenty Civil Defence Emergency Management Group Plan (Group Plan) sets the strategy and direction for the Bay of Plenty CDEM Group (CDEM Group) over a five-year period. The development of the 2023-2028 Group Plan is progressing well both public submissions and National Emergency Management Agency Technical Review occurring from early 8 July to 13 August

Public Submissions and consequent Hearings were held on Monday 4 September 2023. Two submitters spoke to their submissions and were heard by a Subcommittee of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee. The subcommittees members were Mayor Tapsell (Chair), Mayor Tunui and Mayor Denyer.

This report presents a summary of the submissions, the National Emergency Management Agency’s Technical Review and direction given by the hearing’s subcommittee. It presents the amended Bay of Plenty Civil Defence Emergency Management Group Plan for approval by the Bay of Plenty Civil Defence Emergency Management Group Joint Committee before it is sent to the Minister of Emergency Management for review.

Recommendations

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

1 Receives the report, Bay of Plenty CDEM Group Plan 2023-2028 Development - Joint Committee Hearings Sub-committee Amendments Report.

2 Approves the recommendations made by the Bay of Plenty CDEM Group Joint Committee Hearings subcommittee.

3 Approves the amendments to the draft Bay of Plenty Civil Defence Emergency Management Group Plan 2023-2028 as outlined Attachment 1.

4 Approves the Draft Bay of Plenty CDEM Group Plan 2023-2028 for the Ministerial Review.

1. Background

The Draft Bay of Plenty CDEM Group Plan 2023-2028 sets the strategy and direction for the Bay of Plenty CDEM Group over a five-year period. The Group Plan review was initiated in early 2022 with a series of workshops being undertaken with CDEM Group Members and partner agencies. The focus of the Group Plan development then transitioned to community and Iwi engagement to ensure the Group Plan reflected the needs and requirements of the Group, its partners, and the community.

Section 52 of the Civil Defence Emergency Management Act 2002 requires the Bay of Plenty Civil Defence Emergency Management Group give interested parties the

opportunity to make submissions on the draft Bay of Plenty Civil Defence Emergency Management Group Plan 2023-2028.

On the 30 June 2023 the Joint Committee approved the Draft Bay of Plenty CDEM Group Plan 2023-2028 for public consultation, which commenced early July and concluded on 13 August 2023. Concurrently, the National Emergency Management Agency (NEMA) conducted their technical review of the draft Bay of Plenty CDEM Group Plan.

2. Hearings’ CDEM Joint Committee subcommittee - Hearings

A total of eight submissions were received with five submissions received from members of the community and three representing their organisation: GNS Science, Socialink and Socialink Volunteer Services. See attachment 2 for the submissions and the Hearings’ panel recommendations.

Hearings on submissions were held on Monday 4 September 2023 in Tauranga. Two submitters indicated they wished to speak to their submission and were invited to attend the hearings. Submissions were heard by a subcommittee of the Bay of Plenty Civil Defence Emergency Management Group Joint Committee. The subcommittee was comprised of Mayor Tapsell (Chair), Mayor Tunui and Mayor Denyer. Minutes of the hearings are included as item 6.3 (Page 21) of this meeting agenda.

3. Joint CDEM committee Hearings’ subcommittee - Deliberations

3.1 Submissions

Following the hearings, the subcommittee adjourned for deliberations which were facilitated by staff and supported by staff recommendations on each submission. Minutes of the hearings deliberations are attached (appendix 2) and provide a summary of the key direction given by the Hearing Panel.

The majority of submissions received were of an operational nature, including recommendations and concerns about emergency volunteering, community impact of heatwaves and wildfire, tsunami evacuation and flooding preparedness. The subcommittee recommended these be incorporated into operational work programs or passed onto the appropriate agency as appropriate.

Valuable input was also received from Brad Scott at GNS Science has been received regarding the Hazard section. His suggestions, along with input from another contributor concerning the better reflection of diverse communities and a description of heatwaves, will be integrated into the plan.

3.2 NEMA’s Technical review

Staff then facilitated a discussion with the subcommittee on the National Emergency Management Agency’s technical review, which staff has split into three recommendation categories: ‘Accept recommendation’, ‘partially accept’ and ‘do not accept’.

Accept Recommendation

Feedback in the ‘accepted recommendations’ category included: consistency in language, clarification of statements and jargon and requests to add additional operational detail to some areas. The panel asked questions about the feedback and recommendations in this category before accepting all staff recommendations.

Partially accept recommendation

Staff elaborated on NEMA’s feedback ‘partially accepted’ category as the Hearing panel went through the feedback list.

Discussions were held on:

· The method of prioritisation of the Bay’s hazards

· The increased frequency of emergency events

· The increase of people of retirement age in the Bay

· The recognition of the requirement to protect taonga

· The Groups’ intention to work alongside Iwi and Māori and

· Strengthening the Monitoring and Evaluation section of the plan.

After querying NEMA’s feedback and EMBOP recommendations, the Hearings Panel supported all EMBOPs’ recommendations.

Do not accept recommendation

The last Panel discussion was held on the two NEMA suggestions with a ‘do not accept’ recommendation by staff. The Panel supported both recommendations.

The first suggestion was to incorporate the Bay of Plenty CDEM Group Response Coordination Plan by Reference (a function of section 51 of the CDEM Act). The subcommittee supported the recommendation by staff, as this operational content was removed from the Group Plan in order to enable it to be updated without undertaking the review process required under the CDEM Act.

The second NEMA suggestion, to use ‘Māori relationships’ instead of Māori partnerships’ was not accepted either, as the Bay of Plenty CDEM Group recognise Iwi as partners under the Treaty of Waitangi.

See attachment 3 for NEMA’s Technical Review suggestions, EMBOPs recommendations and the Hearings’ panel recommendations

4. Considerations

4.1 Risks and Mitigations

A risk register is being maintained as part of the project which will be monitored and managed through the Project Team. Risks will be reported on as required.

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 in this paper. The impacts of Climate Change will be addressed in the CDEM Group Plan work programme and the Group Plan itself

4.3 Implications for Māori

The Bay of Plenty CDEM Group Plan draft acknowledges the value the Māori worldview brings through the value placed on community ties and connections; understanding natural and social history; enduring perspectives and understandings; and the inter-connectedness of all things.

