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:
|
Tuesday, 23
August 2016
10.00am
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
|
|
|
Ex-officio
(without voting rights)
|
All other councillors
|
|
(Quorum 3 members)
|
Quorum must include at least 2
named voting members
|
|
Elaine Stephenson
Democracy Advisor
17 August 2016
Contact Telephone: (09) 890 8117
Email: elaine.stephenson@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
|
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.
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
ITEM TABLE OF
CONTENTS PAGE
1 Apologies 9
2 Declaration of Interest 9
3 Confirmation of Minutes 9
4 Petitions 9
5 Public Input 9
6 Local Board Input 9
7 Extraordinary Business 9
8 Notices of Motion 10
9 Approval of the Civil Defence and Emergency Management Group
Plan 2016-2021 11
10 Public Alerting Strategy 15
11 Draft Civil Defence and Emergency Management Māori
Responsiveness Plan 17
12 Update on Civil Defence and Emergency Management Forward Work
Programme and Business Plan 31
13 Update from the Ministry of Civil Defence and Emergency
Management 39
14 Consideration of Extraordinary Items
At the close of
the agenda no apologies had 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 Tuesday, 21 June 2016, 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
23 August 2016
|
|
Approval of the
Civil Defence and Emergency Management Group Plan 2016-2021
File No.: CP2016/17633
Purpose
1. To seek
approval of the draft Civil Defence and Emergency Management (CDEM) Group Plan
2016-2021.
Executive
summary
2. The CDEM Act
2002, requires CDEM Groups to ‘prepare and approve’ a CDEM group plan. The
vision of Auckland’s 2016-2021 group plan is ‘working together to build a
resilient Auckland’. The development of the group plan is a significant
milestone for Auckland CDEM. In a letter dated 8 August 2016, the Minister of
Civil Defence confirmed that the proposed group plan met the requirements of
the Act. As a strategic document the group plan sets the overall direction of
CDEM in Auckland.
|
Recommendation/s
That the Civil Defence and
Emergency Management Group Committee:
a) approve and
adopt the Auckland Civil Defence and Emergency Management Group Plan 2016 –
2021.
|
Comments
3. The CDEM Act 2002 requires CDEM
Groups to ‘prepare and approve’ a CDEM group plan. The vision of Auckland’s
2016-2021 group plan is ‘working together to build a resilient Auckland’. The
plan recognises that everyone from individuals and families; communities;
business; and government both central and local must work together to help
build a resilient Auckland. The group plan shares the goals of the national
plan (the “four R’s) as its key strategic goals: reduction, readiness,
response, and recovery. Auckland’s group plan also includes the
Auckland-specific goal of ‘resilience’ and notes that to become the world’s
most liveable city, Auckland must ensure that its resilience to disasters is
integrated into all levels of society.
4. The development of the group
plan is a significant milestone for Auckland CDEM. The plan has been informed
by consultation and engagement with a significant number of Aucklanders.
5. As a strategic document the
group plan sets the overall direction of CDEM in Auckland. The plan is action
focused and includes a ‘Framework for Action’ which sets out issues, activities
and actions.
6. The group plan has been through
a technical review by the Ministry of Civil Defence and Emergency Management.
The outcomes of this review were reported to the CDEM Group Committee on 21
June 2016.
7. Following the technical review,
and in compliance with S.49 of the CDEM Act 2002, the group plan has been
reviewed by the Minister of Civil Defence. The Minister advised, in a letter
dated 8 August 2016 (Attachment B), that she was satisfied that the proposed
plan met the requirements of the Act and that she “commend(s) the Auckland CDEM
Group’s enthusiasm and commitment to CDEM issues”.
Consideration
Local
board views and implications
8. Local boards were consulted throughout the development of the draft
group plan. Feedback from local boards during the development of the group
plan suggested that there is a need to clearly define the roles and
responsibilities of local boards and local board members with regards to CDEM.
A number of actions in the group plan relate to the role of elected members in
building community resilience.
Māori
impact statement
9. Consultation on the group plan was carried out with Auckland’s 19
iwi during the plan’s formal consultation period. This included creating a
summary document and feedback form in Te Reo Māori. Implementation of the group plan actions will be guided by the
CDEM Māori Responsiveness Plan. This plan will
strengthen the capability of Māori through engagement and planning to
support communities to build a resilient Auckland.
Implementation
10. Implementation
of the group plan is underway. An implementation and monitoring framework will
be developed which will track progress with the delivery of actions and key
initiatives. Progress reports will be brought to the Committee for review.
Attachments
|
No.
|
Title
|
Page
|
|
aView
|
Draft Auckland Civil Defence and Emergency Management
Group Plan 2016-2021 (Under Separate Cover)
|
|
|
bView
|
Letter from Minister of Civil Defence
|
13
|
Signatories
|
Author
|
Kiri Maxwell, Senior Advisor – Strategy and
Partnerships
|
|
Authorisers
|
Craig Glover - Head of Strategy and Planning
John Dragicevich - Director Civil Defence and
Emergency Management
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
|
Civil Defence and
Emergency Management Group Committee
23 August 2016
|
|
Public Alerting Strategy
File No.: CP2016/17176
Purpose
1. To approve the development of a
public alerting strategy.
