Agenda of Civil Defence and Emergency Management Group Committee

I hereby give notice that an ordinary meeting of the Civil Defence and Emergency Management Group Committee will be held on:

Date:

Time:

Meeting Room:

Venue:

Wednesday, 16 December 2015

12.30pm

Room 1
Level 26
135 Albert Street, Auckland

Civil Defence and Emergency Management Group Committee

OPEN AGENDA

MEMBERSHIP

Chairperson	Cr Sharon Stewart, QSM
Deputy Chairperson	Cr Bill Cashmore
Members	Cr Alf Filipaina
	Cr Denise Krum
	Cr Calum Penrose
	Member David Taipari
	Cr Sir John Walker, KNZM, CBE
	Member Karen Wilson
	Cr George Wood, CNZM
Ex-officio	Mayor Len Brown, JP
	Deputy Mayor Penny Hulse

(Quorum 3 members)

Elaine Stephenson

Democracy Advisor

9 December 2015

Contact Telephone: (09) 890 8117

Email: elaine.stephenson@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

TERMS OF REFERENCE

The Civil Defence Emergency Management Group Committee will be responsible for:

· Being Auckland’s strategic forum for civil defence and emergency management planning and policy;

· Establishing an emergency management structure for the Auckland region;

· Develop, approve, implement and monitor the Auckland Civil Defence Emergency Management Group Plan;

· Performing the statutory functions of a civil defence emergency management group;

· Representing Auckland in the development of national emergency management policy;

· Developing policy for, and monitoring, the Auckland Council’s civil defence, emergency management and natural hazards functions; and

· Engaging with Local Boards on civil defence and emergency management issues.

The Civil Defence Emergency Management Group Committee will exercise the statutory powers outlined in the Civil Defence Emergency Management Act 2002 and the Auckland Civil Defence Emergency Management Group Plan.

The Civil Defence Emergency Management Group Committee is authorised to approve use of the established emergency funding facility provided for emergency management.

Relevant legislation includes but is not limited to:

Civil Defence Emergency Management Act 2002; and
Hazardous Substances and New Organisms Act 1996.

Exclusion of the public – who needs to leave the meeting

Members of the public

All members of the public must leave the meeting when the public are excluded unless a resolution is passed permitting a person to remain because their knowledge will assist the meeting.

Those who are not members of the public

General principles

· Access to confidential information is managed on a “need to know” basis where access to the information is required in order for a person to perform their role.

· Those who are not members of the meeting (see list below) must leave unless it is necessary for them to remain and hear the debate in order to perform their role.

· Those who need to be present for one confidential item can remain only for that item and must leave the room for any other confidential items.

· In any case of doubt, the ruling of the chairperson is final.

Members of the meeting

· The members of the meeting remain (all Governing Body members if the meeting is a Governing Body meeting; all members of the committee if the meeting is a committee meeting).

· However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.

· All councillors have the right to attend any meeting of a committee and councillors who are not members of a committee may remain, subject to any limitations in standing orders.

Independent Māori Statutory Board

· Members of the Independent Māori Statutory Board who are appointed members of the committee remain.

· Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

Staff

· All staff supporting the meeting (administrative, senior management) remain.

· Other staff who need to because of their role may remain.

Local Board members

· Local Board members who need to hear the matter being discussed in order to perform their role may remain. This will usually be if the matter affects, or is relevant to, a particular Local Board area.

Council Controlled Organisations

· Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.

1 Apologies

An apology from Deputy Mayor PA Hulse has been received.

2 Declaration of Interest

Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.

3 Confirmation of Minutes

That the Civil Defence and Emergency Management Group Committee:

a) confirm the ordinary minutes of its meeting, held on Wednesday, 2 December 2015, as a true and correct record.

4 Petitions

At the close of the agenda no requests to present petitions had been received.

5 Public Input

Standing Order 7.7 provides for Public Input. Applications to speak must be made to the Democracy Advisor, in writing, no later than one (1) clear working day prior to the meeting and must include the subject matter. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders. A maximum of thirty (30) minutes is allocated to the period for public input with five (5) minutes speaking time for each speaker.