4.4 Community Engagement

In adherence with obligations under the Civil Defence Emergency Management Act 2002, a formal phase of community engagement (public consultation) took place from 8 July to 13 August, these hearings and deliberations are the completion of this process. Additionally, the Bay of Plenty CDEM Group undertook a community engagement in late 2022.

4.5 Alignment with Strategic Framework

This paper supports the statutory requirements of the Bay of Plenty CDEM Group to review the Bay of Plenty Group Plan every five years.

4.6 Financial Implications

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

5. Next Steps

Upon receiving approval from the Joint Committee for the Ministerial review, the Minister of Emergency Management will have a 30-day period to assess the Draft Group Plan. However, the precise timeline for this review remains uncertain due to the national elections.

If circumstances permit, the Minister's recommendations will be presented during the Joint Committee meeting scheduled for 16 December, and approval will be sought for the publication of the Bay of Plenty CDEM Group Plan 2023-2028 at this meeting.

Note – The version of the CDEM Group Plan provided for Ministerial review will include an updated look and feel, an advanced copy of this will be provided to Committee Members in hard copy at the Committee Meeting.

2. Attachments

Attachment 1 - Draft Bay of Plenty Civil Defence Emergency Management Group Plan 2023-28 ⇩

Attachment 2 - Public Submissions - Panel Recommondations ⇩

Attachment 3 - National Emergency Managment Agency Technical Review - Panel Recommondations ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	29 September 2023
Report Writer:	Cara Gordon, Principal Advisor, Emergency Management
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To provide the Joint Committee with a draft Bay of Plenty CDEM Group Delegations Manual for discussion

Bay of Plenty Civil Defence Emergency Management Group Delegations Manual

Executive Summary

The Bay of Plenty CDEM Group Delegations Manual provides the delegations made by the Bay of Plenty CDEM Group Joint Committee under Section 18 of the Civil Defence Emergency Management Act 2002. The Delegations Manual is a supporting document to the Bay of Plenty CDEM Group Plan and reflects current legislative and operational arrangements and is not intended to drive any transformational change.

The Delegations Manual has been drafted by Emergency Management Bay of Plenty with support from Bay of Plenty Regional Councils Legal Team, with the intention to have the Delegations Manual signed off prior to the adoption of the 2023-28 Bay of Plenty CDEM Group Plan in December 2023.

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 Delegations Manual.

2 Receives the Draft Bay of Plenty CDEM Group Delegations Manual and:

(a) Approves the Bay of Plenty CDEM Group Delegations Manual, or

(b) Approves the Bay of Plenty CDEM Group Delegation Manual with ___________ revisions, or

(c) Requests further review and for staff to return the Draft Bay of Plenty CDEM Group Delegations Manual to the next Joint Committee meeting for further consideration.

3 Requests the Bay of Plenty Regional Council revise the BOPRC CE Delegations Manual to reflect the Group Controller unlimited financial delegation if there is immediate risk to life during an emergency.

1. Background

During the development of the Draft Bay of Plenty CDEM Group Plan 2023-28, it was identified by this Committee that that the Bay of Plenty CDEM Group wished to take a strategic approach to the CDEM Group Plan. This meant removing operational content from the Draft CDEM Group Plan and focusing on its primary purpose, setting the 5-year strategic direction of the CDEM Group. This also allowed for the minimisation of duplication and means operational arrangements can be updated more easily.

In support of this approach, significant operational content was removed from the Bay of Plenty CDEM Group Plan, with several new operational documents required to replace this content. This includes the development of a Bay of Plenty CDEM Group Delegations Manual which Emergency Management Bay of Plenty have now drafted with support from Bay of Plenty Regional Councils Legal Team.

It is noted that a requirement of s7.7 of the Bay of Plenty Civil Defence Emergency Management Partnership Agreement 2019 was for All Bay of Plenty CDEM Group delegations are to be recorded in a Bay of Plenty CDEM Group Delegations Manual with alignment to the Bay of Plenty CDEM Group Plan.

2. Approach to the development of the Delegations Manual

Section 17 of the Civil Defence Emergency Management Act 2002, provides the functions of both a Civil Defence Emergency Management Group (the Joint Committee) and its members. The Bay of Plenty CDEM Group Partnership agreement currently reflects how these functions are divided between, Territorial Authorities, the Bay of Plenty Regional Council, and Emergency Management Bay of Plenty.

In addition to the Section 17 functions CDEM Groups are provided with Powers under the CDEM Act, including those provided in Section 85, which have been delegated to the Group Controller in the current Group Plan.

Section 18(1) of the CDEM Act 2002 provides the Bay of Plenty CDEM Group (the Joint Committee) with the Authority to delegate its functions. It is this provision in the CDEM Act that forms the basis of the Delegations Manual.

The draft Delegation Manual reflects current legislative and operational arrangements and is not intended to drive any transformational change. Key areas include:

· The role of Director Emergency Management Bay of Plenty^{^[1]} is not an appointed role under legislation, however, the Director and Emergency Management Bay of Plenty, undertake a number of functions behalf of the CDEM Group as detailed in the Bay of Plenty CDEM Group Partnership Agreement.

· Clarification of roles and responsibilities between the Director Emergency Management Bay of Plenty and the Bay of Plenty CDEM Group Controller during both business and usual and emergencies.

· Reflecting the Controllers role leading and coordinating responses during both:

o a state of emergency; and

o an emergency response where no state of emergency has been declared (either prior to a state of emergency being declared, or when a state of emergency is not required)

· Arrangements to appoint and remove Controllers and Recovery Managers in an emergency.

· Financial delegations for Controllers in an emergency, this includes:

o a financial delegation to Group Controllers of $200,000 which is enabled by the Bay of Plenty Regional Council CE Delegation Manual, and

o a delegation to Local Controllers of a minimum of $100,000 which reflects a May 2016 Coordinating Executive Group decision

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

Implications for Māori have been considered in detail as part of the Bay of Plenty CDEM Group Plan development process. The Delegation Manual is a procedural document that operates in support of the CDEM Group Plan, implications for Māori have therefore not been specifically addressed in this report.

