I hereby give notice that an ordinary meeting of the Civil Defence and Emergency Management
Group Committee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Tuesday, 21
June 2016
10.30am
Room 1
Level 26
135 Albert Street, Auckland
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Civil Defence and Emergency Management
Group Committee
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Cr Sharon Stewart, QSM
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Deputy Chairperson
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Cr Bill Cashmore
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Members
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Cr Alf Filipaina
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Cr Denise Krum
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Cr Calum Penrose
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Member David Taipari
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Cr Sir John Walker, KNZM, CBE
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Member Karen Wilson
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Cr George Wood, CNZM
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Ex-officio
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Mayor Len Brown, JP
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Deputy Mayor Penny Hulse
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Ex-officio
(without voting rights)
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All other councillors
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(Quorum 3 members)
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Elaine Stephenson
Democracy Advisor
15 June 2016
Contact Telephone: (09) 890 8117
Email: elaine.stephenson@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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The Civil Defence Emergency Management Group Committee will
be responsible for:
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Being Auckland’s strategic forum for civil
defence and emergency management planning and policy;
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Establishing an emergency management structure
for the Auckland region;
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Develop, approve, implement and monitor the
Auckland Civil Defence Emergency Management Group Plan;
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Performing the statutory functions of a civil
defence emergency management group;
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Representing Auckland in the development of
national emergency management policy;
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Developing policy for, and monitoring, the
Auckland Council’s civil defence, emergency management and natural hazards
functions; and
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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
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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.
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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.
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In any case of doubt, the ruling of the chairperson is final.
Members of the meeting
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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).
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However, standing orders require that a councillor who has a
pecuniary conflict of interest leave the room.
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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
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Members of the Independent Māori
Statutory Board who are appointed members of the committee remain.
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Independent Māori Statutory Board
members and staff remain if this is necessary in order for them to perform
their role.
Staff
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All staff supporting the meeting (administrative, senior
management) remain.
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Other staff who need to because of their role may remain.
Local Board members
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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
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Representatives of a Council Controlled Organisation can remain
only if required to for discussion of a matter relevant to the Council Controlled
Organisation.
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Civil Defence
and Emergency Management Group Committee
21 June 2016
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ITEM TABLE OF
CONTENTS PAGE
1 Apologies 7
2 Declaration of Interest 7
3 Confirmation of Minutes 7
4 Petitions 7
5 Public Input 7
6 Local Board Input 7
7 Extraordinary Business 7
8 Notices of Motion 8
9 Approval of draft Civil Defence and Emergency Management
Group Plan 2016-2021 for review by Ministry of Civil Defence and Emergency
Management 9
10 Consideration of Extraordinary Items
An apology from
Cr CM Penrose 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
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That the Civil Defence and Emergency Management Group Committee:
a)
confirm the ordinary minutes of its meeting,
held on Friday, 20 May 2016, as a true and correct
record.
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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.
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Civil Defence
and Emergency Management Group Committee
21 June 2016
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Approval of
draft Civil Defence and Emergency Management Group Plan 2016-2021 for review by
Ministry of Civil Defence and Emergency Management
File No.: CP2016/11963
Purpose
1. To delegate
authority to the chair and deputy chair of the Auckland Civil Defence and
Emergency Management Group committee for any amendments to the draft Civil
Defence and Emergency Management Group Plan 2016 – 2021 arising from the
technical review by the Ministry of Civil Defence & Emergency Management.
2. To approve the
draft Civil Defence and Emergency Management Group Plan 2016-2021 following the
integration of recommendations from public submissions and local board and
advisory panel feedback through the statutory submission and hearings process
by the Auckland Civil Defence and Emergency Management Group committee.
Executive
summary
3. The Ministry of
Civil Defence & Emergency Management (MCDEM) completes a technical review
of all civil defence group plans. This review will provide recommendations to
the Civil Defence and Emergency Management Committee (the committee) to ensure
Auckland’s Civil Defence and Emergency Management Group Plan 2016-2021 (draft
group plan) is consistent with national civil defence and emergency management
strategy, director’s guidelines, codes or technical standards.
4. As the
technical review from MCDEM had not been received at the time of writing this
report, approval is sought to delegate decision making on acceptance or
rejection of any amendments to the chair and deputy chair of the committee.
5. This report
provides an opportunity for the committee to approve the changes from the
recommendations from the public submissions and local board and advisory panel
feedback.
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Recommendations
That the Civil Defence and
Emergency Management Group Committee:
a) delegate
authority to the chair and deputy chair to accept, accept in part, or reject
amendments resulting from the Ministry of Civil Defence & Emergency Management
technical review of the draft Auckland Civil Defence and Emergency Management
Group Plan 2016-2021.
b) approve,
subject to resolution a) above, the draft Civil Defence and Emergency
Management Group Plan 2016-2021, for ministerial review.
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Comments
6. A technical
review of the draft group plan by MCDEM staff is required under the MCDEM
Directors Guidelines for Civil Defence and Emergency
Management Group (CDEM) Group Planning [DGL 09/15]. A technical review ensures that any CDEM group plan is consistent
with national CDEM strategy, director’s guidelines,
codes or technical standards.
7. At the time of
writing this report, MCDEM had not yet provided its technical review to
council. For this reason, this report requests the committee delegate authority
to the chair and deputy chair approval to accept, accept in part, or reject
amendments to the draft group plan resulting from the MCDEM technical review.
8. Subject to this
decision on the technical review, the chair and deputy chair will approve the
final draft group plan to be sent to the Minister of Civil Defence for further
review. The minister then has 20 working days to provide council with feedback,
and recommendations on the draft group plan.
9. Recommendations
from the minister will be reviewed by staff prior to consideration by the
committee when adopting the final group plan. Adoption of the final group plan
will be at the committee’s August 2016 meeting.
Consideration
Local
board views and implications
10. Local boards
have provided feedback to the draft Group Plan. Local board feedback was
considered by the committee at the hearing in May 2016.
Māori
impact statement
11. It is
anticipated that the implementation of the CDEM Māori Responsiveness Plan
(once in effect) will strengthen the capability of Māori through
engagement and planning to support communities to build a resilient Auckland.
Implementation
12. The final draft
group plan is scheduled to be adopted by the committee at its 23 August 2016
meeting, subject to the outcomes of the ministerial review. Any further delay
in receiving technical advice from the ministry, or from the Minister, may
impact on this schedule. If this is the case, the current group plan remains
operable.
Attachments
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No.
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Title
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Page
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aView
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Draft Auckland Civil Defence and Emergency Management
Group Plan 2016-2021 (Under Separate Cover)
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Signatories
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Authors
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Kiri Maxwell – Senior Advisor
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Authorisers
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John Dragicevich – Director Civil Defence and
Emergency Management
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