At the close of the agenda no requests for public input had been received.

6 Local Board Input

Standing Order 6.2 provides for Local Board Input. The Chairperson (or nominee of that Chairperson) is entitled to speak for up to five (5) minutes during this time. The Chairperson of the Local Board (or nominee of that Chairperson) shall wherever practical, give one (1) day’s notice of their wish to speak. The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.

This right is in addition to the right under Standing Order 6.1 to speak to matters on the agenda.

At the close of the agenda no requests for local board input had been received.

7 Extraordinary Business

Section 46A(7) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

(a) The local authority by resolution so decides; and

(b) The presiding member explains at the meeting, at a time when it is open to the public,-

(i) The reason why the item is not on the agenda; and

(ii) The reason why the discussion of the item cannot be delayed until a subsequent meeting.”

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a) That item may be discussed at that meeting if-

(i) That item is a minor matter relating to the general business of the local authority; and

(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

8 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Civil Defence and Emergency Management Group Committee

16 December 2015

Civil Defence and Emergency Management Group Committee - Forward Work Programme for 2016

File No.: CP2015/26748

Purpose

1. To enable the Civil Defence and Emergency Management Group (CDEMG) Committee to agree a forward work programme for 2016.

Executive Summary

2. This report recommends a forward work programme for the CDEMG Committee. The purpose of the programme is to enable the committee to manage its workflow and deliver on its priorities. It also provides direction to the advisory work staff will need to undertake to enable the committee’s decision making and support committee oversight of key projects.

3. The work programme is part of a package of governance changes recently introduced across council committees and follows the adoption of a revised Committee Terms of Reference by the Governing Body in May 2015.

4. A proposed programme that aligns with the CDEMG Committee’s delegations and Long-term Plan 2015-2025 (LTP) funding is appended to this report as Attachment A.

Recommendation

That the Civil Defence and Emergency Management Group Committee:

a) approve the Civil Defence and Emergency Management 2016 work programme as shown in Attachment A to the agenda report.

Comments

5. The CDEMG Committee delegations state that the committee will be responsible for:

· being Auckland’s strategic forum for civil defence and emergency management planning and policy

· establishing an emergency management structure for the Auckland region

· develop, approve, implement and monitor the Auckland Civil Defence Emergency Management Group Plan

· performing the statutory functions of a civil defence emergency management group

· representing Auckland in the development of national emergency management policy

· developing policy for, and monitoring, the Auckland Council’s civil defence, emergency management and natural hazards functions

· engaging with Local Boards on civil defence and emergency management issues.

6. The CDEMG Committee will exercise the statutory powers outlined in the Civil Defence Emergency Management Act 2002 and the Auckland CDEMG Plan and is authorised to approve use of the established emergency funding facility provided for emergency management.

7. This report recommends a forward work programme for the CDEMG Committee to consider for 2016. The purpose of the programme is for the committee to ensure that it is delivering on its priorities and to manage its workflow.

8. The executive leadership team (ELT) has proposed that all committees should have agreed forward work programmes by the end of 2015. This forward work programme planning is part of a package of governance changes recently introduced to improve the quality of governance and supporting advice. These changes include:

· ensuring that the majority of reports to committees require governance decisions, rather than being for information

· increasing the chief executive’s financial delegations which will help reduce reporting to committees

· reducing meeting frequency for reporting meetings to provide time for a focus on strategic priorities and more opportunity for workshops. Regularly scheduled workshops will be used for a combination of briefings and to provide political guidance to the policy development process.

9. A draft work programme is attached (Attachment A). The draft programme includes an explanation of why the work is being undertaken, the committee decisions required, the fit with committee delegations and LTP implications, where appropriate.

10. New work not currently listed on the proposed programme will be generated from time to time. This work will be assessed against existing priorities and considered by the committee as needed. Staff will provide a brief justification for any work being reported that is not part of the agreed work programme.