3.4 Community Engagement

Community engagement occurred during the development of the Bay of Plenty CDEM Group Plan. The Delegation Manual is a procedural document that operates in support of the CDEM Group Plan, community engagement has therefore not been specifically addressed in this report.

3.5 Alignment with Strategic Framework

The Bay of Plenty CDEM Group Plan sets the 5-year strategic direction of the CDEM Group. The Delegation Manual is a procedural document that operates in support of the CDEM Group Plan.

3.6 Financial Implications

The Delegation’s Manual does not committee the CDEM Group or its members to any un-budgeted expenditure, however, it does make provision for un-budgeted expenditure in emergencies.

This includes a mechanism that provides an uncapped financial delegation to the Group Controller if there is immediate risk to life, this delegation is not provided for in the Bay of Plenty Regional Council CE Delegations however this can be added on request of this Committee.

Attachments

Attachment 1 - Draft Bay of Plenty CDEM Group Delegations Manual ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	29 September 2023
Report Writer:	Graeme Howard, Corporate Planning Lead and Alicia Burningham, Corporate Planner
Report Authoriser:	Reuben Fraser, General Manager, Regulatory Services
Purpose:	Requests the Joint Committee confirm Coordinating Executive Group recommendations for the Regional Safety and Rescue Services fund 2024-2034.

Regional Safety and Rescue Services Fund Review - Coordinating Executive Group Recommendations

Executive Summary

This paper sets out the recommendations from the Coordinating Executive Group (CEG) following their meeting on 25 August 2023 when they considered the findings of Regional Safety and Rescue Services fund review. Areas considered in the review were:

· Strategic alignment,

· Funding Criteria,

· Pressures on funding levels

A recommendation to increase the budget in line with inflation is included in the report.

Subject to approval from the Bay of Plenty Civil Defence Emergency Management Group Joint Committee (JC), recommendations will be made as part of the BOPRC 2024-2034 Long Term Plan development.

Recommendations

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

1 Receives the report, Regional Safety and Rescue Services Fund Review - Coordinating Executive Group Recommendations.

2 Endorses the following recommendations from the CEG to the Bay of Plenty Regional Council for consideration through its 2024 – 2034 Long Term Plan development process:

(a) No changes are made to the existing Funding Criteria as set out in Appendix 1 of this report.

(b) Request funding applicants provide information on other funding sources in future applications.

(c) Budget $480,000 for RSRS funding in 2024/25, (due to not increasing with inflation over past three years), then increase in line with inflation in future years.

1. Background

Through the Bay of Plenty Regional Council (BOPRC) Long Term Plan 2021-2031, BOPRC budgeted for $400,000 per annum for Regional Safety and Rescue Services (RSRS) funding. Funding is collected via a targeted rate across the region. RSRS funding supports organisations that provide vital safety and rescue services to both local people in our community, and visitors to our region. Previously these organisations were funded by individual Councils across the region, the main reasons for centralising the funding are to:

· Provide more equitable funding arrangements for entities that provide regional benefits.

· Provide efficiencies to emergency service providers by removing the need for multiple funding applications to several local authorities.

The funding for 2022/23 and 2023/24 was allocated through a centralised approach by the JC following recommendations from the CEG. Available funding was fully allocated over the two years of this funding round. Current recipients of the RSRS grants are Surf Lifesaving NZ, Coastguard, Rotorua Mountain Bike Club, Land Search & Rescue and Youth Search & Rescue.

It was agreed by the JC that the fund will be reviewed ahead of the next funding round in 2024/25. CEG identified several key issues to be considered, the findings are outlined below.

The regional context has changed since the 2021-2031 LTP, due to the increasing cost of living, and high inflation. While this impacts on the costs for the RSRS recipients, there are also signals of financial hardship being experienced throughout communities within the region which impacts on the ability to pay rates.

In the process of this review staff have spoken with the other individual councils regarding the fund, surveyed the current fund recipients and have spoken with other funding providers in the region. This work has been completed and the results are summarised in this report.

2. RSRS Fund review findings

2.1 Strategic Alignment

There is an alignment across all councils via the focus on the four well-beings and as the RSRS fund supports the Social and Economic well-beings in particular, alignment will be maintained between the RSRS fund and various council outcomes.

2.2 Funding Criteria Review

The JC endorsed the CEG recommendation to review the current funding criteria (Appendix 1). Direction was given that the review should consider how strategic focused funding may be incorporated. As an example, this could include enabling a sustainable level of available volunteers or delivering prevention programmes rather than direct delivery of rescue services. The assessment criteria will also look at whether the applicants receive any government funding to discern the need for financial assistance from this fund.

Review summary

Councils’ approach to develop the capability and capacity of volunteers is part of councils’ broader work and is largely addressed through other work programmes.

There are multiple other funding agencies that can and do provide support for other aspects of the Rescue Services. The intent of this fund is to provide core funding for rescue services.

The demand on the fund is already oversubscribed and broadening the funding criteria would only increase the pressures on the budget.

Recommendation

· CEG recommend that no changes are made to the existing criteria.

· CEG recommend including a request for other funding source information to be included in future applications.

2.3 Pressures on future RSRS funding level

2.3.1 Changes to base funding of $400,000 per annum

At present, $400,000 per annum is included in the budget for grant funding of RSRS. This funding is collected via a targeted rate across the region. This level of funding was based on the support of Councils to RSRS type services when the fund was consulted on prior to the LTP 2021.

For the current two-year funding round, all available funding was allocated including the reserve carried over from year 1 (see Appendix 2). As a result, $450,000 was available for allocation.

Note: Separate to RSRS Funding, Tauranga City Council (TCC) currently provide funding of over $300,000 per annum for Surf Lifesaving Services at Tauranga beaches.

Review summary

The first funding round was oversubscribed (see Appendix 2). With funding requests received for over $650,000 per annum. This was significantly more than the available budget. Even if the fund is limited to the current RSRS organisations it is likely that funding requests will again be above the available budget.

The current TCC agreement with Surf Lifesaving NZ (SLNZ) for paid lifeguard services on Tauranga beaches runs until 2026. We expect that this funding will continue to remain separate from the RSRS fund. Staff will continue to work with TCC to ensure that we are across any potential changes to that agreement.