Executive
summary
2. Civil Defence and Emergency
Management (CDEM) has a range of public alerting options available to be used
during an emergency. In June 2015, the CDEM Group Committee agreed to
investigate the decommissioning of fixed tsunami sirens in the legacy Waitakere
and Rodney areas.
3. Through the investigation into
the decommissioning of legacy siren systems, officers have identified a need to
look more broadly at a range of public alerting systems. It is recommended
that CDEM build on this preliminary work and prepare a public alerting strategy
for endorsement by this Committee.
|
Recommendation/s
That the Civil Defence and
Emergency Management Group Committee:
a) approve the development of a
public alerting strategy, noting that the strategy will inform future
consideration of alerting systems in Auckland.
|
Comments
4. Auckland Civil Defence and
Emergency Management has a range of public alerting options available to be
used during an emergency including: billboards, emails, SMS text messaging,
helicopter and mobile loudspeakers, Red Cross hazard app, radio broadcasts,
social media and websites, and fixed tsunami sirens.
5. In June 2015, the CDEM Group
Committee (the Committee) considered a review of legacy public alerting
systems. The Committee agreed (CIV/2015/18) to investigate the decommissioning
of fixed tsunami sirens in the legacy Waitakere and Rodney areas. Since then,
the CDEM Coordinating Executive Group (CEG) has considered the issue and local
boards have been consulted on the future of tsunami sirens.
6. Auckland currently has 44 fixed
tsunami warning sirens across nine sites in Rodney and Waitakere. These sirens
were installed in 2008 and 2010 and do not meet current Ministry of Civil
Defence and Emergency Management (MCDEM) technical standards[1] for tsunami warning sirens.
All new and existing siren installations will need to meet the MCDEM standard
by June 2020.
7. Tsunami sirens, while useful as
part of a package of measures to warn the public, do have their limitations.
The estimated reach of Auckland’s current sirens is eight per cent of the
at-risk population. Without effective public education and engagement
activities sirens are not generally effective in alerting the public to take
action and may cause greater confusion when activated. That said, sirens can
be useful and, in particular, can be used to alert the public at night when
other potential forms of communication (e.g. cell phones and radio
broadcasting) may not be as effective.
8. CDEM has carried out some
preliminary work looking at options for public alerting. This work includes an
assessment of tsunami sirens. It is recommended that CDEM build on this
preliminary work and prepare a public alerting strategy for endorsement by this
committee.
9. The strategy will take a ‘big
picture’ view of public alerting in general; will draw on national and
international best practice and research, including the recent public alerting
options assessment carried out by GNS Science[2],
and will allow for a discussion with the community around public alerting and
community resilience.
10. The strategy will be used to
determine the future of Auckland’s current tsunami warning sirens while
providing Committee members with a fuller picture and assessment of options for
public alerting.
11. The proposed strategy will
provide the committee with a means of determining Auckland’s future direction
with regards to public alerting and will provide the basis for ongoing
consultation and discussion with local boards; partners and stakeholders; and
the public. It is expected that the strategy will assist the committee with
decision making around the prioritisation of budgets and options for public
alerting across the region.
Consideration
Local
board views and implications
12. The proposed public alerting
strategy will build on the feedback received from local boards during
consultation in June and July 2016. Local boards will also be consulted on the
future direction and content of the proposed strategy prior to its approval by
the committee.
Māori
impact statement
13. The proposed public alerting
strategy will align with, and support the implementation of, CDEM’s Māori
Responsiveness Plan. Any particular impacts on Māori arising from either
the development or implementation of the proposed strategy will be reported to
this Committee as appropriate.
Implementation
14. The development of the proposed
public alerting strategy will commence during this term of council and will
build on a significant amount of preliminary work undertaken by CDEM to date.
An update on expected timeframes for completion will be brought to the
Committee early in the new term as part of the regular reporting of CDEM’s work
programme.
Attachments
There are no attachments for
this report.
Signatories
|
Author
|
Craig Glover - Head of Strategy and Planning
|
|
Authoriser
|
John Dragicevich - Director Civil Defence and
Emergency Management
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
Draft Civil Defence and Emergency Management
Māori Responsiveness Plan
File No.: CP2016/17703
Purpose
1. To seek
feedback on the draft Civil Defence and Emergency Management (CDEM) Māori
Responsiveness Plan.
Executive
summary
2. In March 2016,
the CDEM Group Committee
endorsed the development of a CDEM Māori
Responsiveness Plan (MRP). A draft MRP has been
developed which aligns with Auckland Council’s Māori Responsiveness
Framework and the Civil Defence and Emergency Management Group Plan (Attachment
A). A presentation will be given at the committee. Feedback is sought on the
draft MRP prior to endorsement of the final document.
|
Recommendation/s
That the Civil Defence and
Emergency Management Group Committee:
a) provide
feedback on the draft Civil Defence and Emergency Management Māori
Responsiveness Plan.
|
Comments
3. In March 2016
the Civil Defence and Emergency Management Group Committee (the Committee)
endorsed (CIV/2016/9) the
development of a CDEM Māori Responsiveness Plan (MRP).