11. The programme covers three main categories of work that fit within the committee’s delegations:

Strategy and Policy Development

12. This covers the key strategies and policies currently in development for the Auckland CDEMG. The primary focus over 2016 will be the review of the CDEMG Plan, including the Special Consultative Process, in addition to the review and delivery of the Natural Hazards Risk Management Action Plan.

Regulatory or Legislative Change

13. The purpose of this work is to deliver what is needed to support council’s contribution to legislative change. In 2016, the Resource Legislation Amendment Bill will require comments on proposed additions and amendments to respective natural hazard provisions within this proposed legislative change.

14. Where a submission is provided to central government in response to proposed changes, staff will engage with the committee, the coordinating executive group, local boards, the Independent Māori Statutory Board (IMSB) and mana whenua whenever possible for their input. When timeframes prohibit wider engagement, staff will work with the chair and deputy chair of CDEMG to ensure political oversight, with submissions then reported to the CDEMG for retrospective approval.

Strategic Initiatives or Projects

15. The purpose of the consideration of the following areas of work is to ensure strategic governance and direction from the CDEMG committee on key areas of work to give effect to building a resilient and prepared Auckland.

16. The main strategic areas and projects that the committee will consider are as follows:

· Review of Fire Services

· Rural Fire Fleet replacement strategy

· Realignment of Community Response Plan process

· Public Education Strategy

· Reporting against Monitoring and Evaluation workplan

· Civil Defence Centres

· Stakeholder reporting

· Public Alerting strategy

· Radio Communications Strategy

· Auckland Tsunami Work Programme

· Local Board Hazards Report Project

· Auckland Operational Evacuation Plan Project.

Other

17. There may be other matters reported to the committee from time to time. These are difficult to programme as they arise out of committee resolutions or external processes. Consequently there is flexibility within the proposed CDEMG work programme to allow consideration of these items on a needs be basis.

18. As part of the review process, there is an opportunity for the committee to consider whether there are any gaps in draft programme, or any projects that the committee does not consider a priority. However, the proposed programme at this time mainly reflects commitments already made by the council and funded in the LTP. Any significant new work that is currently un-budgeted would require an assessment of LTP and resourcing impacts.

Consideration

Local Board views and implications

19. The intention is that formally adopting committee work programmes will help to inform local board work programmes over time. The Local Board Services team are also working with local boards to develop work programmes aligned to local board plans and agreements and the annual operational work programmes agreed with council departments and Council-Controlled Organisations (CCOs).

20. In addition, as part of the commissioning work stream within the Quality Advice programme, a review of local board reporting and business meeting agendas is under way to improve the quality of reports to local boards and to reduce the scale of reporting to local boards. This compliments the work undertaken to review governing body committees and terms of reference.

21. Specifically for Civil Defence and Emergency Management, several projects listed for consideration in 2016 will require key local board engagement and input as we seek to use local boards as an increasingly valuable conduit for community engagement.

Māori impact statement

22. The projects and processes being reported to this committee will have a range of implications for Māori which will be considered when the specific work programmes are developed and reported. The adoption of a forward work programme may inform the Independent Māori Statutory Board (IMSB) work programme but no specific engagement with the board was undertaken for the purposes of writing this report.

23. Ongoing engagement and partnership with the IMSB, mana whenua and mataawaka will continue as part of the specific work required for each of the work programme activities. This work will be underpinned and informed by the development of a Māori Responsiveness Plan for the CDEM department.

Implementation

24. There are no implementation issues of note at this time.

Attachments

No.	Title	Page
a View	CDEMG Committee Forward work programme 2016	13

Signatories

Author	Mara Bebich - Stakeholder Liasion Manager
Authoriser	John Dragicevich - Director Civil Defence and Emergency Management

Civil Defence and Emergency Management Group Committee

16 December 2015

Approval of the Draft Auckland Civil Defence and Emergency Management Group Plan for Statutory Consultation

File No.: CP2015/24333

ü Reduction

ü Readiness

ü Response

ü Recovery

Purpose

1. To provide the Auckland Civil Defence and Emergency Management Group Committee (CDEMG Committee) with a draft of the Auckland Civil Defence and Emergency Management Group Plan (CDEM Group Plan) for approval for the statutory consultation phase 18 January – 18 April 2016.