2.3.2 Annual inflation increase to funding.

The current annual RSRS funding of $400,000 per annum was based on funding levels prior to 2021 and is not currently adjusted for inflation. It is noted that for many RSRS organisations, inflation does create financial pressures. It is likely that an inflationary increase to RSRS funding levels may be required to enable levels of service to be maintained.

Review summary

Based on the responses from our survey of current recipients, increasing costs and inflation are likely to increase demand for funding. For example:

· The increase to minimum wage for funding a paid lifeguard service on the region’s beaches.

· The increased cost of fuel and maintenance as expressed by Coastguard.

The inflationary impact has been summarised in Table 1. (Note totals have been rounded.)

Table 1: Impact of inflation on base funding

2021/22

2022/23

2023/24

2024/25

Plus inflation (7.1%)

Plus inflation (6.7%)

Plus forecast inflation* (5.0%)

RSRS

Budget

$400,000

$428,000

$457,000

$480,000

* RBNZ Forecast household inflation forecast for Sep 2024

2.3.3 Greater clarity of existing funding arrangements

To assist in the decision-making process the CEG identified the need for a greater understanding of the funding RSRS organisations receive from other agencies. This also needs to include an understanding where legislative responsibilities for supporting organisations lay.

Review summary

Although RSRS organisations operate under various pieces of legislation, this does not guarantee funding. To be eligible for the RSRS fund, organisations must be a registered charity and therefore comply with The Charities Act 2005.

Funding sources for RSRS organisations include volunteer subscriptions, government grants, sponsorship, and fundraising. The specific sources of funding for each rescue service vary, for example:

· Coastguard NZ currently receives 30% of its funding through central government which is administered by the New Zealand Search and Rescue Council (NZSARC).

· SLNZ receives around 50% of its funding through crown funding.

See Appendix 3 for examples of the proportion of funding currently provided by the RSRS fund.

Organisations can still apply to individual councils for non-rescue specific funding for example, water safety programmes, training awareness, capital funding. The RSRS fund is to support the provision of core rescue services.

There is alignment through the councils’ community well-beings to support core Rescue Services within our region.

2.3.4 Potential for third parties to contribute to Council RSRS funding.

There is an opportunity to explore other avenues of funding that are available to the organisations. For example: one of the applicants (Rotorua Mountain Bike Club) noted that they were not successful with continued funding from ACC due to changes in ACC criteria.

Review summary

The amount of funding that other funders provide to each organisation varies depending on the size and scope of the service. However, in general, there are multiple funding agencies who also provide funding to these RSRS organisations.

There may be local opportunities for joint funding to further reduce the administrative burden on service providers having to apply to various funders. An example of this is the Tauranga Western Bay Community Event Fund. Staff are speaking with other funding agencies in the region and will continue to explore these opportunities.

Staff are continuing to investigate whether any third parties such as ACC may be willing to contribute funding to a regional funding pool for distribution.

2.4 Funding Review Recommendations

Based on the findings outlined above the CEG recommend that the CDEMG-JC endorse the following recommendations to BOPRC for consideration in developing the 2024-2034 LTP.

a) No changes are made to the existing Funding Criteria.

b) Include a request for other funding source information in future applications.

c) Budget $480,000 for RSRS funding in 2024/25 (due to not increasing with inflation over past three years), then increase in line with inflation in future years.

3. Considerations

3.1 Risks and Mitigations

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

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

There are no specific implications for Māori as a result of this report.

3.4 Community Engagement

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

3.5 Alignment with Strategic Framework

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

3.6 Financial Implications

Recommendations from the JC will be provided to Bay of Plenty Regional Council to inform development of the BOPRC 2024-2034 Long Term Plan.

4. Next Steps

Staff will provide the recommendations made by the JC to a BOPRC LTP workshop for consideration in the development of the BOPRC 2024-2034 Long Term Plan.

The next RSRS funding round is due to open for applications in early 2024.

Attachments

Attachment 1 - Appendix 1 - Funding Criteria for RSRS ⇩

Attachment 2 - Appendix 2 - Funding Allocation for RSRS ⇩

Attachment 3 - Appendix 3 - Survey responses re-funding allocation ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	29 September 2023
Report Writer:	Mark Crowe, Director, Emergency Management Bay of Plenty
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To provide Joint Committee with a GAP analysis and Business case as directed by CEG in the meeting of 25 August 2023.

Bay of Plenty New Zealand Response Teams Directed Gap Analysis and Business case

Executive Summary

The Coordinating Executive Group CEG) meeting of 25 November 2022 directed Emergency Management Bay of Plenty to commission a detailed GAP analysis report and associated business case identifying ideal funding and operational models for the development and ongoing support of NZRT’s across the Bay of Plenty Region. This work has now been completed and reported to CEG on 25 August 2023. Subsequently this detail forms the basis for this report. The findings are detailed and are based on the provision of a long term, stable, ideal state model and have identified subsequent opportunities for further service delivery and inter regional collaboration.

Recommendations

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

1 Receives the report, Bay of Plenty New Zealand Response Teams Directed Gap Analysis and Business case.

2 Receives the supplementary information NZRT Gap Analysis and NZRT Business Case 2023

3 Endorses, the reports findings acknowledging recommendations 4 and 5 below.

4 Endorses, that EMBOP source and secure a situatable base for field operations that can facilitate other agencies when appropriate and be fit for purpose as a logistical hub, ideally at Tauranga Airfield.

5 Endorses, that EMBOP resource the support function to NZRT16 from existing internal resource until additional resource is approved in the long term planning process.

1. Background

As at 01 January 2022 the Bay of Plenty Region had three registered New Zealand Response teams as follows NZRT15 Rotorua (no longer active and deregistered) NZRT16 Tauranga and NZRT17 Whakatāne (no longer active)

At the meeting of 26 August 2022 CEG was presented with the New Zealand Response Team Capability framework, and was presented with its application and associated timeframes for team registration. Further to this James Thompson, Group Manager Canterbury CDEM Group spoke to his experience with the three Canterbury NZRT’s as well as those from outside of region regarding their collective provision of service to Canterbury Group during multiple events. Fiona McTavish, Chief Executive, Bay of Plenty Regional Council advised that as administrating authority for the Group they would be open to the PCBU model as outlined in the Canterbury Presentation.