4. A draft MRP has
been developed which aligns with Auckland Council’s Māori Responsiveness
Framework.
5. The goals of
the MRP are to: empower the CDEM department in Te Ao Māori/Tikanga
principles; to support Māori communities to develop their strengths; and
to promote effective Māori leadership and participation in building a
resilient Auckland.
6. In developing
the draft MRP the objectives and actions in the CDEM Group Plan (2016 – 2021)
(Group Plan) were selected and those actions incorporated into the MRP to bring
maximum benefit to the outcomes.
7. The draft MRP
will be presented to the committee to seek members’ feedback. Feedback will be
used to determine the next steps and shape the final document.
Consideration
Local
board views and implications
8. For the
purposes of preparing this report, no specific local board views or
implications were sought.
Māori
impact statement
9. To ensure
consistency in priorities and identified commonalities across work programmes,
the MRP has been directly aligned to the Group Plan. For this reason there was
no specific feedback from mana whenua and mataawaka in the development of the
draft MRP.
10. Comprehensive
mana whenua and mataawaka engagement will be at the start of the development of
the implementation and delivery plan to give effect to the CDEM MRP.
Implementation
11. An implementation plan will be drafted with input and engagement
from mana whenua and mataawaka. The implementation
plan will use an approach that supports on-going
engagement of all staff in the plan’s implementation.
Attachments
|
No.
|
Title
|
Page
|
|
aView
|
Draft CDEM Māori Responsiveness Plan
|
19
|
Signatories
|
Author
|
Kiri Maxwell – Senior Advisor – Strategy and
Partnerships
|
|
Authorisers
|
Craig Glover - Head of Strategy and Planning
John Dragicevich - Director Civil Defence and
Emergency Management
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
|
Civil Defence and
Emergency Management Group Committee
23 August 2016
|
|
Update on Civil Defence and Emergency Management
Forward Work Programme and Business Plan
File No.: CP2016/17681
Purpose
1. To provide the
Civil Defence and Emergency Management (CDEM) Group committee with an update on
the CDEM work programme.
Executive
summary
2. The CDEM Group
committee adopted a forward work programme at its meeting in December 2015.
The CDEM department has aligned the committee’s forward work programme with the
CDEM 2015/16 business plan.
3. At the time of
writing this report, the CDEM 2016/17 business plan and associated work
programme are near completion.
4. This report
provides the committee with a brief update on the highlights and measures from
last quarter and focus for the upcoming quarter from the 2016/17 business plan
for its information.
|
Recommendation/s
That the Civil Defence and
Emergency Management Group Committee:
a) note the
information in the work programme update.
|
Comments
5. A forward work
programme supporting the CDEM Group committee was approved at its December 2015
meeting. The work programme focuses on strategy and policy development,
strategic initiatives and projects.
6. This report
provides an opportunity to provide a brief update to the CDEM Group committee
on highlights arising from the work programme and business plan, and advise the
focus for the next quarter from the 2016/17 business plan.
Consideration
Local
board views and implications
7. The draft Group
Plan foreshadows a wider role for local boards in CDEM. Impacts on the CDEM
work programme will become more apparent when the Group Plan is adopted.
Māori
impact statement
8. No consultation
with Māori was required
for the purposes of this report. Progress towards the development of a Māori Responsiveness Plan for CDEM is
included in a separate report and presentation.
Implementation
9. There are no implementation
issues arising from this report.
Attachments
|
No.
|
Title
|
Page
|
|
aView
|
Update on CDEM Forward Work Programme and Business
Plan
|
33
|
Signatories
|
Author
|
Craig Glover - Head of Strategy and Planning
|
|
Authoriser
|
John Dragicevich - Director Civil Defence and
Emergency Management
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
Update from the Ministry of Civil Defence and
Emergency Management
File No.: CP2016/06367
|
ü Reduction
|
ü Readiness
|
ü Response
|
ü Recovery
|
Purpose
1. To provide an opportunity for
the Ministry of Civil Defence and Emergency Management (MCDEM) to give an
update on issues of relevance.
Executive
Summary
2. This report provides an
opportunity for MCDEM to update the Civil Defence and Emergency Management
Group Committee (the committee) on issues of relevance to the committee, particularly
at the national level. A copy of the report from MCDEM is appended as
Attachment A to this report.
3. It is recommended that the
committee note the information in the update.
|
Recommendation
That the Civil Defence and
Emergency Management Group Committee:
a) note the information in the
update from the Ministry of Civil Defence and Emergency Management.
|
Attachments
|
No.
|
Title
|
Page
|
|
aView
|
Update from Ministry of Civil Defence and Emergency
Management
|
41
|
Signatories
|
Author
|
Emma Joyce - Relationship Advisor
|
|
Authoriser
|
John Dragicevich - Director Civil Defence and
Emergency Management
|
|
Civil Defence
and Emergency Management Group Committee
23 August 2016
|
|