2. In addition, this report outlines the statutory consultation and hearings process for this review and seeks delegation for the Chair and Deputy Chair of the committee to make minor amendments to the draft Group Plan during the statutory consultation and Ministerial review phase.

Executive Summary

3. A draft of the Auckland Civil Defence and Emergency Management (CDEM) Group Plan (draft Group Plan) has been developed for the statutory consultation phase beginning 18 January, 2016 and concluding 18 April, 2016 and is appended as Attachment A – Draft Auckland Civil Defence and Emergency Management Group Plan 2016 – 2021.

4. This report presents the final draft of the Group Plan to the CDEMG committee for its approval for statutory consultation in 2016.

5. In summary, following extensive pre-consultation, a draft Group Plan has been developed detailing a framework for action which will form the basis for more detailed business planning and development of civil defence and emergency management work programmes. The key framework areas for consultation are:

· Knowledge through education

· Volunteer participation

· Emergency Management planning

· Business and organisational resilience

· Strong partnerships

· Response capability and capacity

· Information and communications technologies

· Build Back better

· A safe city

· Research

· Building resilient communities.

6. The draft Group Plan is primarily centred on community empowerment and resilience across all environments (social, economic, environmental and infrastructure). Both these themes will be a primary focus for the CDEM Group throughout the duration (five years) of the plan.

7. In addition this report recommends that the committee delegate to the Chair and Deputy Chair editorial accountability during the statutory consultation phase and Ministerial review phase (4 July – 1 August 2016.)

Recommendations

That the Civil Defence and Emergency Management Group Committee:

a) approve the draft Auckland Civil Defence and Emergency Management Group Plan for statutory consultation.

b) delegate to the Chair and Deputy Chair, editorial accountability for minor amendments to the draft Auckland Civil Defence and Emergency Management Group Plan during the statutory consultation and Ministerial review phases.

Comments

Draft Group Plan Development and Informal Engagement

8. The Auckland CDEM Group is developing the third generation Group Plan for the Auckland region. This project has been initiated to meet the legal requirement under the CDEM Act 2002 section 49 (2).

9. The purpose of the Group Plan is to enable the effective, efficient and coordinated delivery of CDEM at the Group level across Auckland while building a resilient Auckland with our communities.

10. A draft of the Group Plan has been developed for the statutory consultation phase beginning 18 January, 2016 and concluding 18 April, 2016 (attachment A – Draft Auckland Civil Defence and Emergency Management Group Plan 2016 – 2021).

11. The draft Group Plan has been developed with information and expertise gained through an informal engagement phase across communities, stakeholders and partners, with guidance from the Ministry of Civil Defence & Emergency Management (MCDEM) Director’s Guidelines for Group Planning.

12. This engagement also included a workshop with the CDEMG committee on Monday 16 November 2015. This workshop focused on three main areas; the current vision of the draft plan (remain status quo – ‘A Resilient Auckland’), hazard and risk profile (finalised) and the building blocks and points of focus (changed to our action points) under our framework for action.

13. The framework for action within the draft Group Plan will form the basis for more detailed business planning and development of civil defence and emergency management work programmes. The key framework areas for consultation are:

· Knowledge through education

· Volunteer participation

· Emergency Management planning

· Business and organisational resilience

· Strong partnerships

· Response capability and capacity

· Information and communications technologies

· Build Back better

· A safe city

· Research

· Building resilient communities.

14. The draft Group Plan is primarily centred on community empowerment and resilience across all environments (social, economic, environmental and infrastructure). Both these themes will be a primary focus for the CDEM Group throughout the duration (five years) of the plan and implementation of the framework for action.