The following CEG meeting of 25 November approved in principle the ownership of The Bay of Plenty New Zealand Response Teams (effectively now NZRT16) to transfer to the Bay of Plenty CDEM Group, Managed by Emergency Management Bay of Plenty. In support of this proposed change Emergency Management Bay of Plenty was directed to commission a detailed GAP analysis report and associated business case identifying ideal funding and operational models for the development and ongoing support of NZRT’s across the Bay of Plenty region.

This work has now been undertaken and this detail forms the basis for this report.

1.1 Supplementary Information

· NZRT_ Gap Analysis FINAL 2023

· FINAL Business NZRT Case May 2023

2. GAP analysis and Business Case

2.1 GAP analysis

The GAP analysis report was compiled with consideration to both the Bay of Plenty region and Waikato region NZRT requirements. This approach was undertaken to better understand wider capability deficiencies and options to streamline delivery at optimal cost. Further, it is anticipated that this would enable efficiencies in cost sharing, resource allocation and the consideration of team base locations based on geography and risk. The final recommendations reflect findings across both regions including resource sharing the potential delivery of composite teams when required. All work strands that were measured against in the analysis were consistent with the previous CEG direction provided to support risk minimisation. The approach undertaken also reflects the representation of one Bay of Plenty response team, NZRT16 based in Tauranga. It is not anticipated that NZRT15 and NZRT17 are to be re-established as stand-alone units.

It is envisaged that whilst NZRT16 is proposed to continue members may be drawn regionally however delivered under one NZRT registration, minimising administrative burden and duplication of financial baseline (sunk) costs.

The Waikato CDEM Group current state is that NZRT6 Taupō is currently unsupported, and therefore hibernated, and the CDEM Group is working through an internal discussion regarding Regional requirements that can be overlaid to this joint analysis. A final decision from Waikato CDEM Group is not yet available and is not expected in the 2023 calendar year however they have indicated ongoing support in principle.

2.2 Business Case

The business case developed collates feedback from NEMA (via accreditation pathways) the current NZRT16 Team Manager, Emergency Management Bay of Plenty staff input and the consultants findings.

It is important to note and reflect on the direction being to “…..commission a detailed GAP analysis report and associated business case identifying ideal funding and operational models…….” For completion, these are the findings presented, however it is observed that several considerations additional to the report findings should be addressed prior to the consideration of both the business case and this reports recommendations.

2.2.1 Lease of Suitable home base

The business case illustrates the undisputed and fundamental need for a home base however there are strong options to develop and capitalise on this. During engagement with the NZRT in this process and other volunteer Groups since the commissioning of the GAP analysis, further volunteer organisations that work closely with CDEM have identified the need for storage/operational space and a base. Specifically and initially, these include Youth Search and Rescue and Amateur radio. Further, at the National Emergency Management Group Managers meeting in Wellington on Tuesday 11 August a resolution was passed to support and work with AREC (Amateur Radio Emergency Communications) across the Country as alternate communications for the CDEM sector. Therefore whilst the need for an NZRT base is not challenged it is proposed that a site, ideally at Tauranga airfield, is identified as an operational base for Emergency Management Bay of Plenty (EMBOP) managed by EMBOP and facilitating the following:

· Operational base for EMBOP field equipment and operations (including the covertex mobile EOC cache, pelletised as an airlift package)

· Operational base for NZRT16

· Storage space and base for Youth Search and Rescue

· Storage space for Amateur radio

· Volunteer Groups muster point (when required)

· Airfield base for forward and receiving logistical operations.

· Options for operational area for Tauranga City Emergency Management and Western Bay Emergency Management

· Alternate base of operations in events if required.

Recommendation:

That EMBOP source and secure a situatable base for field operations that can facilitate other agencies when appropriate and be fit for purpose as a logistical hub, ideally at Tauranga Airfield.

2.2.2 Vehicle Allocation

The majority of the initial costs to provision the NZRT16 unit appropriately are captured within vehicle resourcing costs. The “ideal design” allows for four new 4x4 vehicles with appropriate fit-out. It is anticipated that some movement back from the ideal state could represent a considerable cost saving in year one, and at point of replacement in the future.

Operational Consideration:

That EMBOP explore cost effective options pertaining to vehicle allocation and capital cost impacts with the objective of optimising cost verses benefit, this shall include exploring vehicle availability as it exits existing BOPRC vehicle fleet rotation.

2.2.3 Emergency Management Bay of Plenty Staff Support / Resource

It is recommended that in order to enable the support of NZRT16 through the 2023-2024 financial year until such time as targeted rate amendment can be made in the long term planning process that EMBOP provide the available resource to support this development of this function from existing head count. Noting, that once approved it is proposed that this resource would be shared with Waikato CDEM Group on a 50:50 basis until further notice with the primary responsibility of supporting the NZRT capability across both CDEM Groups.

Recommendation:

That EMBOP resource the support function to NZRT16 from existing internal resource until additional head count is approved in the long term planning process.

3. Considerations

3.1 Risks and Mitigations

The risks and opportunities afforded by the New Zealand Response teams’ resource have been discussed extensively to date. These were re-iterated by James Thompson, CDEM Group Manager, Canterbury CDEM Group and Chris Lind, Team Leader Deployable Capabilities at the National Emergency Management Agency in the August 2022 meeting.

The opportunities and direct benefits to both CDEM Groups and the National system were further clarified and appreciated during the numerous responses of early 2023. During this time, teams from around the Country were used extensively in the Auckland flooding events and Cyclone Gabrielle responses in Auckland, Bay of Plenty and Hawkes Bay.

The risks presented by the activities undertaken by teams is mitigated by adherence to the National Framework, accreditation requirements, training and appropriate resourcing, both with volunteers members and equipment provision.

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

This report relates to matters of a procedural nature and have no implications for Māori.

3.4 Community Engagement

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

3.5 Alignment with Strategic Framework

3.5.1 National

Delivering better responses to natural disasters and other emergencies – Government response to the Technical Advisory Group’s (TAG review) recommendations

Recommendation 5.3 Ensure a consistent high standard of volunteer competence –Accrediting volunteers or training providers so that volunteers are recognised as being competent and able to appropriately assist during emergencies. Ultimately, building volunteer capability is a subset of the wider work to lift emergency management capability overall.