Special Consultative Process

15. Pending approval of this draft by the CDEMG committee, the draft Group Plan will go out for consultation via the special consultative process (SCP) from Monday 18 January to Monday 18 April 2016. During that time the public will have the opportunity to make submissions both online through Shape Auckland and by completing a hardcopy submission form collected from council’s service centres, libraries and local board offices.

16. To meet Council’s statutory obligations under the CDEM Act and its obligations under the Auckland Council Significance and Engagement Policy the consultation process must ensure that the information provided to the public is as accessible as possible. To give effect to this, the summary document and submission forms will be accessible in Te Reo, New Zealand Sign Language (a QR code will link to a video with NZ sign language), Hindi, Mandarin and Samoan.

17. Following the submission process, under the CDEM Act 2002 section 52 (c), any person who makes a written submission within the statutory consultation process must be given reasonable opportunity to be heard by the committee. For this reason, two dates to hear submissions on the draft plan via hearings have been set down for Friday 20 May 2016, 9am – 5pm and Tuesday 24 May, 2016, 9.30am – 12.30pm. People that wish to be heard will be able to do so in the languages stated above.

18. All submissions, both written and verbal, will be attributed a unique identifier and analysed by the Consultation Analysis team. A formal report will be delivered to the CDEM department in June 2016. During the statutory consultation phase MCDEM will conduct a technical review of the draft Group Plan which is expected to take four to six weeks.

19. Following the statutory consultation phase, the CDEM department will review the submissions from the public and MCDEM and recommend amendments to the draft Group Plan before the Ministerial review phase (4 July – 1 August 2016).

20. To provide flexibility to make these amendments to the draft Group Plan it is recommended that the committee delegate to the Chair and Deputy Chair editorial accountability for minor amendments during the statutory consultation phase (January 18 – April 18 2016) and Ministerial review phase.

21. The final Group Plan will be formally adopted by the committee in August 2016. The following diagram below outlines the planned process for the development, consultation and eventual adoption of the Auckland Civil Defence and Emergency Management Group Plan.

Diagram One: National CDEM Group Plan Process

Consideration

Local Board views and implications

22. For the purposes of preparing this report, no specific local board views or implications were sought. Staff have, however, engaged with local boards in the process of developing the draft plan.

23. Local Boards will consider the draft Group Plan and provide feedback on it during the statutory consultation process which will form part of the formal feedback for consideration.

24. At the last committee meeting, two additional decisions were made regarding engagement with local boards on CDEM activity across risk reduction, readiness, response and recovery as follows:

That the Civil Defence and Emergency Management Group Committee:

· request that in order to expedite greater engagement with local communities to improve individual responsibility for preparedness, community resilience responsibilities and maximising opportunities with partners, a report be presented as to how the 21 local boards can take a lead role in their areas.

· agree that all local boards be invited to participate in the determination of their roles and how they can provide leadership in their areas both pre and during an emergency.

25. A project, led by Keith Suddes (Emergency Management Advisor), and co-created by local board members, will be piloted in the second quarter of 2016.

26. The project includes best practice for all local board members before, during and after a disaster; ensuring local board members have the capability to provide leadership in their areas to their local community. It is anticipated that this work will influence and aid engagement with local boards on the Group Plan.

Māori impact statement

27. Māori will have the opportunity to submit on the draft Group Plan during the statutory consultation phase through a region-wide public information campaign and networks identified through Auckland Council’s Te Waka Angamua Department.

28. Staff will continue to work to develop a CDEM department Māori Responsiveness Plan which will inform consultation and engagement activities with both mana whenua and mataawaka.

Implementation

29. The review of the Group Plan is resourced from within planned for LTP budgets.

Attachments

No.	Title	Page
a	Draft Auckland Civil Defence and Emergency Management Group Plan 2016 – 2021 (Under Separate Cover)

Signatories

Author	Kiri Maxwell – Senior Advisor Readiness, Civil Defence and Emergency Management
Authorisers	John Dragicevich - Director Civil Defence and Emergency Management