3.5.2 Regional

Bay of Plenty CDEM Group Plan (2018-2023)

Volunteers are an integral part of an emergency response. They may be managed and coordinated by the Bay of Plenty CDEM Group.

Readiness Objective 2 – Enhance cooperation among key CDEM partners and the community including working with volunteers.

3.6 Financial Implications

The existing NZRT team(s) have an operational budget within EMBOP workstreams of $94,413 in the 2023 – 2024 year. This budget is not proposed to change in the interim until such time as a new framework is agreed and implemented, however any new structure would require review, amendment and potentially extension through the timeframe of the new LTP process.

Training for volunteers including the NZRT resource is currently funding separately from the Civil Defence Emergency Management (CDEM) Training Fund allocation to the Bay of Plenty CDEM Group from tertiary education funding (via NEMA). Access to this training fund is not guaranteed in the future therefore the CDEM Group budget may need to be used in the future should this change however is not considered a considerable expense or risk.

The most significant financial impacts from the support of this business case fall into one of three categories, Human resource, property lease and capital expenditure (vehicle). These are addressed independently within the attached business case however a reduction is anticipated via a more pragmatic approach to the vehicle acquisitions process. The current allocation of $94,413 is sufficient for all ongong annual costs with the exception of the “home base” related expenses which will require confirmation subject to market conditions and the CAPEX costs associated with any vehicle acquisitions.

Item	Definition	Cost	Funded
Team admin and Management	OPEX	$59,528 ($119,056/2 split EMBOP and Waikato CDEM)	Yes
EMBOP Operational base	OPEX	$86,700 (Circa)	Unbudgeted
Ongoing team maintenance costs	OPEX	$223456-($119056+$65000+$21700) + $59,528 = $77228	Yes
Vehicles	CAPEX	TBC based on availability	TBC

The unbudgeted element would have an impact on the targeted rate for Civil Defence Emergency Management and this is detailed below. The vehicle element is unknown at time of writing and will depend on vehicle availability as detailed above and is subject to the provision of further information at a later date. This additional unbudgeted expenditure would result in an additional charge on the targeted rate of approximately $0.71 (excluding GST) or $0.81 (including GST) per property across the region assuming the existing volunteer budget of $94,413 is extended through the LTP cycle.

It should be noted that this initiative to be funded independent of the Regional Safety and Rescue fund as it is primarily an Emergency Management Bay of Plenty workstream that seeks to lift the level of service delivery during readiness and response. In delivering such it has the additional benefit of providing and increased support and engagement with volunteer organisations across the Bay of Plenty region, as required by the CDEM Group plan.

Should this business case be approved the financial expenditure is detailed within with the business case and GAP analysis noting the suggested changes from the report recommendations.

4. Next Steps

EMBOP will continue to support the NZRT16 capability across the Bay of Plenty as a Bay of Plenty resource including continuing to meet the funding provision agreed until such time as directed otherwise.

The receiving of this report and endorsement of the associated recommendations is sought to allow the financial impacts to be incorporated into Bay of Plenty Regional Council Targeted rate for Civil Defence Emergency Management.

This will provide for a final position regarding team support and ownership alongside a roadmap forward for the teams and the Bay of Plenty Emergency Management response capability.

Attachments

Attachment 1 - FINAL_ NZRT gap analysis 2023 ⇩

Attachment 2 - FINAL Business NZRT Case May 2023 ⇩



Report To:	Bay of Plenty Civil Defence Emergency Management Group Joint Committee
Meeting Date:	29 September 2023
Report Writer:	Clinton Naude, Director, Emergency Management Bay of Plenty
Report Authoriser:	Clinton Naude, Director, Emergency Management Bay of Plenty
Purpose:	To seek approval for the Emergency Management Bay of Plenty Workforce Planning findings

Emergency Management Bay of Plenty Workforce Planning 2023-2024

Executive Summary

The current Emergency Management Reform in New Zealand alongside increasing frequency of emergency events and their impacts on communities requires emergency management resources to be appropriate to meet the increasing demands and expectations.

The CDEM Act 2002 Section 17 describes the roles and responsibilities of CDEM Groups across the 4R’s of Civil Defence Emergency Management.

Recommendations

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

1 Receives the report, Emergency Management Bay of Plenty Workforce Planning model 2023 – 2024Emergency Management Bay of Plenty Workforce Planning 2023-2024.

2 That a new role, Principal Advisor Emergency Management, Cultural Engagement be established to provide for the strategic advice, coordination and support integrating Māori / Iwi and other cultural communities into the emergency management system in the Bay of Plenty.

3 That a new role, Advisor, Communications be established to enhance the emergency communications capacity and capability across the Bay of Plenty CDEM Group.

4 That a new role, Advisor, Operations be established to provide for the coordination and management of New Zealand Response Teams across the Bay of Plenty and Waikato CDEM Groups in accordance with the recently developed GAP analysis and business case for NZRT’s.

5 That the Bay of Plenty Regional Council, as the administering authority for the Bay of Plenty CDEM Group, provide for an increase to the CDEM Regional Targeted rate in the Bay of Plenty Regional Council Long Term Plan 2024-2034 to provide for the additional workforce requirements as approved.

6 That the Director Emergency Management Bay of Plenty consider establishing the new roles Principal Advisor Emergency Management, Cultural Engagement and Advisor, Communications in the current financial year funded by the Bay of Plenty CDEM Group Reserve Fund.

1. Background

The emergency management system in New Zealand is undergoing significant reform with the recently introduced new Emergency Management Bill to replace the current Civil Defence Emergency Management (CDEM) Act 2022. The Bill has been introduced to the House of Representatives and will now follow the due consultative process.

In addition, the National Emergency Management Agency (NEMA) is leading the drafting of a new National Emergency Management Plan to replace the current National Civil Defence Emergency Management Plan 2015.

Primarily the emergency management systems reform is based on the Ministerial Review Better Responses to Natural Disasters and Other Emergencies 17 November 2017 and the Delivering better responses to natural disasters and other emergencies: Government response to the Technical Advisory Group’s recommendations August 2018.

Key priority areas impacting emergency management are.

· Integrating Māori / Iwi into the emergency management system

· Increasing focus on risk reduction

· Increasing requirement for emergency communications in risk reduction, preparing for, responding to and recovery from emergency events

· Increasing requirement for the collation, analysis and sharing of information through digital systems

· The CDEM Act 2002 Section 17 (b) requires CDEM Groups to “take all steps necessary on an ongoing basis to maintain and provide, or to arrange the provision of, or to otherwise make available suitably trained and competent personnel, including volunteers, and an appropriate organisational structure for those personnel, for effective civil defence emergency management in its area,”

2. Workforce Planning

2.1 Introduction

Emergency Management Bay of Plenty has undertaken workforce planning to ensure that resources are appropriate to meet the increasing demands and to deliver on the roles and responsibilities of the Bay of Plenty CDEM Group as outlined in the Bay of Plenty CDEM Partnership Agreement 2019 and in accordance with the Bay of Plenty CDEM Group Plan 2018-2023.

Note: This workforce planning pertains only to Emergency Management Bay of Plenty as the Group Emergency Management Office and does not include workforce planning for respective member Local Authority emergency management functions. It is strongly recommended that emergency management workforce planning to be done at the Local Authority level given the increasing demands and expectations at the local level. Emergency Management Bay of Plenty would support workforce planning undertaken at the local level.

2.1.1 Analysis:

The workforce planning undertaken for Emergency Management Bay of Plenty has identified gaps in the current staffing in terms of skills, expertise, and workloads. In some cases, short term solutions had been applied which now require permanent capacity and capability.

· Principal Advisor Emergency Management, Cultural Engagement – New Role

A key priority area for the Government is integrating Māori / Iwi into the emergency management system. This priority area is being addressed in legislation as the current CDEM Act 2002 does not provide for nor reference the role of Māori / Iwi in the emergency management system. The Emergency Management Systems Reform has signalled that the new Emergency Management Bill will provide for the integration of Māori / Iwi into the emergency management system, including providing for Māori / Iwi representation on the CDEM Group Joint Committees, Coordinating Executive Groups, and for Māori / Iwi to be integrated into planning for, responding to and recovery from emergency events.

The Bay of Plenty has the largest number of iwi within any region in New Zealand and also has New Zealand's second largest Māori population. There are 35 iwi groups (iwi authorities and/or iwi rūnanga), 260 hapū and 224 marae. The Bay of Plenty region has the second highest rate of Māori language speakers in the country. Māori represent almost a third of the region’s population.^{^[2]}

Currently Emergency Management Bay of Plenty has the Kaiarahi Māori – Senior Advisor, Māori Planning role dedicated to working with Māori / iwi and supporting the wider emergency management sector in the Bay of Plenty to develop and build relationships between emergency management and Māori / iwi. While the Kaiarahi Māori role has proven to contribute significantly to the integration of Māori / Iwi into the emergency management system, it is but one role and focused on the operation planning level. It has been identified that the Bay of Plenty CDEM Group will need to ensure resourcing at the appropriate level to support the integration of Māori / iwi into emergency management in the Bay of Plenty. The role would serve as a strategic advisor to the CDEM Group Joint Committee, Coordinating Executive Group and Director Emergency Management Bay of Plenty on matters pertaining to the integration of Māori / iwi into emergency management in the Bay of Plenty. Further to this, it has been identified that further reach should be obtained into other cultural communities across the Bay of Plenty and development of these relationships will also be initiated through this Principal Advisor position.

The advice of Kataraina O’Brien, General Manager, Strategic Engagement, Bay of Plenty Regional Council was sought in considering the establishment of the role of Principal Advisor, Māori Engagement. Kataraina indicated full support for the role and for the need to ensure the role is positioned at the appropriate level and for confirmation is in addition to the existing Kaiārahi Māori position within EMBOP.

In addition to the substantive focus of the role of Principal Advisor Emergency Management, Cultural Engagement, it is proposed that the role also include the statutory role of alternate Group Controller. This will provide for additional Group Controller capacity, support the development of Māori in key response leadership roles and models the approach of the existing role of Principal Advisor, Emergency Management which also serves as an alternate Group Controller.

The Principal Advisor Emergency Management, Cultural Engagement role directly addresses the key priority area - Integrating Māori / Iwi into the emergency management system.

Recommendation:

1. That a new role, Principal Advisor Emergency Management, Cultural Engagement be established to provide for the strategic advice, coordination and support integrating Māori / Iwi and other cultural communities into the emergency management system in the Bay of Plenty.

2. That the new role Principal Advisor Cultural Engagement be filled as soon as approval is obtained, funded from the Bay of Plenty CDEM Group Reserve Fund for the 2023-2024 year whilst confirmation is obtained of its inclusion into the LTP for BOPRC.

· Advisor Communications – New Role

In 2020 the role of Senior Advisor, Communications was established in Emergency Management Bay of Plenty. The role was established to address the gap in the specialist field of emergency communications for the Bay of Plenty CDEM Group. Since establishment, the role has greatly enhanced the emergency communications function providing strategic and operational coordination and leadership across member Local Authorities emergency communications functions as well as providing operational front line emergency communications via media engagement, the Bay of Plenty CDEM Group website, and social media networks. The role also serves as the Bay of Plenty CDEM Group Public Information Manager and gives effect to the requirements under the Coordinated Incident Management System (CIMS) for both strategic and operational emergency communications. The role also leads the regional coordination of public education aimed at empowering our communities in preparing for, responding to, and recovering from emergency events.

The value of the role was recently demonstrated in the response to Cyclone Gabrielle 2023 when the Senior Advisor, Communications in the CDEM role of Group Public Information Manager led the emergency communications for the Bay of Plenty CDEM Group and received outstanding community and sector recognition as evidenced by The Spinoff in an article - How this Civil Defence account became one of the most beloved pages on Facebook. A quote from the article states that the page is a “brilliant” example of crisis communication.

During the Auckland Anniversary weekend severe weather event 2023, Auckland CDEM Group drew significant criticism for their perceived lack of proactive and timely emergency communications. The resulting Auckland Flood Response Review made 17 recommendations, 2 of which may be viewed as relevant to the field of emergency communications in the Bay of Plenty.

o Recommendation 7. Ensure that AEM members, including the PIM team, have the resource, training and capability to exercise their function relating to internal and external communications.

o Recommendation 11. Consider changing organisational arrangements and reporting lines for the GM EM position and its reports, including the establishment of additional, qualified full time emergency response experts, including experts in public information.

It is noted that for the same emergency event, John Mitchell, Massey University, Joint Centre for Disaster Research, during an interview with Radio New Zealand, referenced the observed response by the Bay of Plenty CDEM Group and specifically the proactive emergency communications.

While the role of Senior Advisor, Communications has proven to be of significant value the key risk identified is that there is no resilience in this function. During the response to Cyclone Gabrielle, the Senior Advisor, Communications worked extremely long hours and had no backup in terms of an emergency communications specialist who could ensure consistency of the emergency communications to the community. This risk is exasperated whenever the Senior Advisor, Communications is absent due to leave or training. The workload on the Senior Advisor, Communications in delivering across the Emergency Management Bay of Plenty work programme and across all 4R’s of reduction, readiness, response, and recovery exceeds the capacity of one person.

The Bay of Plenty CDEM Group would benefit greatly from enhanced service delivery in the field of emergency communications. Establishing the role of Advisor, Communications aimed at the operational front-line services such as website, social media communications and marketing would allow for the Senior Advisor, Communications to focus on the strategic communications and forward planning.

The Advisor, Communications directly addresses the key priority area - Increasing requirement for emergency communications in risk reduction, preparing for, responding to and recovery from emergency events.

Recommendation:

1. That a new role, Advisor, Communications be established to enhance the emergency communications capacity and capability across the Bay of Plenty CDEM Group.

2. That the new role Advisor, Communications be filled as soon as approval is obtained, funded from the Bay of Plenty CDEM Group Reserve Fund for the 2023-2024 year whilst confirmation is obtained of its inclusion into the LTP for BOPRC.

· Advisor Operations – New Role

At the meeting of the Bay of Plenty CDEM Coordinating Executive Group on 25 November 2022, the committee resolved in principle to the ownership of the Bay of Plenty New Zealand Response Teams (NZRT’s) by the Bay of Plenty CDEM Group, managed by Emergency Management Bay of Plenty and administered by Bay of Plenty Regional Council. In addition, the committee directed the commissioning of a detailed gap analysis report and associated business case identifying the ideal funding and operational model for the development and ongoing support of NZRT’s across the Bay of Plenty Region.

The gap analysis and business case has now been delivered by Simplexity Consulting and is a combined Bay of Plenty CDEM Group and Waikato CDEM Group project. Initial discussions with the Waikato CDEM Group indicate an intent to share resourcing aimed at the coordinating and management of New Zealand Response Teams across the two CDEM Groups.

The role of Advisor, Operations will increase the response capacity and capability within and across the Bay of Plenty CDEM Group and Waikato CDEM Group. The intent is that New Zealand Response Teams in each CDEM Group would be able to respond into the other CDEM Groups as required and as has been demonstrated during 2023. As New Zealand Response Teams are volunteer based, this increased capacity and capability will also greatly enhance the engagement with volunteers and communities across the region.

Recommendation:

1. That a new role, Advisor, Operations be established to provide for the coordination and management of New Zealand Response Teams across the two CDEM Groups in accordance with the recently developed GAP analysis and business case for NZRT’s. Noting that it is proposed this role would be a shared role with the Waikato CDEM Group resulting in a 50% cost recovery.

2. That this role be included in the 2024 – 2025 annual plan and associated Long Term Planning processes.

3. Considerations

3.1 Risks and Mitigations

Please note the financial implications section under section 3.6 within this report.

3.2 Climate Change

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

3.3 Implications for Māori

These proposed changes have a significant and positive impact for Māori. The proposed increased resourcing within the team will add to service level improvements across the rohe, however in this context these improvements will include but not be limited to:

· Improved strategic interaction between Iwi / Māori and Emergency Management

· Targeting and improved training for Māori pertaining to Emergency management and associated frameworks

· Improved access for Māori to Emergency Management before, during and after emergency response

· A designated focus on Māori recovery planning, resourcing and the associated connectivity to Central and Local Government Recovery frameworks and agencies

· Alignment to the goals of the proposed Emergency Management reforms

· Provision of specific science advice relating to Natural Hazards to complement Te Ao Māori knowledge and understanding

· Deeper communications resourcing during events to inform all communities including Māori.

3.4 Community Engagement

No specific community engagement is required in the first instance with this work program however it is acknowledged that engagement on these resourcing levels will be undertaken as part of The Bay of Plenty Regional Council Long Term Planning processes during 2023 – 2024.

3.5 Alignment with Strategic Framework

3.6 Financial Implications

The establishment of the proposed 3 new roles within Emergency Management Bay of Plenty will be funded via the Bay of Plenty CDEM Regional Targeted rate.

Role	Grade	100% Grade
Principal Advisor, Māori Engagement	18	$139,210.00
Advisor, Communications	15	$108,771.00
Advisor, Operations*	15	$108,771.00
Total:		$356,752.00

*Advisor, Operations cost recovery of 50% = $50,497.00 from Waikato CDEM Group

The Bay of Plenty CDEM Regional Targeted Rate is a differential rate per property – reference table below.

Noting that the Bay of Plenty Regional Council applies a 9% staff vacancy factor and recovery from Waikato CDEM for the Advisor Operations role adjusts the rateable amount.

Gross Salaries	$356,752
Staff Costs (kiwisaver etc)	$16,054
Less vacancy factor	$32,108
Less recovery from Waikato CDEM	$54,385
Net cost	$286,312

The increase to the Bay of Plenty CDEM Regional Targeted Rate based on $286,312 is between $2.37 and $2.70 per property.

That the Bay of Plenty Regional Council, as the administering authority for the Bay of Plenty CDEM Group, provide for an increase to the CDEM Regional Targeted rate in the Bay of Plenty Regional Council Long Term Plan 2024-2034 to provide for the additional workforce requirements.

[1] Note – the Civil Defence Emergency Management Act 2002 includes provision for the appointment of a Director of Civil Defence Emergency Management. This Director of Civil Defence Emergency Management role is a national appointment and is independent of the role of Director Emergency Management Bay of Plenty.

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